Privacy Policy for Ikaria Infusions

Effective Date: 05/01/2023
Website: ikariainfusions.com
Business: Ikaria Infusions Med Spa & Wellness

Ikaria Infusions ("we," "our," "us") is committed to protecting your privacy and ensuring the security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, receive services, or communicate with us, in compliance with all applicable federal and state privacy laws including HIPAA, website privacy regulations, and A2P‑10DLC messaging requirements.

1. Information We Collect

We may collect the following types of information:

Personal Information

• Name, email address, phone number, mailing address

• Date of birth

• Gender (if provided)

• Payment information (processed securely through third‑party providers)

Protected Health Information (PHI)

Under HIPAA, we may collect PHI, including:

• Medical history, symptoms, treatment information

• Diagnosis and lab information

• Medication history

• Photos submitted for medical or cosmetic evaluation

Technical & Website Usage Information

• IP address

• Browser type and version

• Device information

• Cookies and tracking technologies

• Pages visited, time spent, and referring URLs

Communications Information

• SMS or email interactions

• Consent records for marketing or appointment reminders

• A2P‑10DLC permission and opt‑in confirmations

2. How We Use Your Information

We may use your information for:

Treatment & Services

• Providing wellness, IV hydration, aesthetic, or medical services

• Verifying identity and medical history

• Managing appointments, treatments, follow‑ups, and safety procedures

Operations

• Internal record-keeping

• Billing, payment processing, insurance documentation (if applicable)

• Improving website functionality and user experience

Communication

• Appointment confirmations, reminders, and follow-ups

• Treatment instructions or patient care communications

• Marketing communications (only with appropriate consent)

• A2P‑10DLC compliant messaging

Legal & Regulatory Requirements

• Maintaining HIPAA compliance

• Responding to legal requests or state regulatory obligations

3. HIPAA Compliance

Ikaria Infusions is a Covered Entity or Business Associate under HIPAA as applicable. All PHI is handled according to HIPAA standards.

We follow these HIPAA mandates:

• Safeguarding PHI with administrative, physical, and technical protections

• Limiting PHI access to authorized personnel only

• Using PHI solely for treatment, payment, or healthcare operations unless authorized otherwise

• Providing a Notice of Privacy Practices when applicable

• Offering the ability to access, amend, or request restrictions on your PHI

We will not sell, distribute, or disclose PHI to third parties without your written authorization unless required by law.

4. A2P‑10DLC Messaging Compliance

If you opt in to receive SMS/text messages from us:

We are required to:

• Obtain explicit, documented consent before sending messages

• Clearly identify our business name in messages

• Provide an easy opt‑out process (e.g., replying STOP)

• Send only messages relevant to your opt‑in purpose (e.g., reminders, updates, marketing)

• Protect your phone number and message content from unauthorized access

You may opt out at any time by replying STOP, and you will no longer receive marketing texts. Service‑related texts (e.g., appointment confirmations) may still be sent as allowed by law.

5. Sharing Your Information

We may share information only as permitted:

With Your Consent

• For coordination with other healthcare providers

• For marketing or promotional sharing (rare)

Without Consent (HIPAA‑Permitted)

• Treatment, payment, and healthcare operations

• Legal or regulatory authorities

• Business associates under signed HIPAA agreements

We Do NOT Share Your Information With:

• Third parties for advertising without explicit consent

• Data brokers

• Non‑HIPAA compliant services

6. Website Cookies & Tracking

Our website uses cookies for:

• Analytics and website performance

• User experience improvements

• Security purposes

You may disable cookies through your browser settings, though some features may not function optimally.

7. Data Security

We maintain strict safeguards to protect your personal and health information.

Security measures include:

• Encrypted data transmission (SSL/HTTPS)

• Secured EHR and scheduling systems (e.g., Aesthetic Record)

• Multi‑factor authentication for staff

• Encrypted storage of PHI and personal data

• Regular audits and compliance reviews

While we follow industry best practices, no method of transmission is 100% secure.

8. Your Rights

Depending on HIPAA and applicable law, you may:

• Access your PHI

• Request corrections

• Request a copy of your records

• Request restrictions on PHI use

• Request confidential communications

• Withdraw marketing consent at any time

To exercise these rights, contact us at:
Email: hello@ikariainfusions.com
Phone: 615-208-6344

9. Retention of Information

We retain medical and legal records for the duration required by state and federal law. Non‑medical information is retained only as long as necessary for business operations.

10. Third‑Party Services

We may use secure third‑party services such as:

• Aesthetic Record (EHR & scheduling)

• Stripe or similar for payments

• HIPAA‑compliant messaging platforms

These providers have their own privacy policies and security measures.

11. Children’s Privacy

Our website and services are not intended for children under 13. We do not knowingly collect data from children without parental consent.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with a revised effective date.

13. Contact Us

For questions about this Privacy Policy or your rights, contact:

Ikaria Infusions
129 S. Water Ave., Gallatin, TN 37066
Email: hello@ikariainfusions.com
Phone: 615-208-6344
Website: ikariainfusions.com

This Privacy Policy is intended for informational and compliance purposes and does not constitute legal advice. For full legal assurance, we recommend having it reviewed by a healthcare or internet privacy attorney.