Privacy Policy and HIPAA Privacy Notice

Walker Wellness & Aesthetics Clinic (“WWAC,” “we,” “our,” or “us”) respects the privacy of our patients and website visitors. We are committed to protecting personal information and Protected Health Information (“PHI”) in accordance with applicable federal and Texas law, including the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”), the HIPAA Privacy, Security, and Breach Notification Rules, and applicable provisions of the Texas Health & Safety Code and Texas privacy and data-security laws.

This Privacy Policy explains how we collect, use, disclose, maintain, and protect information obtained through our website, patient intake systems, telehealth services, electronic communications, clinical services, and other interactions with Walker Wellness & Aesthetics Clinic.

This policy applies to information collected through our website and services. Where applicable, our use and disclosure of PHI is also governed by our Notice of Privacy Practices.

Information We Collect

We may collect personal information and health information necessary to provide healthcare services, process transactions, communicate with patients, operate our business, and comply with legal requirements.

Information collected may include your name, date of birth, address, telephone number, email address, emergency contact information, demographic information, payment information, billing information, identification information, medical history, medications, allergies, diagnoses, laboratory results, photographs, treatment information, prescription information, appointment history, telehealth information, and other information you voluntarily provide.

Certain health information collected in connection with treatment may constitute Protected Health Information under HIPAA.

We may also automatically collect technical information when you use our website, including your IP address, browser type, device information, operating system, referring website, pages visited, and general website usage information.

We may use cookies and similar technologies to operate and improve our website. We do not knowingly use website tracking technologies to disclose PHI to advertising or analytics companies in a manner prohibited by applicable law.

How We Use Protected Health Information

Walker Wellness & Aesthetics Clinic may use or disclose PHI without a separate written authorization when permitted by law for purposes including:

Treatment. We may use or disclose your PHI to physicians, nurse practitioners, pharmacies, laboratories, healthcare facilities, specialists, or other healthcare professionals involved in your care.

Payment. We may use or disclose information as necessary to process payments, determine benefits, obtain payment, process refunds, or conduct other permitted billing activities.

Healthcare Operations. We may use PHI for activities necessary to operate our clinic, including quality improvement, compliance, auditing, staff training, credentialing, patient safety, business planning, and administrative functions.

We may also use or disclose PHI when required or permitted by law, including for public health activities, health oversight activities, judicial or administrative proceedings, law-enforcement purposes, prevention of serious threats to health or safety, workers’ compensation matters, and other legally authorized purposes.

Uses Requiring Authorization

When required by HIPAA or Texas law, we will obtain your written authorization before using or disclosing PHI.

This may include certain uses or disclosures involving:

• Marketing activities;
• Sale of PHI;
• Certain disclosures unrelated to treatment, payment, or healthcare operations;
• Psychotherapy notes, when applicable; and
• Other uses or disclosures requiring patient authorization under federal or Texas law.

You may revoke an authorization in writing at any time, except to the extent we have already acted in reliance upon it.

Prescription and Telehealth Information

When receiving telehealth or prescription-related services, patients may be required to provide information regarding their medical history, current medications, allergies, health conditions, identity, physical location, and other information necessary for a licensed healthcare provider to determine whether treatment is medically appropriate.

A prescription is issued only after an appropriate clinical evaluation by an authorized healthcare provider when the provider determines that prescribing is medically appropriate and legally permitted.

Patient health information may be shared with pharmacies, laboratories, medical service providers, and other entities involved in the patient's treatment as permitted by law.

Payment Information

Payment information may be processed by third-party payment processors. Walker Wellness & Aesthetics Clinic does not necessarily store complete payment-card information on its own systems.

Payment processors receive only the information necessary to process authorized transactions and are expected to maintain appropriate privacy and security protections.

Payment for prescription medication is not collected before the prescribing provider has completed the required clinical evaluation and authorized the prescription.

Business Associates and Service Providers

Walker Wellness & Aesthetics Clinic may use third-party vendors to assist with functions such as electronic medical records, scheduling, telehealth, communications, laboratory services, payment processing, pharmacy fulfillment, document storage, information technology, and other business operations.

When a vendor receives PHI on our behalf and qualifies as a Business Associate under HIPAA, we require an appropriate Business Associate Agreement when required by law.

We limit disclosures to the information reasonably necessary for the vendor to perform the authorized service.

Marketing Communications

We may communicate with patients about services, appointments, health-related information, or other permitted healthcare communications.

Promotional or marketing communications will be handled in accordance with applicable federal and Texas requirements.

Where consent is required, patients may opt out of marketing communications by using the unsubscribe instructions provided in the communication or by contacting the clinic.

Opting out of marketing communications does not prevent us from sending necessary communications related to treatment, appointments, prescriptions, payment, safety, or healthcare operations.

Email, Text Messages, and Electronic Communications

Walker Wellness & Aesthetics Clinic may communicate with patients through telephone calls, email, text messages, patient portals, or other electronic methods.

Electronic communications may have privacy risks. Patients should avoid sending highly sensitive medical information through unsecured communication channels unless specifically instructed to do so.

Where appropriate, WWAC uses reasonable administrative, physical, and technical safeguards to protect electronic PHI.

Consent to receive text messages or marketing communications is not a condition of receiving medically necessary care unless otherwise permitted by law.

Cookies, Analytics, and Website Technologies

Our website may use cookies and similar technologies to maintain website functionality, measure performance, prevent fraud, and understand general website usage.

We evaluate website technologies to reduce the risk that PHI or individually identifiable health information is improperly transmitted to third-party advertising or analytics services.

We do not intentionally sell PHI or disclose PHI to third parties for targeted advertising in violation of HIPAA or Texas law.

Your HIPAA Rights

Subject to applicable law, patients have several rights regarding their PHI.

You may have the right to:

• Inspect and obtain a copy of your medical and billing records;
• Request amendments to information you believe is inaccurate or incomplete;
• Request restrictions on certain uses or disclosures of your PHI;
• Request confidential communications by alternative means or at alternative locations;
• Receive an accounting of certain disclosures of your PHI;
• Receive a paper or electronic copy of our Notice of Privacy Practices;
• Request access to PHI in an electronic format when required by law;
• Revoke certain previously provided authorizations; and
• File a privacy complaint without retaliation.

Certain requests may be subject to limitations permitted by federal or state law.

Texas Patient Privacy Protections

Walker Wellness & Aesthetics Clinic operates in Texas and complies with applicable Texas laws governing medical information and patient privacy, including provisions of Texas Health & Safety Code Chapter 181, commonly referred to as the Texas Medical Records Privacy Act.

Texas law may provide privacy protections that apply in addition to federal HIPAA requirements.

WWAC maintains policies and procedures concerning the handling of PHI and provides privacy and security training to workforce members as required by applicable law.

We will not use or disclose protected health information in a manner prohibited by Texas or federal law.

Texas Consumer Privacy Rights

Texas residents may have additional privacy rights under applicable Texas consumer privacy laws.

However, certain information maintained by healthcare providers, including PHI governed by HIPAA and other regulated health information, may be exempt from some consumer privacy-law requirements.

Where applicable, requests concerning non-PHI personal information will be handled in accordance with relevant Texas privacy law.

Medical Records

Medical records are maintained and retained in accordance with applicable federal and Texas requirements.

Requests for copies, amendments, restrictions, or other actions involving medical records should be submitted to Walker Wellness & Aesthetics Clinic using the contact information provided below.

We may verify your identity before releasing medical records or responding to certain privacy requests.

Security of Your Information

Walker Wellness & Aesthetics Clinic maintains reasonable administrative, physical, and technical safeguards designed to protect PHI and other confidential information.

These safeguards may include:

• Role-based access controls;
• Password and authentication requirements;
• Secure electronic medical-record systems;
• Encryption where appropriate;
• Workforce privacy and security training;
• Access monitoring;
• Vendor oversight;
• Business Associate Agreements where required;
• Secure disposal of protected information;
• Incident-response procedures; and
• Periodic review of privacy and security practices.

No electronic system or method of transmission can be guaranteed to be completely secure. However, we take reasonable steps required by applicable law to protect information against unauthorized access, use, disclosure, alteration, or destruction.

Breach Notification

If Walker Wellness & Aesthetics Clinic discovers an unauthorized acquisition, access, use, or disclosure of protected information that constitutes a reportable breach, we will investigate the incident and provide notifications as required by the HIPAA Breach Notification Rule and applicable Texas law.

Where legally required, affected individuals and appropriate governmental authorities will be notified within the time periods required by law.

Sharing Your Information

Walker Wellness & Aesthetics Clinic does not sell or rent PHI.

We may share personal information or PHI with appropriate third parties when necessary for:

• Treatment;
• Pharmacy services;
• Laboratory services;
• Payment processing;
• Healthcare operations;
• Appointment scheduling;
• Telehealth services;
• Information-technology services;
• Regulatory compliance;
• Legal obligations; or
• Other purposes permitted or required by law.

We apply the minimum-necessary standard to disclosures when required by HIPAA.

Legal and Regulatory Disclosures

We may disclose information when required or permitted by federal or state law, court order, subpoena, regulatory authority, public-health requirement, law-enforcement request, or other lawful process.

Where HIPAA or Texas law provides additional protections or procedural requirements, we will follow those requirements before making the disclosure.

Business Transfers

If Walker Wellness & Aesthetics Clinic undergoes a merger, acquisition, reorganization, or transfer of assets, patient information may be transferred as permitted by applicable healthcare privacy laws.

Any successor responsible for protected health information will remain subject to applicable legal requirements regarding such information.

Minors' Privacy

Our healthcare services may involve minors when treatment is legally permitted and appropriate.

The collection, use, access, and disclosure of a minor patient's medical information will be governed by applicable federal and Texas law, including laws concerning parental, guardian, and minor consent and access to medical records.

Our general website and online purchasing features are not intended to knowingly solicit personal information directly from children under 13 without appropriate parental or legal authorization.

Data Retention

We retain medical, financial, administrative, and other records for the periods required by applicable federal and Texas laws and for legitimate healthcare and business purposes.

When information is no longer required to be retained, we take reasonable measures to securely destroy or dispose of it.

Complaints

If you believe your privacy rights have been violated, you may submit a complaint directly to Walker Wellness & Aesthetics Clinic.

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

Walker Wellness & Aesthetics Clinic will not retaliate against you for filing a privacy complaint or exercising a privacy right.

Changes to This Privacy Policy

We may revise this Privacy Policy and Notice as our practices, technology, services, or legal obligations change.

When material revisions are made, the updated version will be posted on our website with a revised effective date.

Where required by law, updated notices will also be made available to current patients.