Privacy Policy — Whitmore Plastic Surgery

Effective date: May 2, 2026 · Last updated: May 2, 2026

Whitmore Plastic Surgery ("Whitmore," "we," "our," or "us") respects your privacy. This Privacy Policy explains what information we collect, how we use it, when we share it, and the rights you have over your information. If you have questions, contact us at concierge@whitmoreps.com or (919) 000-0000.

1. Information we collect

Information you provide directly

Consultation requests: name, phone number, email address, preferred appointment time, and the procedure you're interested in.
Patient portal accounts: if you become a patient, additional information including your medical history, photographs, and treatment records collected and held under HIPAA.
Messages and chat: conversations with our AI assistant or our team are logged so we can follow up and improve our service.

Information collected automatically

Cookies: we use a minimal set of cookies to remember your preferences (e.g., that you've accepted this notice). We do not use third-party advertising or tracking cookies.
Server logs: standard request data (IP address, browser type, pages visited) for security and reliability.

2. How we use your information

To respond to consultation requests and schedule appointments.
To provide medical care once you become a patient.
To send appointment reminders and follow-up communication you've consented to.
To improve our website and AI assistant.
To meet legal, regulatory, and professional obligations.

3. AI Assistant — what to know

Our website includes an AI assistant powered by Ars Hygieia that helps schedule consultations and answer general questions. The assistant:

Is an artificial intelligence system, not a human and not a medical professional.
Does not provide medical advice. Clinical questions are referred to Dr. Whitmore and his team.
Logs conversations so we can review quality and follow up on bookings.
Does not retain your information beyond what is necessary to schedule and confirm your consultation.

4. How we share information

We do not sell your personal information. We share it only in these limited situations:

Within our practice: with Dr. Whitmore and clinical staff who need it to provide care.
Service providers: with vendors that help us operate (e.g., scheduling, secure messaging, AI infrastructure). Each is bound by confidentiality and, where applicable, a Business Associate Agreement under HIPAA.
Legal obligations: when required by law, subpoena, or to protect health and safety.
With your authorization: any other sharing requires your specific consent.

5. HIPAA & protected health information

Once you become a patient, the protected health information (PHI) we maintain about you is governed by the Health Insurance Portability and Accountability Act (HIPAA) and our Notice of Privacy Practices, available at the front desk. Information collected before you become a patient (e.g., a consultation inquiry) is handled with the same care but is not yet PHI under HIPAA.

6. Your rights under GDPR (EU/EEA visitors)

If you are in the European Economic Area or the United Kingdom, you have the right to:

Access the personal information we hold about you.
Request correction of inaccurate information.
Request deletion of your information ("right to be forgotten"), subject to legal retention requirements.
Object to certain processing or request restriction.
Receive your information in a portable format.
Withdraw consent at any time.
Lodge a complaint with your local data protection authority.

To exercise any of these rights, contact concierge@whitmoreps.com. We respond within 30 days.

7. Your rights under CCPA (California residents)

California residents have similar rights including the right to know, delete, and opt out of the sale of personal information. We do not sell personal information; nonetheless, you may submit any of these requests via the contact above.

8. Data retention

We keep consultation-request information for the duration of our relationship with you and as required by applicable medical-records and tax-recordkeeping laws. Patient records are retained per North Carolina medical-records retention requirements. Aggregated, de-identified data may be retained indefinitely for service-improvement purposes.

9. Security

We use industry-standard administrative, technical, and physical safeguards to protect your information, including TLS encryption in transit, encryption at rest for medical records, and access controls limiting information to staff with a need to know. No system is perfect; we encourage you to choose strong passwords and notify us if you suspect any unauthorized access.

10. Children

Our services are intended for adults (18+). We do not knowingly collect personal information from children. Procedures involving minors are coordinated separately with a parent or legal guardian and outside the scope of our public website.

11. Changes to this policy

We may update this policy from time to time. Material changes will be announced on this page with an updated "Last updated" date. Continued use of our services after changes constitutes acceptance.

12. Contact us

Whitmore Plastic Surgery
1234 Beauty Lane
Raleigh, NC 00000
Phone: (919) 000-0000
Email: concierge@whitmoreps.com

This privacy notice is provided as a baseline for demonstration purposes. Real practices should have this reviewed by counsel licensed in their state and tailored to their actual data-handling practices.