HEALTH CARE POLICIES & PATIENT RIGHTS AND PRIVACY

Privacy Policy and Terms of Service

Introduction

  • At Valor Wellness and Aesthetics (“we,” “us,” or “our”), we are committed to protecting your privacy and ensuring the security of your personal and health information. This Privacy Policy and Terms of Service explain how we collect, use, safeguard, and share your information when you visit our website (www.valorkc.com), use our services, or opt into SMS communications.
  • By accessing our website or using our services, you agree to the practices described in this Privacy Policy and Terms of Service.  These policies and terms are effective as of August 01st 2024.

Services Provided

  • Valor Wellness and Aesthetics provides a variety of wellness and aesthetic services, including consultations, assessment, treatments, and procedures. Specific terms may apply to individual services and will be outlined during your consultation or service agreement.

User Responsibilities

  • Provide accurate and complete information when using our services.
  • Use our services only for lawful purposes and in compliance with all applicable laws and regulations.
  • Do not attempt to interfere with our website or services through unauthorized access or other malicious activities.

Information We May Collect

  • We collect information necessary to provide high-quality services, including:
    • Personal Information: Name, address, email, phone number, and date of birth.
    • Health Information: Medical history, treatment details, and health-related data required for wellness and aesthetic services.
    • SMS Communications Data (Based on our SMS Policy): Phone numbers, message preferences, and responses for managing SMS communications.
    • Payment Information: Billing details collected through our secure payment processor, MeevoPay.
    • Website Usage Data: Information collected via cookies to improve functionality and user experience.

SMS Terms and Conditions and Privacy

  1. SMS Consent Communication: Information (Phone Numbers) obtained as part of the SMS consent process will not be shared with third parties for marketing purposes.
  2. Types of SMS Communications: If consent has been given to receive text messages from Valor Wellness and Aesthetics, messages may be received related to the following:
    • Appointment reminders:
      • Example Message: Hi [Name], this is a reminder of your appointment at Valor Wellness and Aesthetics on [Date] at [Time]. Reply CONFIRM to confirm, or call 913-600-5808 to reschedule. To opt out of appointment reminders or messages, reply STOP. We look forward to seeing you!
    • General customer care or follow-up messages:
      • Example Message: Welcome to the Valor Wellness and Aesthetics family, [Name]! If you have any questions or concerns about your upcoming appointment, feel free to reply to this message or call us at 913-600-5808. Reply STOP to opt out of future messages. We’re excited to have you with us!
    • Notification of a new secured message:
      • Example Message: Hi [Name], you have a new secured message from Valor Wellness and Aesthetics in your patient portal. Please access your secure patient portal or call 913-600-5808 if you have any questions or need help. Reply STOP to opt out of future messages. Thank you for trusting us with your care!
  3. Message Frequency: Message frequency may vary depending on the type of communication. For example, up to 1 SMS messages per week may be received related to appointments or customer support.
  4. Potential Fees for SMS Messaging: Standard message and data rates may apply, depending on the carrier’s pricing plan. These fees may vary if the message is sent domestically or internationally.
  5. Opt-In Method: Opt-in to receive SMS messages from Valor Wellness and Aesthetics can be done in the following ways:
    • By submitting an online form with the optional SMS messaging box checked
    • By messaging us first
  6. Opt-Out Method: Opting out of receiving SMS messages can be done at any time by replying “STOP” to any SMS message received. Alternatively, direct contact can be made to request removal from the messaging list.
  7. Help: For any issues, reply with the keyword HELP. Alternatively, help can be obtained directly from us at www.valorkc.com
    • If SMS messages are not desired, the SMS consent box on forms can be left unchecked.
  8. Standard Messaging Disclosures:
    • Message and data rates may apply.
    • Opt out at any time by texting “STOP.”
    • For assistance, text “HELP” or visit our Privacy Policy and Terms and Conditions page.
    • Message frequency may vary
  9. Data Usage and Privacy: We use the phone numbers collected solely for the purposes described in this policy. We do not sell, share, or disclose your phone number to third parties without your explicit consent, except as required by law.
  10. Compliance with SMS Regulations: Valor Wellness and Aesthetics complies with all applicable SMS messaging guidelines, including the Telephone Consumer Protection Act (TCPA) and CTIA messaging principles. We are committed to protecting your privacy and ensuring transparency in all communications.
  11. Contact Us: If you have any questions about our SMS Communication Policy, please contact us at 913-600-5808 or via email at support@valorkc.com.

How We Use Your Information

  • We use the information we collect to:
    • Provide medical, wellness, and aesthetic services, including telehealth.
    • Schedule and manage appointments.
    • Process payments securely.
    • Maintain accurate and compliant medical records.
    • Send SMS messages with your consent, including appointment reminders and promotional offers.
    • Enhance website functionality and improve user experience.
  • We do NOT sell or rent your personal information. We may share your data with:
    • Trusted third-party service providers for payment processing, your care, or with our healthcare vendors upon your request (ie. pharmaceutical companies for rewards or promotional pricing).
    • Legal authorities when required by law or to protect the safety of yourself or others.

Telehealth Services

  • Our Telehealth services are available to patients who are physically located in Kansas at the time of the visit. All Telehealth visits are conducted through secure, encrypted platforms to ensure the confidentiality of your health information. By using Telehealth services, you consent to the electronic transmission of your health information.
    • While we use secure, encrypted platforms for Telehealth, no system can guarantee complete security. By using our Telehealth services, you acknowledge and accept this risk.

Retention of Records

  • We retain patient medical records for 10 years after the date of the last treatment, in compliance with Kansas state regulations (Kan. Stat. Ann. § 65-28,128). Records for minors are retained until the patient reaches 21 years of age, or 10 years after the last treatment, whichever is longer.

Third-Party Service Providers

  • We use trusted third-party providers to support our clinic operations:
    • Meevo: For scheduling and secure payment processing.
    • CharmHealth: For storing and managing electronic health records.
  • These providers comply with HIPAA and industry standards to protect your data. We do not sell or share your information with any other third parties for marketing or unrelated purposes.

Data Security

  • We implement industry-standard measures to protect your information, including encryption, secure storage, and access controls. While we take every precaution to safeguard your data, no system can guarantee absolute security. By using our services, you acknowledge and accept this inherent risk.

Your Rights

  • As a patient, you have the right to:
    • Access and obtain a copy of your medical records.
    • Request corrections to inaccurate or incomplete information.
    • Restrict certain uses or disclosures of your information, subject to legal limitations.
    • File a complaint about our privacy practices with us or the U.S. Department of Health and Human Services.
  • As a consumer or potential consumer:
    • Opt-Out of SMS or Email Communications: Reply “STOP” to unsubscribe from SMS or follow the “unsubscribe” link in emails.
    • Manage Cookies: Adjust your browser settings to block cookies or notify you when they are being used.
    • Access or Delete Your Data: Contact us at support@valorkc.com to request access or deletion of your personal data.

Payment and Refunds

  • Payments are required at the time of service or as specified in your service agreement.
  • Refunds for canceled or incomplete services are subject to our refund policy, which will be provided upon request.
    • Refunds for canceled services must be requested at least 24 hours in advance or unless otherwise specified.
    • Refunds, if approved, will be processed within 2 business days (e.g., cancellations or dissatisfaction with services)

Limitation of Liability

  • We strive to provide high-quality services but cannot guarantee specific results. To the extent permitted by law, Valor Wellness and Aesthetics disclaims all liability for:
    • Losses or damages arising from the use of our website or services.
    • Third-party actions, errors, or negligence.

Dispute Resolution

  • Any disputes arising under these Terms shall be resolved through arbitration or in the courts located in Johnson County, Kansas.

Termination

  • We reserve the right to terminate or restrict your access to our services at our discretion, without notice, if we determine a violation of these Terms.

Cookies and Call to Action (CTA)

  • We use cookies to improve functionality and user experience on our website. By accessing our website, you agree to our use of cookies as described in our Cookie Policy.
  • Our website also includes clear Call to Action (CTA) language to explain your consent when opting into SMS communications. For example:
    “By signing up for SMS updates from Valor Wellness and Aesthetics, you consent to receive text messages about appointment reminders, promotions, and updates. Message frequency may vary. Message & data rates may apply. Reply STOP to unsubscribe or HELP for assistance. For full terms, visit our Privacy Policy at www.valorkc.com/privacy-policy.”

Policy Updates

  • We may update this Privacy Policy to reflect changes in our practices or legal requirements. Significant updates will be communicated via email, SMS, or a notice on our website.

Contact Us

  • If you have questions about this Privacy Policy or your rights, please contact us at:
    • Email: support@valorkc.com
    • Phone: 913-600-5808
    • Address: 7709 W 151st St, Overland Park, KS 66223