Policies
Privacy Policy Effective Date: 11/21/2025 Last Updated:11/21/2025 Soul to Soul Aesthetics, LLC Website: www.soultosoulaesthetics.com Email: soultosoulaesthetics@gmail.com ⸻ 1. Overview Soul to Soul Aesthetics, LLC (“we,” “our,” or “us”) values your privacy and is committed to protecting your personal and health-related information. This Privacy Policy explains how information is collected, used, protected, and shared through our website, booking system, messaging, and marketing communications. By using our website and services, you agree to the terms outlined in this policy. ⸻ 2. Information We Collect We may collect the following types of information: A. Personal Information •Full Name •Phone Number •Email Address •Date of Birth •Address •Appointment details •Medical and treatment information shared during consultations B. Health Information We collect health information only as required to provide safe, appropriate aesthetic and medical services. This information is handled through our secure third-party medical record system, Aesthetic Record. C. Website Data When you visit our website, we may collect: •IP address •Device and browser type •Pages visited •Time spent on site •Referral source •Cookies and tracking data ⸻ 3. How We Use Your Information Your information is used to: •Schedule and manage appointments •Provide medical and aesthetic services •Send confirmations, reminders, and follow-up care messages •Respond to inquiries •Improve website performance and user experience •Send marketing communications (if you have opted in) We do not sell your personal or medical data. ⸻ 4. HIPAA & Medical Privacy Compliance Soul to Soul Aesthetics follows HIPAA principles regarding the protection of Protected Health Information (PHI). We use Aesthetic Record, a HIPAA-compliant electronic medical record and booking system, to store and manage patient health data. Your sensitive medical information is not stored directly on our website servers. Health information may only be shared when legally required, for treatment purposes, or with third-party healthcare service providers who meet HIPAA requirements. ⸻ 5. SMS & A2P 10DLC Text Messaging Disclosure By providing your phone number, you consent to receive SMS communications from Soul to Soul Aesthetics, which may include: •Appointment reminders •Post-treatment instructions •Promotions and offers •Administrative messages A2P 10DLC Compliance Terms: •Message frequency varies •Message & data rates may apply •Reply STOP to opt out •Reply HELP for assistance •Messages may be sent via automated or manual systems Your phone number will never be shared or sold to third-party marketers. Consent for SMS communication is collected through: •Website forms •Appointment scheduling •In-person patient forms ⸻ 6. Email Communication By submitting your email address, you may receive: •Appointment confirmations •Important clinic communications •Promotional emails (if you opt-in) You may unsubscribe at any time via the email footer or by contacting us directly. ⸻ 7. Cookies & Tracking Technologies We use cookies and third-party tools such as: •Google Analytics •Meta Pixel •Wix tracking tools These collect non-identifying usage data to help improve website function and ads. You may disable cookies through your browser settings. ⸻ 8. How We Protect Your Data We implement security measures including: •SSL encryption on our website •Secure third-party platforms for scheduling and medical records •Limited internal access to confidential information •Regular system updates and security monitoring ⸻ 9. Data Retention We retain personal and medical information only as long as necessary to meet legal, medical, and operational requirements, or as required by Tennessee law and federal regulations. ⸻ 10. Your Rights Depending on your location, you may have rights to: •Request access to your personal information •Request correction or deletion •Withdraw consent for marketing •File a complaint regarding privacy practices To exercise your rights, contact us at: soultosoulaesthetics@gmail.com ⸻ 11. Third-Party Links Our website may contain links to external platforms (including Aesthetic Record and social media). We are not responsible for their privacy practices. ⸻ 12. Children’s Privacy We do not knowingly collect information from individuals under 13 years of age. If such data is identified, it will be promptly removed. ⸻ 13. Policy Updates We reserve the right to update this policy at any time. Any changes will be reflected on this page with a revised effective date. ⸻ 14. Contact Information For questions regarding this Privacy Policy: Soul to Soul Aesthetics, LLC Email: soultosoulaesthetics@gmail.com Website: www.soultosoulaesthetics.com
Cancelation Policy We understand that life happens. We also value and respect our clients & practitioners' time and appreciate your understanding regarding our booking policy. Your time is valuable, and we appreciate that you understand ours is also. If an appointment is canceled, rescheduled with less than 24 hours notice, or if you do not attend a scheduled appointment, this means we are unable to reuse that time for other clients. At the time of booking, a credit card will be required to reserve your appointment. It will not be charged unless the appointment is canceled with less than 24 hours' notice. We understand that occasionally a short-notice cancellation may be unavoidable, and if it is possible to reschedule your appointment without causing an issue for our clinic operations, we will try to do so. However, because it is often difficult to re-book an appointment slot within 24 hours, we have taken the decision to institute a 24-hour cancellation policy. **In the event you need to cancel or reschedule, we ask that you do so at least 24 hours before your scheduled appointment time. If you cancel or reschedule with at least 24 hours’ notice, you will not be charged a cancellation fee. **If appointments are canceled or rescheduled with less than 24 hours' notice of your scheduled appointment time, including no-shows, a cancellation fee of $100 will be charged to your credit card on file. To help our clients minimize the chance of losing their deposit or missing appointments, we do send out text reminders a minimum of 48 hours ahead of appointments. However, due to circumstances beyond our control, this may not always be possible, and clients should therefore not rely on a text reminder. **How to notify Soul to Soul Aesthetics about canceling or rescheduling an appointment: Notification is always best given by texting or telephoning Soul to Soul Aesthetics at 615-547-3334. Please leave a voicemail should you be unable to get through to us via telephone. Emailing us at soultosoulaesthetics@gmail.com is another way to contact us. Again, we understand that emergencies occur and things happen that are out of your control. Thus, in the event of a late changed appointment (within 24 hours) or a missed appointment due to an emergency, we will work with you on an individualized basis to avoid the cancellation fee. We appreciate your understanding in this matter and look forward to seeing you soon.
HIPAA Notice of Privacy Practices Soul to Soul Aesthetics, LLCWebsite: www.soultosoulaesthetics.comEmail: soultosoulaesthetics@gmail.comEffective Date: [Insert Date] THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. Our Legal Duty Soul to Soul Aesthetics, LLC is required by law to: Maintain the privacy of your Protected Health Information (PHI) Give you this Notice of our legal duties and privacy practices Follow the terms of this Notice currently in effect How We Use and Disclose Your Health Information We may use or disclose your health information for the following purposes: 1. Treatment To provide, coordinate, or manage your medical and aesthetic treatments. 2. Payment To bill and collect payment for services, including submitting information to insurance (if applicable). 3. Healthcare Operations For internal operations such as quality improvement, staff training, licensing, and compliance. Other Uses and Disclosures We may disclose PHI without your authorization as allowed or required by law, such as: Public health activities Legal or law enforcement requirements Health oversight activities To prevent serious threats to health or safety For any other use or disclosure, we will obtain your written authorization. Your HIPAA Rights You have the right to: Request access to your medical records Request correction or amendment of your records Request restrictions on certain uses and disclosures Request confidential communications Receive an accounting of disclosures Requests must be made in writing to: soultosoulaesthetics@gmail.com Our Responsibilities We will: Protect your health information Limit access to authorized staff only Notify you if a breach occurs We may change this Notice at any time. The updated Notice will be posted on our website and available at our office. Complaints You may file a complaint with us or with the U.S. Department of Health and Human Services if you believe your privacy rights were violated. You will not be retaliated against. Contact us: soultosoulaesthetics@gmail.com
Terms of Use Last Updated: [Insert Date] Welcome to www.soultosoulaesthetics.com. By using this website, you agree to the following terms: 1. Medical Disclaimer Content on this website is for informational purposes only and does not replace professional medical advice, diagnosis, or treatment. Do not disregard medical advice or delay seeking care based on information from this website. 2. Use of Website You agree not to: Use this site for unlawful purposes Interfere with its operation Attempt to breach security measures We reserve the right to restrict access if misuse occurs. 3. Intellectual Property All content including text, images, logos, graphics, and branding are owned by Soul to Soul Aesthetics, LLC and may not be copied or used without written permission. 4. Third-Party Links This website may link to platforms like Aesthetic Record, social media, or payment processors. We are not responsible for their content or privacy policies. 5. Limitation of Liability We are not liable for damages resulting from: Errors or omissions on this website Your use or inability to use our services Technical system failures 6. Changes to These Terms We may update these terms at any time. Updates will be posted to this page. Contact Questions? Email us at soultosoulaesthetics@gmail.com
Website Disclamer Soul to Soul Aesthetics, LLC 115 N Castle Heights Ave #202, Lebanon, TN 38087 Email: soultosoulaesthetics@gmail.com 1. General Information Only The information on this website is provided by Soul to Soul Aesthetics, LLC for general informational and educational purposes only. Nothing on this site is intended to replace professional medical advice, diagnosis, or treatment. Always consult with a qualified healthcare provider for any medical concerns or before starting any new treatment. Do not disregard professional medical advice based on information obtained from this website. 2. No Medical Provider-Patient Relationship Use of this website, including sending inquiries or reading posted content, does not establish a provider-patient relationship with Soul to Soul Aesthetics or any of its practitioners. A provider-patient relationship is established only after an in-person or telehealth consultation and the completion of required consents. 3. Accuracy and Completeness While we strive to keep all information current and accurate, we make no guarantees that: Content is complete or free of errors Services, pricing, availability, or descriptions are always up-to-date All results described or shown are guaranteed outcomes Any reliance you place on the information provided is strictly at your own risk. 4. Not a Substitute for Emergency Care This website does not provide urgent or emergency medical guidance. If you are experiencing a medical emergency, call 911 or seek immediate medical attention. 5. Results Vary Before-and-after photos, testimonials, or success stories featured on this site represent individual experiences and outcomes. Results vary from person to person and cannot be guaranteed. 6. External Links This website may contain links to third-party websites. Soul to Soul Aesthetics, LLC has no control over the content, privacy practices, or accuracy of external sites and is not responsible for any damages or losses caused by the use of such sites. 7. No Warranty This website and its content are provided “as is” without any warranties of any kind, express or implied. This includes warranties of: Accuracy Completeness Reliability Fitness for a particular purpose Non-infringement 8. Limitation of Liability To the fullest extent permitted by law, Soul to Soul Aesthetics, LLC and its employees, contractors, and affiliates are not liable for any damages resulting from: Use of the website Reliance on information provided here Errors, omissions, or outdated content Third-party links or services referenced 9. No Endorsements References, comparisons, or links to third-party products, procedures, or services do not constitute endorsements. 10. Intellectual Property Notice All content on this website—including text, graphics, images, videos, logos, and design elements—is the property of Soul to Soul Aesthetics, LLC unless otherwise stated. You may not copy, reproduce, distribute, or modify any content without prior written consent from Soul to Soul Aesthetics. 11. Changes to This Disclaimer Soul to Soul Aesthetics, LLC reserves the right to modify or update this Website Disclaimer at any time without prior notice. Changes take effect immediately upon posting. 12. Contact Information If you have questions about this disclaimer, please contact: Email: soultosoulaesthetics@gmail.com Address: 115 N Castle Heights Ave #202, Lebanon, TN 38087
SMS Consent Form (A2P 10DLC Compliant) Soul to Soul Aesthetics, LLC – SMS Communication Consent By providing your phone number, you agree to receive SMS text messages from Soul to Soul Aesthetics, LLC. Message Types Include: Appointment reminders Post-treatment care instructions Promotions and events Administrative updates Communication Terms: Message frequency varies Message and data rates may apply Reply STOP to opt-out at any time Reply HELP for assistance We will not sell or share your phone number with third parties for marketing purposes. Consent can be given through: Online forms In-person documents Appointment booking