Privacy Policy

Effective July 20, 2026  ·  Last updated July 20, 2026

Newport Integrative Medicine & Aesthetics (“NIMA Wellness,” “we,” “us,” or “our”) respects your privacy. This policy explains what information we collect through our website, our forms, and the NIMA Newport mobile app, how we use it, who we share it with, and the choices you have.

1Scope of this policy

This policy applies to nimawellness.com, any NIMA Wellness landing or booking page that links to it, and the NIMA Newport mobile app. It does not apply to third-party websites we link to, which have their own privacy policies — including our online booking provider, described in section 8.

2Medical records and HIPAA

Once you become a patient, the information we create and keep about your care is protected health information. We use and disclose it only as permitted by HIPAA — principally to treat you, to obtain payment, and to run the practice — and as described in our Notice of Privacy Practices. We do not sell protected health information, and we do not use it for advertising.

Information you submit through this website before you are a patient — for example a contact form asking about a treatment — is handled under this policy. If it later becomes part of your medical record, it is protected as PHI from that point forward.

3Information we collect

Information you give us

• Contact and inquiry details — your first and last name, email address, phone number, and the treatments you tell us you are interested in, when you submit a form on our site.
• Appointment requests — the information you enter when booking, which is handled by our booking provider (see section 8).
• App account details — the name, email address, phone number, and date of birth you provide when creating a NIMA Newport account, plus anything you upload through the app.
• Messages you send us — email, text messages, chat messages sent through the assistant on our site, and voicemails.

Information collected automatically

• Device and usage data — IP address, browser type, device type, pages viewed, and the date and time of your visit, recorded in standard server logs.
• Cookies and similar technologies — described in section 6.

We do not ask for, and you should not send us, detailed medical information through a website form, email, or text message. Those channels are not encrypted end to end. Use a phone call or your appointment to share anything sensitive.

4How we use your information

• To respond to your questions and schedule appointments.
• To provide, and to follow up on, the care and services you request.
• To operate the NIMA Newport app, including clinic check-in.
• To send appointment reminders and practice updates you have asked for.
• To send marketing about our services, where you have consented and only until you opt out.
• To keep our website and app secure, and to diagnose technical problems.
• To meet our legal, regulatory, and professional obligations.

5Text messages and calls

If you give us your phone number and opt in, we may text you about appointments, follow-ups, and practice news. Message frequency varies, and message and data rates may apply.

Phone numbers collected for SMS purposes are never shared with third parties or affiliates for their own marketing. You can reply STOP to any message to unsubscribe, or HELP for help. Opting out of marketing texts does not stop transactional messages about an appointment you have booked.

6Cookies and analytics

Cookies are small files stored by your browser. We use them to keep the site working correctly, to remember your preferences, and to understand in aggregate which pages people find useful so we can improve them.

You can block or delete cookies in your browser settings. Essential cookies are needed for the site to function, so blocking them may affect how it behaves. Most browsers also offer a “Do Not Track” signal; because there is still no common standard for how sites should respond to it, we do not currently alter our behavior in response.

7How we share information

We do not sell your personal information, and we do not share it with third parties for their own marketing. We share it only in these situations:

• Service providers who work on our behalf — website hosting, our booking and records platform, communications tools, and IT support. They may use the information only to provide their service to us, under contract. Where they handle protected health information, they do so under a HIPAA business associate agreement.
• Professional advisers such as our accountants, insurers, and attorneys, where necessary.
• Legal and safety reasons — when required by law, subpoena, or court order, or to protect the rights, property, or safety of our patients, staff, or the public.
• Business transfers — if the practice is sold or reorganized, information may transfer as part of that transaction, subject to this policy and applicable law.

8Third-party services

Some features are provided by companies we work with, and using them means sharing information with those companies:

• Online booking — our “Book Now” links open Aesthetic Record, our booking and records platform. What you enter there is handled under their privacy policy and our agreement with them.
• Website assistant — the chat assistant on our site processes the messages you type in order to answer your question. Please do not enter medical details into it.
• Hosting and infrastructure — our site is hosted by a third-party provider that processes requests and keeps standard access logs on our behalf.
• Fonts and embedded media — pages may load fonts or embedded video from third parties, which receive your IP address in order to serve that content.

9How long we keep information

• Medical records — retained for the period required by California law and professional standards, generally at least seven years after the last date of service, and longer for patients treated as minors.
• Billing records — retained as required by tax, accounting, and insurance rules.
• Inquiries and marketing contacts — kept while you remain interested in hearing from us, and removed on request or after a period of inactivity.
• App account data — kept while your account is active; see section 12.
• Server logs — kept for a short period for security and troubleshooting.

10How we protect information

We use administrative, technical, and physical safeguards appropriate to a medical practice, including encryption of data in transit, access controls that limit information to staff who need it, and staff training. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If a breach affects your information, we will notify you as required by law.

11Your privacy rights

Depending on the information involved and where you live, you may have the right to:

• Know what personal information we hold about you and how we use it.
• Request a copy of it, or of your medical record.
• Ask us to correct information that is inaccurate.
• Ask us to delete information we are not required to keep.
• Opt out of marketing email and text messages at any time.
• Be free from discrimination for exercising any of these rights.

California residents have these rights under the California Consumer Privacy Act, and separate rights over medical information under the Confidentiality of Medical Information Act and HIPAA. Because we do not sell personal information, there is nothing to opt out of in that respect. To make a request, contact us using section 15 — we will verify your identity before acting, which for medical records means confirming you are the patient or their authorized representative.

12Mobile app and account deletion

The NIMA Newport app lets you check in at the clinic and manage your appointments. It collects the account details listed in section 3 and, with your permission, may use your device's camera or photo library when you choose to upload something.

You can delete your app account and its associated personal data at any time. Full instructions are on our account deletion page. Deleting your app account does not delete your medical record, which we are legally required to retain.

13Children's privacy

Our website and app are intended for adults and are not directed to children under 13, and we do not knowingly collect personal information from them online. Minors are treated at the practice only with the consent and involvement of a parent or legal guardian. If you believe a child has given us information online, contact us and we will delete it.

14Changes to this policy

We may update this policy as our services or the law change. The effective date at the top reflects the most recent version. If we make a material change, we will make that clear on this page.

15How to contact us

For questions about this policy, to exercise any of the rights above, or to request our Notice of Privacy Practices: