Privacy Policy.

This Privacy Policy describes how AestheticSuite AI LLC (“AestheticSuite,” “we,” “us,” or “our”) collects, uses, discloses, and safeguards information when you visit aestheticsuite.ai (the “Site”) or use the AestheticSuite practice-management platform (the “Service”). We are committed to protecting the privacy and security of the information entrusted to us, including the health information of patients served by the aesthetic practices that use our Service.

By using the Site or the Service, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with it, please do not use the Site or the Service.

AestheticSuite provides software that helps aesthetic surgery practices manage waitlists, patient intake, scheduling, communications, and related operations. When a practice uses the Service to process the health information of its patients, the practice is the “covered entity” and AestheticSuite acts as its “business associate” under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). In that role, we process protected health information only as permitted by our agreements with the practice and by applicable law. See our HIPAA Compliance statement for more detail.

We collect the following categories of information:

• Account and contact information — names, email addresses, phone numbers, role, and practice details provided when staff create accounts or when prospects request a demo.
• Patient-submitted information — information a patient enters into an intake or waitlist form, which may include contact details, medical history, and other health-related information submitted to a practice.
• Usage and device information — log data, browser and device type, IP address, and interactions with the Site and Service, collected to operate, secure, and improve the platform.
• Cookies and similar technologies — used to keep you signed in and to understand how the Site is used. See “Cookies and Tracking” below.

Health information that patients submit through a practice’s intake or waitlist forms is handled as PHI on behalf of that practice. We process PHI solely to provide the Service to the practice, as instructed by the practice, and as permitted under our Business Associate Agreement and HIPAA. We do not sell PHI, and we do not use PHI for advertising. If you are a patient and wish to access, amend, or restrict your health information, please contact the practice that provides your care; we will support the practice in honoring valid requests.

• To provide, maintain, secure, and improve the Service.
• To communicate with practice staff about accounts, support, and Service-related notices.
• To respond to demo requests and inquiries submitted through the Site.
• To detect, prevent, and respond to fraud, abuse, security incidents, and technical issues.
• To comply with legal obligations and enforce our agreements.

We share information only as described here:

• With your practice — patient-submitted information is made available to the practice the patient is engaging with.
• Service providers (subprocessors) — vetted vendors that host infrastructure, send email, or provide error monitoring, each bound by contractual confidentiality and, where PHI is involved, a Business Associate Agreement.
• Legal and safety — when required by law, subpoena, or to protect the rights, safety, and security of patients, practices, the public, or AestheticSuite.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Privacy Policy.

We do not sell personal information or PHI, and we do not share it with third parties for their own marketing purposes.

We maintain administrative, technical, and physical safeguards designed to protect information against unauthorized access, use, alteration, and disclosure. These include encryption of data in transit and at rest, role-based access controls, audit logging, and ongoing monitoring. No method of transmission or storage is perfectly secure, but we work continuously to protect the information entrusted to us.

We retain information for as long as needed to provide the Service, to comply with our legal and contractual obligations, to resolve disputes, and to enforce our agreements. Retention of PHI is governed by our agreement with the relevant practice and by applicable law.

Depending on your jurisdiction, you may have rights to access, correct, delete, or restrict the use of your personal information, and to opt out of certain processing. Practice staff may exercise these rights by contacting us at the address below. Patients should direct requests concerning their health information to the practice that provides their care, which we will support as that practice’s business associate.

We use cookies and similar technologies to keep you signed in, remember preferences, and understand how the Site and Service are used. You can control cookies through your browser settings; disabling some cookies may affect functionality.

The Site and Service are intended for use by aesthetic practices and their adult patients. We do not knowingly collect personal information directly from children under 13 through the Site. Health information of minors submitted by a practice is handled under that practice’s direction and applicable law.

The Site may link to third-party websites or services that we do not control. This Privacy Policy does not apply to those third parties, and we encourage you to review their privacy practices.

We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Site or Service after an update constitutes acceptance of the revised policy.

If you have questions or requests regarding this Privacy Policy or your information, contact us at concierge@aestheticsuite.ai or through our contact page.