At Ageless Center, we are committed to protecting the privacy and security of your personal and health information. This Privacy Policy outlines how we collect, use, disclose, and safeguard your Protected Health Information (PHI) and other personal data, in compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and other applicable privacy laws.

By visiting our website at agelesscenter.net, contacting us, or receiving services from Ageless Center, you acknowledge and agree to the terms of this Privacy Policy.

1. Our Commitment to Your Privacy (HIPAA Notice of Privacy Practices)

This section serves as our Notice of Privacy Practices as required by HIPAA. We are required by law to:

• Maintain the privacy of your PHI.
• Provide you with this Notice of our legal duties and privacy practices concerning your PHI.
• Abide by the terms of this Notice currently in effect.

2. Information We Collect

We collect various types of information, including:

• Protected Health Information (PHI): This includes demographic information (e.g., name, address, date of birth, contact details), medical history, treatment plans, diagnoses, photographs related to services, billing information, and any other information that relates to your past, present, or future physical or mental health or condition, the provision of health care to you, or the past, present, or future payment for the provision of health care to you. PHI is collected primarily when you become a client, schedule appointments, or receive services.
• Personal Information (Non-PHI): This may include information you provide voluntarily through our website forms (e.g., email address for newsletters, general inquiries), your IP address, browser type, operating system, referring URLs, pages visited, and other usage data collected via cookies and similar technologies. This information helps us improve our website and services.
• Communication Data: Records of your correspondence with us, including emails, phone calls, and text messages.

3. How We Use and Disclose Your Information

We may use and disclose your PHI and other personal information for the following purposes, as permitted or required by law:

For Treatment

We may use and disclose your PHI to provide, coordinate, and manage your healthcare and related services. This includes sharing information with our doctors, nurses, technicians, and other staff involved in your care, as well as with other healthcare providers involved in your treatment (e.g., referrals to specialists).

Example: A nurse may use your medical history to provide a specific aesthetic treatment.

For Payment

We may use and disclose your PHI to obtain payment for the healthcare services we provide. This includes billing you, your insurance company, or a third party payer.

Example: We may send claims to your health insurer with information about the services you received.

For Healthcare Operations

We may use and disclose your PHI for our healthcare operations, which include activities necessary to run our practice and ensure quality care. This includes, but is not limited to:

• Quality assessment and improvement activities.
• Training and education of our staff.
• Business planning and development.
• Customer service, including addressing complaints.
• Legal and auditing functions.

Example: We may review client records to evaluate the effectiveness of a new treatment protocol.

Other Permitted or Required Uses and Disclosures

• Appointments and Reminders: We may use and disclose your information to contact you for appointment reminders, follow-up calls, or information about your treatment.
• Communication Outreach (Phone, Email, and SMS): We may use the contact information you provide, including phone numbers and email addresses, to send you important updates, appointment confirmations, reminders, follow-up information regarding your services, and information about special offers or new services that may be of interest to you. You will have the option to opt-out of marketing communications.
• Business Associates: We may share your PHI with third-party service providers (Business Associates) who perform functions on our behalf, such as billing services, IT support, or legal counsel. We have written agreements with these Business Associates requiring them to protect the privacy and security of your PHI.
• Research: We may use or disclose your PHI for research purposes under certain conditions, such as with your authorization or if the research has been approved by an Institutional Review Board (IRB) that has reviewed the research proposal and established protocols to ensure the privacy of your PHI.
• Public Health Activities: We may disclose your PHI to public health authorities authorized by law to collect or receive such information for the purpose of preventing or controlling disease, injury, or disability, or for public health surveillance, investigations, and interventions.
• Law Enforcement and Legal Proceedings: We may disclose your PHI in response to a court order, subpoena, discovery request, or other lawful process, or to law enforcement officials as required by law (e.g., in response to a warrant).
• Health Oversight Activities: We may disclose PHI to a health oversight agency for activities authorized by law, such as audits, investigations, inspections, and licensure.
• De-identified and Aggregated Data: We may use and disclose de-identified or aggregated information that does not identify you personally for various purposes, such as analytics, research, or marketing.
• Workers’ Compensation: We may disclose your PHI as authorized by and to the extent necessary to comply with laws relating to workers’ compensation or other similar programs.
• Disaster Relief Efforts: We may disclose your PHI to an entity assisting in a disaster relief effort so that your family can be notified about your condition, status, and location.
• Required by Law: We will disclose your PHI when required to do so by federal, state, or local law.

4. Your Rights Regarding Your PHI

You have the following rights concerning your PHI. To exercise any of these rights, please contact us using the contact information provided at the end of this policy.

• Right to Inspect and Copy: You have the right to inspect and obtain a copy of your PHI that we maintain, which generally includes medical and billing records. We may charge a reasonable, cost-based fee for copies.
• Right to Amend: You have the right to request an amendment to your PHI if you believe it is incorrect or incomplete. We may deny your request under certain circumstances, but we will provide a written explanation.
• Right to an Accounting of Disclosures: You have the right to request a list of certain disclosures we have made of your PHI.
• Right to Request Restrictions: You have the right to request a restriction or limitation on the PHI we use or disclose for treatment, payment, or healthcare operations. We are not required to agree to all requested restrictions, especially if it would affect your care. However, if we agree, we will abide by that restriction. You also have the right to request that we not disclose PHI to your health plan for services for which you pay out-of-pocket in full.
• Right to Request Confidential Communications: You have the right to request that we communicate with you about medical matters in a certain way or at a certain location (e.g., by mail to a specific address, or by phone only at your work number). We will accommodate all reasonable requests.
• Right to a Paper Copy of This Notice: You have the right to obtain a paper copy of this Notice, even if you have agreed to receive it electronically.

5. Website-Specific Information

• Cookies and Tracking Technologies: Our website may use cookies and similar technologies (e.g., Google Analytics) to collect information about your browsing activities to improve website functionality, analyze trends, and for marketing purposes. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
• Third-Party Links: Our website may contain links to third-party websites. This Privacy Policy does not apply to those third-party sites. We encourage you to review the privacy policies of any website you visit.
• No Medical Advice: The content on our website is for informational purposes only and does not constitute medical advice. It is not a substitute for professional medical care.

6. Security of Your Information

We implement reasonable administrative, physical, and technical safeguards to protect your PHI and other personal information from unauthorized access, use, alteration, and disclosure. These measures include:

• Secure electronic health record (EHR) systems.
• Encryption of sensitive data.
• Access controls to limit who can access PHI.
• Regular security assessments and staff training.
• Physical security measures for our facilities.

While we strive to protect your information, no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

7. Changes to This Privacy Policy

We reserve the right to amend this Privacy Policy at any time. Any changes will be effective immediately upon posting the revised policy on our website. We encourage you to review this Privacy Policy periodically for any updates. The “Effective Date” at the top of the policy will indicate when it was last revised.

8. Complaints

If you believe your privacy rights have been violated, you may file a complaint with Ageless Center or with the Secretary of the Department of Health and Human Services. We will not retaliate against you for filing a complaint.

To file a complaint with Ageless Center, please contact us using the information below.

9. Contact Information

If you have any questions about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, please contact us:

Ageless Center 

149 Moore Dr, Lexington, KY 40503

859.335.1330

info@agelesscenter.net