Privacy Policy & HIPAA Notice of Privacy Practices

Effective Date: August 11, 2026

Frozen in Time Aesthetics (“Frozen in Time Aesthetics,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal and health information entrusted to us.

This Privacy Policy and Notice of Privacy Practices explains how we collect, use, disclose, and safeguard information when you visit our website, communicate with us, schedule an appointment, or receive services from Frozen in Time Aesthetics.

Because Frozen in Time Aesthetics provides aesthetic and wellness services that may involve health information, certain information may constitute Protected Health Information (“PHI”) under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (“HIPAA”).

This notice applies to information we collect through our website, at our location, by telephone, through appointment scheduling and patient-management systems, and through other interactions with us.

1. Information We Collect

Depending on how you interact with Frozen in Time Aesthetics, we may collect the following categories of information.

Personal and Contact Information

This may include:

• Name
• Mailing or physical address
• Email address
• Telephone or mobile phone number
• Date of birth
• Appointment and scheduling information
• Emergency contact information
• Other information you voluntarily provide to us

Health and Treatment Information

When you seek or receive our services, we may collect information relevant to your care, including:

• Medical history
• Health conditions and diagnoses
• Medications and allergies
• Treatment history
• Information relevant to aesthetic or wellness services
• Treatment recommendations and notes
• Before-and-after photographs, when applicable
• Information concerning your responses to treatments
• Other information necessary to provide safe and appropriate care

When this information identifies you and relates to your health, healthcare, or healthcare services, it may constitute Protected Health Information under HIPAA.

Payment Information

When you purchase services or products, we or our authorized payment providers may process payment-related information such as transaction details and billing information.

Payment card information may be processed by third-party payment processors. We do not intentionally retain complete payment card information when it is processed through a third-party payment service.

Website and Technical Information

When you visit our website, certain information may be collected automatically, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Pages viewed
• Date and time of visits
• Referring website or URL
• General website usage information
• Cookies and similar technologies

This information may be used to maintain website functionality, improve our website, understand general visitor activity, and enhance the user experience.

2. How We Use Your Information

We may use personal information and, when applicable, PHI for purposes including:

• Scheduling and managing appointments
• Providing aesthetic, wellness, and related healthcare services
• Evaluating your eligibility or suitability for treatments
• Developing treatment plans and recommendations
• Communicating with you regarding your care
• Providing treatment instructions and follow-up information
• Processing payments and managing billing
• Maintaining patient and business records
• Improving the quality and effectiveness of our services
• Operating and maintaining our website
• Responding to inquiries and requests
• Sending appointment reminders and service-related communications
• Complying with applicable legal and regulatory requirements
• Protecting the health, safety, rights, and property of our patients, staff, and business

3. HIPAA Notice of Privacy Practices

Your Information. Your Rights. Our Responsibilities.

This section describes how medical information about you may be used and disclosed and how you can obtain access to that information.

Please review it carefully.

Frozen in Time Aesthetics is committed to maintaining the privacy of your Protected Health Information (“PHI”) and complying with applicable requirements of HIPAA.

4. Your HIPAA Rights

You have certain rights regarding your PHI. Depending on applicable law and circumstances, these rights include:

Right to Inspect and Obtain a Copy

You generally have the right to inspect and obtain a copy of your health information maintained by us, subject to certain legally permitted limitations.

You may request your records in paper or electronic form when available.

Right to Request an Amendment

If you believe information in your medical record is incorrect or incomplete, you may request that we amend the information.

We may deny a request in certain circumstances as permitted by law, but we will provide you with a written explanation if your request is denied.

Right to Request Confidential Communications

You may request that we communicate with you about your health information in a particular manner or at a particular location.

For example, you may request that we contact you at an alternate telephone number or address.

We will consider reasonable requests as required by applicable law.

Right to Request Restrictions

You may request restrictions on certain uses or disclosures of your PHI.

We are not required to agree to every requested restriction, except where HIPAA requires us to honor a restriction.

Right to an Accounting of Disclosures

You may request an accounting of certain disclosures of your PHI made by us, subject to limitations and exceptions provided by law.

Right to a Copy of This Notice

You may request a paper copy of this Notice of Privacy Practices at any time. You may also view this notice on our website.

Right to Choose a Personal Representative

If you have given another person legal authority to act on your behalf, that person may exercise certain rights concerning your PHI as permitted by applicable law.

Right to File a Complaint

If you believe your privacy rights have been violated, you may file a complaint with Frozen in Time Aesthetics or with the U.S. Department of Health and Human Services Office for Civil Rights.

You will not be retaliated against for filing a privacy complaint.

5. How We May Use and Disclose Your PHI

HIPAA permits us to use and disclose PHI without your separate written authorization for certain purposes.

Treatment

We may use or disclose your PHI to provide, coordinate, or manage your healthcare and aesthetic or wellness treatment.

For example, information may be shared with healthcare professionals involved in your care when necessary for treatment.

Payment

We may use or disclose your PHI as necessary to obtain payment for services we provide.

This may include billing, payment processing, payment verification, and other activities related to receiving payment for healthcare services.

Healthcare Operations

We may use or disclose PHI as necessary for healthcare operations.

Healthcare operations may include activities such as:

• Quality assessment
• Staff training
• Patient safety activities
• Administrative functions
• Business management
• Reviewing treatment effectiveness
• Compliance activities
• Auditing and other activities permitted under HIPAA

Appointment Reminders and Communications

We may use your contact information to communicate with you regarding appointments, treatment-related information, follow-up care, scheduling, and other healthcare-related matters.

6. Other Permitted or Required Uses and Disclosures

We may use or disclose PHI when permitted or required by applicable law, including circumstances involving:

• Public health activities
• Health oversight activities
• Certain legal proceedings
• Law enforcement requests
• Judicial or administrative proceedings
• Workers' compensation matters
• Government authorities when required by law
• Reporting certain abuse, neglect, or domestic violence when legally required or permitted
• Preventing or reducing a serious and imminent threat to health or safety
• Coroners, medical examiners, and funeral directors when permitted by law
• Organ, eye, or tissue donation and transplantation activities when applicable
• Specialized government functions
• Other purposes required or permitted by federal or state law

We will make reasonable efforts to limit the use or disclosure of PHI to the minimum necessary when required by HIPAA.

7. Uses and Disclosures Requiring Your Authorization

Certain uses and disclosures of your PHI require your written authorization.

Unless otherwise permitted or required by law, we will obtain your authorization before using or disclosing PHI for purposes that require authorization under HIPAA.

This may include certain:

• Marketing activities
• Uses or disclosures involving psychotherapy notes, where applicable
• Uses or disclosures for which HIPAA otherwise requires specific authorization
• Uses of identifiable treatment photographs or other patient images for promotional purposes when authorization is required

You may revoke an authorization in writing at any time to the extent permitted by law. Revocation will not affect actions already taken based on your prior authorization.

8. Patient Photographs and Before-and-After Images

We may take photographs or other images as part of evaluating, documenting, or monitoring your treatment.

Photographs used as part of your clinical record may constitute PHI and will be handled in accordance with applicable privacy requirements.

We will not use identifiable patient photographs for advertising, social media, website galleries, promotional materials, or other public-facing marketing purposes without obtaining appropriate authorization when required by law.

9. Marketing and Promotional Communications

We may communicate with you about our services, products, special offers, events, educational information, or other promotional opportunities.

Where HIPAA or other applicable law requires your authorization for a particular marketing communication involving PHI, we will obtain the required authorization before proceeding.

You may opt out of promotional email or text communications by following the unsubscribe or opt-out instructions provided or by contacting us directly.

Opting out of promotional communications will not affect your ability to receive treatment or healthcare services.

10. Text Messages, Email, and Electronic Communications

We may communicate with you by telephone, email, text message, or other electronic methods when permitted by law and when appropriate for your care, appointments, account, or communications you have requested.

Electronic communications may carry certain privacy and security risks.

Please do not send highly sensitive medical information through ordinary email, text messaging, social media, or other unsecured communication channels unless we have specifically instructed you to do so.

For medical questions or urgent concerns, please contact our office using an appropriate communication method.

11. Service Providers and Business Associates

We may work with third-party companies and service providers that help us operate our practice and provide services to you.

Depending on their role, these providers may assist with:

• Appointment scheduling
• Electronic health records
• Patient management
• Payment processing
• Communications
• Information technology
• Cloud hosting and storage
• Administrative services
• Other business or healthcare functions

When required by HIPAA, we will enter into appropriate Business Associate Agreements (“BAAs”) with vendors that qualify as business associates and have access to PHI.

Such vendors are required to appropriately safeguard PHI as required by applicable law and contractual obligations.

12. Website Cookies and Analytics

Our website may use cookies, analytics tools, pixels, tags, or similar technologies to operate the website, understand website usage, improve performance, and enhance user experience.

Third-party technologies may collect information such as browser information, device information, IP address, pages visited, and interactions with the website.

We take privacy considerations seriously when implementing website analytics and tracking technologies.

We will not knowingly use website tracking technologies in a manner that results in an unauthorized disclosure of PHI.

Certain tracking technologies may be subject to additional legal requirements depending on where they are deployed, what information they collect, and whether the information constitutes PHI.

13. Online Appointment Scheduling

Our website may provide links to third-party appointment scheduling or patient-management platforms.

When you use an external scheduling platform, information you provide may be collected and processed by that provider in accordance with the applicable agreements, privacy practices, and legal requirements.

For information concerning the handling of information submitted through an external appointment platform, please review the privacy terms provided by that platform.

14. Information We Do Not Sell

Frozen in Time Aesthetics does not sell your personal information or Protected Health Information.

We will not disclose PHI for purposes prohibited by HIPAA.

Any use or disclosure of PHI will be handled in accordance with applicable law, including HIPAA and applicable state privacy requirements.

15. Security of Your Information

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information and PHI against unauthorized access, use, alteration, disclosure, or destruction.

No method of transmitting information over the Internet or storing information electronically can be guaranteed to be completely secure.

For this reason, while we take appropriate measures to protect information, we cannot guarantee absolute security of information transmitted to or through our website.

16. Breach Notification

If we determine that unsecured Protected Health Information has been accessed, acquired, used, or disclosed in a manner that constitutes a breach under applicable law, we will provide notifications as required by HIPAA and other applicable laws.

17. Children's Privacy

Our website is not intended to knowingly collect personal information from children without appropriate parental or legal authorization.

If you believe that a child has provided personal information to us without appropriate authorization, please contact us so that we can take appropriate steps.

18. Third-Party Websites

Our website may contain links to third-party websites, including social media platforms, appointment scheduling services, payment services, manufacturers, or other external websites.

We are not responsible for the privacy, security, content, or practices of third-party websites.

We encourage you to review the privacy policies and terms of any third-party website you visit.

19. Medical and Treatment Information

Information available on the Frozen in Time Aesthetics website is provided for general educational and informational purposes and is not intended to replace professional medical advice, diagnosis, or treatment.

Information submitted through the website should not be considered a substitute for an evaluation by a qualified healthcare professional.

If you are experiencing a medical emergency, seek immediate medical attention or call 911.

20. Changes to This Notice

We reserve the right to change this Privacy Policy and Notice of Privacy Practices at any time.

If we make material changes to our privacy practices, we will update this notice and make the revised notice available as required by applicable law.

The revised notice will apply to information we maintain as permitted by law.

The current version will be available on our website and upon request at our office.

21. Questions, Privacy Requests, and Complaints

If you have questions about this Privacy Policy or Notice of Privacy Practices, wish to exercise your privacy rights, or believe your privacy rights have been violated, please contact Frozen in Time Aesthetics.

Frozen in Time Aesthetics
207 North Gilbert Rd., Suite 101, Studio #1
Gilbert, AZ 85234
Phone: 602-882-6343
Email: Contact@FrozenInTimeAesthetics.com

You may also submit a complaint to the U.S. Department of Health and Human Services, Office for Civil Rights.

Frozen in Time Aesthetics will not retaliate against you for filing a privacy complaint.

22. Acknowledgment

By receiving services from Frozen in Time Aesthetics, you may be provided with an opportunity to acknowledge receipt of this Notice of Privacy Practices.

An acknowledgment of receipt does not constitute authorization for uses or disclosures of PHI beyond those permitted by law.

Effective Date

This Notice of Privacy Practices is effective as of August 11, 2026.

Frozen in Time Aesthetics
Gilbert, Arizona