Privacy Policy

At Ballard Wellness & Aesthetics, we respect your privacy and are committed to protecting the personal information you share with us. We believe exceptional healthcare begins with listening, and that includes respecting the privacy and security of your personal information.

This Privacy Policy explains how Ballard Wellness & Aesthetics ("Ballard," "we," "our," or "us") collects, uses, maintains, and protects information when you visit our website or interact with our practice online.

1. Information We Collect

Our website is primarily informational. We may collect personal information that you voluntarily provide when interacting with our website or contacting our practice.

This may include:

• Name
• Email address
• Phone number
• Party size or estimated number of guests when submitting a special event inquiry
• General questions or requests regarding our services
• Other information you voluntarily provide when communicating with us

Our website may include inquiry forms for special events, such as private Botox or aesthetic events. These forms are intended to collect basic contact information and event details only.

We also may receive limited technical information automatically when you visit our website, such as your IP address, browser type, device information, and general website access information. This information may be processed by our website hosting provider, Vercel, as part of delivering, maintaining, and securing the website.

We do not currently use Google Analytics, Google Ads tracking, or Meta/Facebook Pixel on our website.

Please Note: Our general website inquiry forms are not intended for submitting medical histories, diagnoses, medication information, or other sensitive health information.

2. How We Use Your Information

Information collected through our website or provided directly to our practice may be used to:

• Respond to questions and general service inquiries.
• Provide information about our medical wellness and aesthetic offerings.
• Respond to special event and private party inquiries.
• Assist with appointment inquiries and scheduling.
• Communicate with individuals who contact our practice.
• Maintain website functionality, performance, and security.
• Improve our services and visitor experience.
• Comply with applicable legal and regulatory requirements.

We do not sell personal information collected directly through our website.

3. Online Appointment Scheduling – OptiMantra

Our website includes appointment booking links that direct visitors to OptiMantra, our third-party electronic health record and appointment scheduling platform.

When you select a booking link, you will be directed to OptiMantra to access appointment scheduling and related patient services.

Information you provide through OptiMantra may include your name, contact information, date of birth, appointment preferences, and other information requested as part of the scheduling or patient registration process.

Ballard Wellness & Aesthetics maintains a Business Associate Agreement with OptiMantra. Patient information handled through this platform is subject to applicable HIPAA requirements, our contractual arrangements with OptiMantra, and relevant privacy and security obligations.

For more information, please review the OptiMantra Privacy Policy.

4. Third-Party Financing – Cherry

Our website includes an embedded financing option provided by Cherry on our Financing page.

Cherry is an independent third-party financing provider. If you choose to explore financing or submit an application, you may be asked to provide personal, financial, and credit-related information directly to Cherry.

Cherry may collect and process information through its financing application, embedded website features, cookies, or similar technologies, in accordance with its own privacy and data collection practices.

Ballard Wellness & Aesthetics does not control Cherry's independent collection, use, or handling of information submitted through its financing platform. Information submitted directly to Cherry is governed by Cherry's applicable privacy policies and financial privacy disclosures.

For more information, please review the Cherry Privacy Policy.

5. Cookies and Website Technologies

Our website does not currently use Google Analytics, advertising cookies, tracking pixels, or other advertising-based tracking technologies.

Our website hosting provider may process certain technical information as part of normal website operations, performance, and security.

Please note that third-party platforms linked to or embedded within our website, including OptiMantra and Cherry, may use their own cookies or similar technologies. Their use of these technologies is governed by their respective privacy policies and practices.

You may be able to manage certain cookies through your browser settings or the privacy preferences offered by third-party platforms.

6. How We Share Information

We do not sell personal information collected directly through our website.

We may work with trusted third-party providers that support our website hosting, technology, scheduling, and business operations. These providers may process information as necessary to provide their services.

When you choose to use third-party services such as OptiMantra or Cherry, information you submit through those platforms is handled according to their respective privacy practices and applicable legal requirements.

We may also disclose information when required by law, regulation, legal process, or when necessary to protect the rights, safety, and security of our practice, patients, or others.

Any disclosure of protected health information is subject to applicable HIPAA requirements and other relevant privacy laws.

7. Health Information and HIPAA

Ballard Wellness & Aesthetics takes the privacy and confidentiality of patient health information seriously.

Information collected in connection with your healthcare may be protected under the Health Insurance Portability and Accountability Act (HIPAA), when applicable.

Patient medical information is handled in accordance with applicable federal and state privacy laws and our Notice of Privacy Practices.

This website Privacy Policy is separate from our HIPAA Notice of Privacy Practices, which explains how protected health information may be used and disclosed in connection with your healthcare.

Ballard Wellness & Aesthetics is committed to protecting the privacy and confidentiality of your personal and health information. As a healthcare provider subject to the Health Insurance Portability and Accountability Act (HIPAA), we maintain a separate Notice of Privacy Practices that explains how your protected health information may be used and disclosed, how we safeguard your information, and your rights regarding your medical records. Our Notice of Privacy Practices is given to each patient at their initial visit and is available upon request.

Our general website is intended for informational purposes and is not a secure method for submitting medical histories, diagnoses, medication information, or other sensitive health information.

Please contact our office directly or use the appropriate secure patient communication platform for healthcare-related questions or information.

8. Data Security

We take reasonable administrative, technical, and physical measures to protect personal information from unauthorized access, use, alteration, or disclosure.

Although we work to safeguard information, no website, electronic transmission, or data storage system can be guaranteed to be completely secure.

We encourage visitors not to submit sensitive medical or financial information through unsecured email or general website communications.

9. Your Privacy Rights

Depending on applicable federal and state laws, you may have certain rights regarding your personal information, including the right to:

• Request information about personal data we maintain.
• Request access to personal information.
• Request correction of inaccurate personal information.
• Request deletion of certain personal information.
• Request a copy of certain personal information.
• Opt out of certain types of data processing, where applicable.

To submit a privacy-related request, please contact our office using the contact information below.

We may need to verify your identity before responding to a request. Certain information may be retained when required for legal, regulatory, healthcare, or legitimate business purposes.

These rights are subject to applicable legal requirements and exceptions.

10. Third-Party Websites and Services

Our website may contain links to third-party websites, scheduling platforms, financing providers, and other online resources.

These external websites and services operate independently and maintain their own privacy policies and practices.

Ballard Wellness & Aesthetics is not responsible for the privacy practices, security, or content of third-party websites or services. We encourage visitors to review their privacy policies before submitting personal information.

11. Children's Privacy

Our website is intended for adults seeking information about our healthcare, wellness, and aesthetic offerings.

We do not knowingly collect personal information online from children under the age of 13 without appropriate parental consent.

12. Updates to This Privacy Policy

We may periodically update this Privacy Policy to reflect changes in our practices, website functionality, technology, or applicable laws.

Any updates will be posted on this page with a revised effective date. We encourage visitors to review this policy periodically.

13. Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact:

Ballard Wellness & Aesthetics

1025 Dove Run Rd. Suite 105
Lexington, Kentucky 40502

Email: amber@ballard-wellness.com

Phone: 859.303.6319