Who We Are
SeaGlow Aesthetics, LLC is a Florida limited liability company operating a physician-led mobile and telehealth aesthetic and wellness practice. SeaGlow Aesthetics, LLC is a Covered Entity under HIPAA and is committed to protecting the privacy of your Protected Health Information ("PHI").
This Notice explains your rights and our legal obligations with respect to your PHI. It applies to all PHI created, received, maintained, or transmitted by SeaGlow Aesthetics, LLC and its workforce, including all services provided in person (mobile) and via telehealth platforms.
Our Legal Duties
We are required by law to:
- Maintain the privacy and security of your PHI
- Provide you with this Notice of our legal duties and privacy practices
- Notify you in the event of a breach of your unsecured PHI
- Follow the terms of the Notice currently in effect
We reserve the right to change our privacy practices and to make the new practices effective for all PHI we maintain. If we make a material change, we will post the revised Notice on our website and make it available to you upon request.
How We May Use and Disclose Your PHI
Uses & Disclosures That Do NOT Require Your Authorization
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TreatmentWe use and disclose your PHI to provide, coordinate, or manage your healthcare and related services — for example, sharing information with other treating providers or a pharmacy to fill a prescription.
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PaymentWe may use and disclose your PHI to obtain payment for services rendered. Because SeaGlow Aesthetics, LLC is a cash-pay practice, this primarily includes generating invoices and processing payments. We do not submit claims to health insurance, Medicare, or Medicaid.
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Healthcare OperationsWe may use and disclose your PHI for quality assessment, workforce training and supervision, medical review, legal services, auditing, business planning, and patient satisfaction activities.
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As Required by LawWe will disclose your PHI when required by federal, state, or local law, including court orders, subpoenas, or other legal processes.
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Public Health ActivitiesWe may disclose PHI to public health authorities for reporting communicable diseases, injuries, adverse events, vital statistics, or suspected child abuse or neglect as required by Florida law.
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Health Oversight ActivitiesWe may disclose PHI to government agencies for audits, investigations, inspections, and licensure actions by the Florida Board of Medicine or AHCA.
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Serious Threat to Health or SafetyWe may use or disclose your PHI if necessary in good faith to prevent or lessen a serious and imminent threat to your health or safety or that of the public.
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Law EnforcementWe may disclose your PHI to law enforcement under limited circumstances — such as in response to a valid court order, warrant, or subpoena — as permitted by HIPAA.
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Coroners, Medical Examiners & Funeral DirectorsWe may disclose PHI to a coroner, medical examiner, or funeral director consistent with applicable law.
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Workers' CompensationWe may disclose your PHI to comply with workers' compensation laws and other programs providing benefits for work-related injuries or illness.
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Facility DirectoriesSeaGlow Aesthetics, LLC does not maintain a facility directory, as we operate as a mobile and telehealth practice.
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Business AssociatesWe may share your PHI with vendors and service providers (such as our EHR platform, telehealth platform, and billing software) who are required by a Business Associate Agreement to protect your PHI and use it only for authorized purposes.
Uses & Disclosures That REQUIRE Your Written Authorization
For any use or disclosure not described above, we will obtain your written authorization. The following always require written authorization:
- Most uses and disclosures of psychotherapy notes (if applicable)
- Uses and disclosures of PHI for marketing purposes (including selling PHI)
- Sale of your PHI
- Other uses and disclosures not described in this Notice
You may revoke any authorization in writing at any time. Revocation applies to future uses and disclosures only.
Special Protections Under Florida Law
Florida law provides additional privacy protections for certain categories of health information. We comply with applicable Florida statutes for:
- Mental health and psychiatric records (Florida Statute §394 / §491)
- HIV/AIDS test results and diagnoses (Florida Statute §381.004)
- Substance use disorder treatment records (42 C.F.R. Part 2, if applicable)
- Genetic information (Florida Statute §760.40)
- Records of minors (Florida Statute §743.064 and related statutes)
Your Privacy Rights
To exercise any of the following rights, submit a written request using the contact information at the end of this Notice.
Right to Access
Inspect and obtain a copy of your PHI in a designated record set. We respond within 30 days (60 days if stored off-site). A reasonable, cost-based fee may apply.
Right to Electronic Access
If your PHI is in an electronic health record, request a copy in an electronic format (e.g., PDF, secure portal).
Right to Amend
Request that we amend inaccurate or incomplete PHI. We may deny requests if the PHI was not created by us or is accurate and complete, and will explain any denial in writing.
Right to an Accounting
Request an accounting of certain disclosures made in the past six years. The first accounting per 12-month period is free; a reasonable fee may apply thereafter.
Right to Request Restrictions
Request restrictions on how we use or disclose your PHI. If you pay out-of-pocket in full and request we not share information with a health plan, we must honor that restriction.
Right to Confidential Communications
Request that we contact you at a specific location or in a specific way. We will accommodate reasonable requests and will not ask you to explain the reason.
Right to a Paper Copy
Receive a paper copy of this Notice upon request, even if you agreed to receive it electronically.
Right to Breach Notification
Be notified of a breach of your unsecured PHI without unreasonable delay and no later than 60 days after discovery, as required by the HITECH Act and 45 C.F.R. §164.400 et seq.
Right to File a Complaint
File a complaint with us or with the U.S. Department of Health and Human Services (HHS) Office for Civil Rights (OCR) if you believe your privacy rights have been violated. We will not retaliate against you for filing a complaint.
Photography, Social Media & Marketing
SeaGlow Aesthetics, LLC may take before-and-after photographs as part of your standard clinical documentation. These photographs are part of your medical record and are subject to the same protections as all other PHI.
We will NOT use your photographs, likeness, or any identifiable information for marketing, social media, educational materials, or promotional purposes without obtaining your separate, written authorization. You may revoke any marketing authorization at any time in writing; revocation will apply to future uses only.
Telehealth & Electronic Communications
When you participate in telehealth services, your PHI is transmitted over our HIPAA-compliant, encrypted telehealth platform. We have entered into Business Associate Agreements with all telehealth and EHR vendors.
Telehealth sessions will not be recorded without your explicit written consent. If you communicate with us via email, text, or patient portal, please be aware that standard email and text messaging may not be fully secure — we use secure, encrypted messaging through our patient portal for PHI communications whenever possible.
Minors
In general, a parent or legal guardian has the right to access the PHI of a minor patient. However, Florida law permits minors to consent to certain types of medical care without parental consent (e.g., certain reproductive health, substance abuse, and mental health services). In those circumstances, we may be required or permitted to keep that PHI confidential from parents or guardians. We comply with applicable Florida statutes governing minor patient privacy on a case-by-case basis.
Deceased Patients
We may disclose PHI about a deceased patient to a surviving family member, personal representative, or other individual involved in the patient's care prior to death, as permitted by HIPAA and Florida law, unless doing so is inconsistent with a prior expressed preference of the patient.
Changes to This Notice
We reserve the right to change this Notice and our privacy practices at any time. We will post the current Notice on our website at www.seaglowaesthetics.com and make paper copies available upon request. The revised Notice will apply to PHI we already hold as well as PHI we create or receive in the future.
How to Exercise Your Rights or Contact Us
To exercise any of your rights, request an accounting of disclosures, file a complaint, or ask questions about this Notice, please contact our Privacy Officer:
Privacy Officer
U.S. Department of Health & Human Services — Office for Civil Rights
No Retaliation: SeaGlow Aesthetics, LLC will not retaliate against you in any way for filing a complaint with us or with HHS, for exercising any of your rights under this Notice, or for assisting someone else in exercising their rights.