Privacy Policy

Effective date: July 16, 2026

Body In Focus Thermography ("we," "our," or "us") is committed to protecting your privacy and maintaining the confidentiality of personal information collected through our services, including our website, scheduling portals, intake forms, and in-person visits. This Privacy Policy explains what information we collect, why we collect it, how we use and share it, and the choices available to you.

A Note on Privacy Protections

Body In Focus Thermography is not a "covered entity" under the Health Insurance Portability and Accountability Act (HIPAA), and this Privacy Policy is not a HIPAA Notice of Privacy Practices. However, we take the confidentiality of your health information seriously and apply careful administrative, technical, and physical safeguards to protect it, as described throughout this Policy. Where we work with interpreting physicians or clinical consultants who are themselves HIPAA-covered entities, your information is handled by them in accordance with the privacy and security obligations applicable to their practice.Information We Collect

  • Personal identification data: name, date of birth, mailing address, email address, phone number, emergency contact information.

  • Health and medical information: medical history, current medications, symptoms, diagnostic and imaging results, and other health-related details you provide during intake or consultations.

  • Appointment and service information: appointment dates and times, services provided, billing details.

  • Payment information: payment card details processed through third-party payment processors; we do not store full payment card numbers on our systems.

  • Device and usage data: IP address, browser type, operating system, referring pages, pages viewed, and other analytics collected automatically when you access our website. This site uses a cookie consent tool to let you manage these preferences; see "Cookies" below.

  • Communications: correspondence between you and our staff by phone, email, or messaging, including notes where necessary for care coordination.

  • Photographs and imaging: infrared thermal images and any photographs taken as part of clinical services.

How We Use Your Information

We use the information we collect to:

  • Provide, manage, and document clinical services.

  • Prepare clinical reports and follow-up plans based on thermal imaging interpreted by qualified physicians.

  • Schedule and confirm appointments and communicate about your care.

  • Process payments and billing.

  • Comply with legal, regulatory, and professional obligations.

  • Improve our services, website, and patient experience through analytics and feedback.

  • Send administrative notices, appointment reminders, and other communications related to services you request.

Legal Basis for Processing (where applicable)

For individuals in jurisdictions that require a stated legal basis for processing personal data, our processing is based on: performance of a contract (to provide the services you request), your consent (for specific uses such as marketing communications), legal obligation (to comply with applicable law), and legitimate interests (for internal operations and service improvement, where these do not override your privacy rights).

How We Share Your Information

We may share your information with:

  • Interpreting physicians and clinical consultants who prepare reports based on thermal images.

  • Health care providers involved in your care, with your authorization, to coordinate treatment.

  • Third-party service providers who perform services on our behalf (billing, scheduling, secure data storage, IT and analytics). These vendors are contractually required to protect your information and use it only for the purposes we specify.

  • Legal, regulatory, or law enforcement authorities when required by law, or to protect rights, property, or safety.

  • Parties involved in a sale, merger, or other business transaction, with appropriate protections for personal information carried forward.

We do not sell your personal or health information.

Cookies

This Website uses a cookie consent tool that allows you to accept, decline, or manage cookie preferences, including performance and marketing cookies. You can adjust your preferences at any time using the cookie settings available on the site.

Data Retention

We retain personal and health information for as long as necessary to provide services to you and to comply with applicable legal, regulatory, and professional recordkeeping requirements. As a general practice, clinical and imaging records are retained for a minimum of [X years — confirm your state's medical recordkeeping requirement, commonly 7–10 years for adult patients], after which information is securely deleted or de-identified in accordance with applicable law. Website analytics and non-health data may be retained for shorter periods as needed for business operations.

Patient Rights and Choices

  • Access and correction: You may request access to or correction of your personal health information by contacting us; we will respond in accordance with applicable law.

  • Withdrawing consent: Where processing is based on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing that occurred prior to withdrawal.

  • Marketing preferences: You may opt out of marketing communications by following the unsubscribe instructions in any message, or by contacting us directly.

Security

We implement reasonable administrative, technical, and physical safeguards designed to protect personal and health information from unauthorized access, disclosure, alteration, and destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Data Breach Notification

In the event of a breach affecting your personal or health information, we will notify affected individuals and any applicable regulatory authorities in accordance with the timelines and requirements of applicable state and federal law.

Children

Our services are not intended for individuals under 18. We do not knowingly collect personal information from children under 18. If we learn we have collected information from a child under 18 without verified parental consent, we will take steps to delete that information.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The effective date at the top reflects the date of the most recent revision. Material changes will be communicated as required by applicable law.

Contact Us

Questions about this Privacy Policy can be directed to:
april@bodyinfocusthermography.com
(615) 207-2840