Effective Date: 11/13/2025

Kalen & Co. Aesthetics (“we,” “our,” “us”) is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, store, and protect your data when you interact with our clinic, website, booking systems, telehealth services, and communication channels.

1. Who We Are
Website: https://www.kalencoaesthetics.com/
Business Name: Kalen & Co. Aesthetics
Location: 3900 Fountains Blvd. NE, STE 104, Suite 304, Cedar Rapids, Iowa 52411

2. Information We Collect
We may collect the following categories of information:

• A. Personal Information
• Name
• Date of birth
• Address
• Email
• Phone number
• Emergency contact
• Communication preferences

B. Protected Health Information (PHI)
Collected through intake forms, EMR, telehealth, photography, and medical notes:

• Medical history
• Allergies and medications
• Treatment records
• Clinical photography
• Lab results or vital signs (if applicable)

Stored securely in Aesthetic Record, a HIPAA-compliant EMR.

C. Payment Information

• Credit/debit card data (processed securely via third parties)
• Billing records

D. Technical Website Data
Automatically collected:

• IP address
• Device/browser type
• Cookies
• Usage data
• Analytics

E. SMS & Email Data

• Phone numbers
• Opt-in/opt-out status
• Appointment reminders
• Marketing preferences

3. Website-Specific Information (WordPress Policy)
A. Comments
If comments are enabled:

• We collect the data you enter
• Your IP address and browser agent
• Gravatar may receive a hashed version of your email to display a profile image
• After approval, the profile photo is publicly visible

B. Media Uploads
If you upload images publicly:

• Avoid uploading photos containing EXIF GPS location data
• Visitors may extract location data

C. Cookies
WordPress automatically uses cookies for:

• Commenters (optional)
• Login sessions
• Display preferences
• Editor/admin tracking for draft articles
• Cookies may last from 1 day to 1 year depending on function.

D. Embedded Content
Embedded content (videos, social media posts, etc.) may collect:

• Tracking data
• Cookies
• Interaction monitoring

This behaves exactly as if you visited the external website directly.

4. How Long We Retain Data
Medical Records

• Retained at least 7 years as required by law.

Website Comments (If Enabled)

• Kept indefinitely unless removed.

User Accounts (If Enabled)

• Stored indefinitely; users may edit or delete their information.

5. How We Use Your Information
We use your information to:

• Provide safe, effective aesthetic and medical care
• Schedule and confirm appointments
• Communicate follow-up instructions
• Process payments
• Operate telehealth visits
• Send optional promotional messages (only with consent)
• Maintain internal business operations
• Improve website functionality

6. How We Share Your Information
We do not sell or rent your information.
We may share information only with:

• Aesthetic Record (EMR)
• Payment processors
• HIPAA-compliant telehealth platforms
• Compounding pharmacies (when prescribing GLP-1 or peptides)
• Email/SMS service providers
• Spam detection services (if comments enabled)

All third parties follow strict confidentiality and security rules.

7. SMS Text Message Policy
Data Collection
We collect your:

• Name
• Phone number
• Email
• Appointment details
• Communication preferences
• Usage

Used only for:

• Appointment confirmations
• Reminders
• Follow-ups
• Optional promotional messages you explicitly opt in to

Opt-Out

• Text STOP, CANCEL, or UNSUBSCRIBE to opt out.
• You will receive a final confirmation text.
• You may also request removal by contacting us directly.

HELP Keyword
Text HELP to receive contact information for assistance.

8. Photography Policy
We take photos for medical documentation.
We never share images publicly without written consent.

9. Your Rights
You have the right to:

• Access your records
• Request corrections
• Request deletion of non-medical data
• Opt out of marketing communications
• Receive a copy of this privacy policy

10. Data Security
We use:

• HIPAA-compliant systems
• Encrypted servers
• Secure cloud storage
• Access restrictions
• Multi-factor authentication
• Routine audits

No system is 100% secure, but we follow industry best practices.

11. Contact Information for Privacy Concerns
Kalen & Co. Aesthetics
Email: kalen.co.aesthetetics@gmail.com
Phone: (202)-420-8071
Location: Cedar Rapids, Iowa
Website: https://www.kalencoaesthetics.com/