Privacy Policy

1. Introduction

This Privacy Policy describes how Complete Health & Wellness ("CHW") and Image District ("Image District"), operating collaboratively under the CHW Functional Aesthetics program (collectively "we," "us," or "our"), collect, use, and protect information submitted through the "Functional Aesthetics Consultation: Beauty From the Inside Out" booking funnel, calendar scheduling system, and related communications (the "Services"). By submitting your information or reserving a consultation time slot, you agree to the practices described below.

2. Information We Collect

2.1 Information You Provide Directly

When you book a consultation or interact with our scheduling page, we may collect:

  • Full name, email address, and phone number

  • Date of birth and general location

  • Skin concerns, aesthetic goals, and cosmetic treatment history

  • Symptoms related to energy, hormones, weight, mood, or sleep (as voluntarily provided)

  • Current medications, supplements, and relevant medical history

  • Payment information for the consultation fee ($149 promotional rate)

  • Responses to pre-consultation intake questionnaires

2.2 Calendar and Scheduling Data

When you select a time slot through our booking calendar, we collect your appointment date, time preference, and any scheduling notes you provide. This data is processed by our third-party scheduling platform and is subject to that platform's privacy policy in addition to our own.

2.3 Information Collected Automatically

  • IP address, browser type, and device information

  • Pages visited, time on site, scroll behavior, and referral source

  • Cookie identifiers, tracking pixels, and analytics data

3. How We Use Your Information

We use the information we collect to:

  • Confirm and manage your consultation appointment

  • Prepare our clinical team with relevant background on your goals and concerns

  • Send appointment confirmations, reminders, pre-consultation instructions, and follow-up communications

  • Process your consultation fee payment securely

  • Develop a personalized Functional Aesthetics plan based on your stated goals and health profile

  • Communicate about relevant services, including weight optimization, peptide therapy, hormone replacement, and supplement protocols

  • Improve our booking funnel, website experience, and marketing performance

  • Comply with applicable federal, state, and professional licensing requirements

4. Collaborative Data Sharing Between Partners

The Functional Aesthetics Consultation program is a joint offering between Image District and Complete Health & Wellness. When you book through this funnel, your information may be shared between both entities for the purpose of coordinating your consultation, co-developing your personalized plan, and ensuring continuity of care between your aesthetic and clinical providers.

Both Image District and Complete Health & Wellness are independently committed to protecting your personal information and are each responsible for complying with applicable privacy laws in their respective capacities. Neither entity will sell your information to unaffiliated third parties.

If you wish to limit data sharing between the two partner entities, please contact us at [email protected] before completing your booking.

5. Medical Information, HIPAA, and Clinical Privacy

The functional medicine and clinical components of the Functional Aesthetics Consultation are provided by Complete Health & Wellness, a physician-led medical practice. Once a clinical relationship is established with CHW, your health-related information constitutes Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

You will receive a formal Notice of Privacy Practices (NPP) from Complete Health & Wellness at or before your first clinical visit, as required by 45 C.F.R. § 164.520. The aesthetic and appearance-focused components provided by Image District are not clinical medical services and are governed by general commercial privacy standards.

All health-related information voluntarily shared through the pre-consultation booking process is treated with PHI-level care, even before a formal patient relationship is established.

6. Legal Basis for Processing — U.S. Privacy Law Compliance

Regardless of jurisdiction, we process your information on the following grounds:

  • Consent — You have voluntarily provided your information to schedule an appointment or receive communications.

  • Contractual Necessity — Processing is required to schedule your consultation and deliver the services you have requested.

  • Legitimate Interest — We have a legitimate clinical and business interest in preparing for your consultation and improving care quality, balanced against your privacy rights.

  • Legal Obligation — Medical recordkeeping, licensing, and regulatory compliance may require us to retain certain information.

7. Payment Processing

The $149 consultation fee (promotional rate; regularly $299) is collected at the time of booking. Payment is processed through a third-party payment processor. We do not store your full credit card number, CVV, or banking credentials on our servers. Payment data is handled in accordance with PCI DSS (Payment Card Industry Data Security Standards). Your billing name, email, and transaction confirmation may be retained for recordkeeping purposes.

8. Sharing of Information

We do not sell your personal or health information. We may share your information with:

  • Our partner entity (Image District or CHW, as applicable) for consultation coordination

  • Third-party scheduling and calendar platforms used to manage your appointment

  • Payment processors for secure transaction handling

  • Email and SMS platforms for appointment and follow-up communications

  • Analytics tools for non-health website performance data

  • Legal or regulatory authorities when required by law or professional obligation

9. Cookies and Tracking Technologies

Our booking pages and website use cookies, pixels (including Meta Pixel and Google Analytics), and similar tools to measure campaign effectiveness and user behavior. These may collect your IP address, browser, device, and on-site interactions. You may manage cookies through your browser settings. Disabling cookies may affect booking page functionality.

10. Data Retention

Clinical and health-related data is retained for a minimum of 7 years in accordance with Texas medical recordkeeping requirements. Payment records are retained as required by financial regulations. Non-clinical marketing and scheduling data from incomplete bookings is retained for up to 24 months, after which it is deleted or anonymized. You may request deletion of non-clinical data at any time, subject to legal retention obligations.

11. Data Security

We implement administrative, technical, and physical safeguards to protect your personal and health information, consistent with HIPAA Security Rule requirements and applicable state standards. Despite these measures, no online system is completely secure, and we cannot guarantee absolute security of data transmitted over the internet.

12. Your Rights & Choices

Depending on your state of residence, you may have the right to:

  • Access the personal information we hold about you

  • Request correction of inaccurate or incomplete information

  • Request deletion of your personal information (subject to medical and legal retention obligations)

  • Receive a portable copy of your data

  • Opt out of marketing communications at any time

  • File a complaint with your state Attorney General or applicable regulatory body

To exercise any of these rights, contact us at [email protected] or 281-313-6348. We will respond within the timeframe required by applicable law.

13. Children’s Privacy

Our Services are intended for adults (18+) seeking aesthetic and wellness consultations. We do not knowingly collect information from minors. If a minor requires care, a parent or legal guardian must contact us directly.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically. Changes will be posted with a revised effective date on our websites. Continued use of our Services after any update constitutes your acceptance of the revised policy.

15. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy, please contact:

Complete Health & Wellness

Email: [email protected]

Website: www.completehealthandwellnesstx.com