The Health Insurance Portability and Accountability Act (HIPAA) provides safeguards to protect your privacy. Implementation of HIPAA requirements officially began on April 14, 2003. Many of the policies have been our practice for years. This form is a “friendly” version. A more complete text is posted in the office.
What this is all about: Specifically, there are rules and restrictions on who may see or be notified of your Protected Health Information (PHI). These restrictions do not include the normal interchange of information necessary to provide you with office services. HIPAA provides certain rights and protections to you as the patient. We balance these needs with our goal of providing you with quality professional service and care. Additional information is available from the U.S. Department of Health and Human Services. www.hhs.gov http://www.hhs.gov/

We have adopted the following policies:

1. Patient information will be kept confidential except as is necessary to provide services or to ensure that all administrative matters related to your care are handled appropriately. This specifically includes the sharing of information with other healthcare providers, laboratories, health insurance payers as is necessary and ppropriate for your care. Patient files may be stored in open file racks and will not contain any coding which identifies a patient’s condition or information which is not already a matter of public record. The normal course of providing care means that such records may be left, at least temporarily, in administrative areas such as the
   front office, examination room, etc. Those records will not be available to persons other than office staff. You agree to the normal procedures utilized within the office for the handling of charts, patient records, PHI and other documents or information.

2. It is the policy of this office to remind patients of their appointments. We may do this by telephone, e-mail, U.S mail, or by any means convenient for the practice and/or as requested by you. We may send you other communications informing you of changes to office policy and new technology that you might find valuable or informative.

3. The practice utilizes a number of vendors in the conduct of business. These vendors may have access to PHI but must agree to abide by the confidentiality rules of HIPAA.

4. You understand and agree to inspections of the office and review of documents which may include PHI by government agencies or insurance payers in normal performance of their duties.

5. You agree to bring any concerns or complaints regarding privacy to the attention of the office manager or the doctor.

6. Your confidential information will not be used for the purposes of marketing or advertising of products, goods or services.

7. We agree to provide patients with access to their records in accordance with state and federal laws.

8. We may change, add, delete or modify any of these provisions to better serve the needs of the both the practice and the patient.

9. You have the right to request restrictions in the use of your protected health information and to request change in certain policies used within the office concerning your PHI. However, we are not obligated to alter internal policies to conform to your request.

Effective Date: 01/01/2023

1. Our Commitment to Privacy

Trandi Med Spa (“we,” “us,” “our”) is committed to protecting your personal information and complying with applicable privacy, healthcare, and communications laws, including HIPAA and the Telephone Consumer Protection Act (TCPA).

This policy explains how we collect, use, and communicate with you through phone calls, SMS messages, email, and automated systems.

2. Protected Health Information (HIPAA)

We protect your Protected Health Information (PHI) in accordance with HIPAA regulations.

• PHI is accessed only by authorized staff and approved vendors.

• Information is used solely for treatment, payment, healthcare operations, and permitted communications.

• We maintain administrative, physical, and technical safeguards to protect your data.

• Vendors with potential access to PHI are required to sign HIPAA-compliant agreements.

You may request access to or restrictions on your PHI as permitted by law.

3. Information We Collect

We may collect:

• Name, phone number, email address

• Appointment and service-related information

• Communication preferences and consent records

• Call and message interaction data (including recordings, where permitted)

4. Consent to Communications

By providing your phone number or engaging with our forms, ads, website, or booking systems, you expressly consent to receive communications from Trandi Med Spa, which may include:

• Automated phone calls

• AI-powered or prerecorded voice messages

• SMS/text messages

• Appointment reminders, follow-ups, promotions, and service-related updates

Consent is not a condition of purchase.

5. AI & Automated Voice Disclosure

We may use artificial intelligence (AI) and automated systems to place outbound calls or respond to inquiries.

• Calls may be monitored or recorded for quality assurance and compliance.

• AI systems do not replace medical judgment or diagnosis.

• You may request to speak with a human representative at any time.

6. SMS & Message Frequency

If you opt in to SMS communications:

• You may receive up to 4 messages per day, unless otherwise specified.

• Message and data rates may apply based on your carrier.

• Carriers are not responsible for delayed or undelivered messages.

7. Opt-Out & Your Choices

You may opt out at any time:

• SMS: Reply STOP

• Calls: Request removal during any call or contact us directly

• Email: Use the unsubscribe link or contact us

Opting out will not affect your ability to receive medical care.

8. Data Sharing

We do not sell or rent your personal information.

We may share limited information with:

• Communication and scheduling vendors

• CRM and automation platforms

• Regulatory or legal authorities when required

All vendors are required to maintain confidentiality and security.

9. Data Security

We implement reasonable administrative, technical, and physical safeguards to protect your information from unauthorized access, misuse, or disclosure.

10. Age Requirement

By providing your contact information, you confirm that you are at least 18 years old and authorized to use the phone number submitted.

11. Policy Updates

We may update this policy periodically. Continued communication with us constitutes acceptance of the revised policy.

12. Contact Information

If you have questions about this policy or your privacy rights, contact us:

📞 (407) 305-7099
🏥 Trandi Med Spa