NOTICE OF PRIVACY PRACTICES & PRIVACY POLICY
Vital Clinic and Spa
Effective Date: 2/2/2022
THIS NOTICE DESCRIBES HOW MEDICAL AND PERSONAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION.
PLEASE REVIEW IT CAREFULLY.
1. OUR COMMITMENT TO YOUR PRIVACY
Vital Clinic and Spa (“Vital Clinic and Spa,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and medical information. This Notice of Privacy Practices and Privacy Policy (“Notice”) applies to information collected through:
In-person medical, wellness, and aesthetic services
Telehealth and online consultations
Our website: www.vitalclinicandspa.com
Purchases of medications, supplements, and skincare products
We comply with the Health Insurance Portability and Accountability Act (HIPAA), the Texas Medical Privacy Act (TMPA), and other applicable federal and state privacy laws.
2. OUR LEGAL DUTIES
We are required by law to:
Maintain the privacy and security of your Protected Health Information (“PHI”)
Provide you with this Notice of our legal duties and privacy practices
Follow the terms of this Notice currently in effect
Notify you following a breach of unsecured PHI as required by law
3. INFORMATION WE COLLECT
A. Personal Information
B. Protected Health Information (PHI)
Medical history and intake forms
Treatment records and clinical notes
Prescriptions and medication information
Telehealth consultation records
Aesthetic and cosmetic treatment plans
C. Photographs, Videos, and Aesthetic Records
Photographs, videos, and other visual records created in connection with your care (including before-and-after images) are considered Protected Health Information under HIPAA and Texas law.
These materials will not be used for marketing, advertising, education, or promotional purposes without your separate written authorization, even if identifying features are obscured.
D. Website & Technical Information
IP address
Browser and device information
Pages visited and usage data
Cookies and similar tracking technologies
4. HOW WE MAY USE AND DISCLOSE YOUR INFORMATION
A. For Treatment
To provide, coordinate, or manage your healthcare.
Examples: medical consultations, aesthetic procedures, prescribing medications, telehealth visits, referrals to labs or pharmacies.
B. For Payment
To bill and collect payment for services and products.
Examples: payment processing, billing, collections, refunds.
C. For Healthcare Operations
For clinic operations, quality improvement, compliance activities, training, audits, and business administration.
5. SUPPLEMENTS, SKINCARE & RETAIL PRODUCTS
Information related to the purchase of supplements, skincare, and other non-prescription products may be used for:
Payment processors and fulfillment vendors receive only the minimum necessary information required to complete transactions and are contractually obligated to protect your information.
6. THIRD-PARTY SERVICE PROVIDERS & BUSINESS ASSOCIATES
We may use third-party vendors to support services such as:
Appointment scheduling and intake forms
Telehealth platforms
Electronic medical records
Billing and payment processing
Pharmacies and laboratories
When these vendors create, receive, maintain, or transmit Protected Health Information on our behalf, they are required to comply with HIPAA and maintain appropriate safeguards through Business Associate Agreements or equivalent protections.
7. OTHER PERMITTED OR REQUIRED DISCLOSURES
We may disclose your PHI:
As required by federal, state, or local law
For public health and safety activities
For health oversight activities
In response to court orders or legal proceedings
To law enforcement when permitted by law
To prevent or lessen a serious threat to health or safety
For workers’ compensation or similar programs
8. USES AND DISCLOSURES REQUIRING YOUR AUTHORIZATION
We will not use or disclose your PHI without your written authorization for:
Marketing or promotional purposes
Sale of your PHI
Use of photographs, videos, or testimonials
Psychotherapy notes (if applicable)
You may revoke your authorization at any time in writing, except where action has already been taken in reliance on it.
9. MARKETING COMMUNICATIONS (EMAIL & SMS)
We may contact you with:
You may opt out of marketing communications at any time. Opting out will not affect your ability to receive care, services, or non-marketing communications.
10. TELEHEALTH & ELECTRONIC COMMUNICATIONS
If you receive services through telehealth or electronic communication:
Secure platforms are used when available
Electronic communications carry inherent risks
By using these services, you acknowledge and accept those risks
11. WEBSITE COOKIES & TRACKING TECHNOLOGIES
We use cookies and similar technologies to:
You may disable cookies through your browser settings, though some website features may not function properly.
12. DATA SECURITY
We maintain administrative, technical, and physical safeguards designed to protect your information. However, no system can guarantee absolute security.
13. YOUR PRIVACY RIGHTS
You have the right to:
Access and obtain copies of your medical records
Request corrections or amendments
Request confidential communications
Request restrictions on certain uses or disclosures
Receive an accounting of disclosures
Obtain a paper or electronic copy of this Notice
File a complaint without fear of retaliation
14. MINORS & PARENTAL RIGHTS
Services provided to minors require the consent of a parent or legal guardian, except where otherwise permitted by law. Parents and legal guardians may exercise privacy rights on behalf of minors as allowed under applicable regulations.
15. SOCIAL MEDIA DISCLAIMER
Please do not share personal or medical information with us through social media platforms. Communications via social media are not secure and are not monitored for healthcare-related requests.
16. CHANGES TO THIS NOTICE
We reserve the right to change this Notice. Any changes will apply to all PHI we maintain and will be:
17. CONTACT INFORMATION
Vital Clinic and Spa
📍 Address: 11590 Barker Cypress Rd, Cypress, TX 77433
📞 Phone: 832-533-8404
📧 HIPAA-Compliant Email: contact@vitalclinicandspa.com
🌐 Website: www.vitalclinicandspa.com
Medical Director:
Harmanpreet Buttar, MD