HIPAA Compliance | AestheticIQ

Our HIPAA Approach

AestheticIQ is a business analytics platform, not a clinical records system. Our platform is architecturally designed to avoid handling Protected Health Information (PHI) altogether. We retrieve aggregated business metrics — revenue, appointment counts, practitioner performance — not individual patient records, clinical notes, diagnoses, or treatment histories.

This approach means you get powerful business intelligence without exposing patient data to additional third-party systems. It also simplifies your HIPAA compliance posture as a practice.

What Data We Do and Do Not Retrieve

✓ Data We Retrieve

Aggregate daily revenue totals
Appointment counts by date and status
Revenue attributed to each practitioner (by name only)
Service and product category sales totals
Location-level business metrics
Invoice totals (amounts, not patient identities)

✗ Data We Never Retrieve

Patient names, DOBs, or contact information
Medical record numbers or patient IDs
Clinical notes or treatment records
Diagnoses or procedure codes
Before/after photos
Insurance information
Any individually identifiable health information

Technical Safeguards

We implement the technical safeguards required under the HIPAA Security Rule:

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Encryption at Rest

Aesthetic Record credentials are encrypted using AES-256-GCM with scrypt key derivation. Keys are managed via environment-level secrets and are never stored in the database. All other sensitive configuration is encrypted at rest on Render's SOC 2 certified infrastructure.

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Encryption in Transit

All communications between your browser and our servers use TLS 1.2+. We enforce HTTPS with HSTS headers. Our sync workers also communicate over encrypted connections to both Aesthetic Record and our database.

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Access Controls

Role-based access control with four tiers: SUPER_ADMIN (platform operations only), OWNER, ADMIN, and MEMBER. Each role has defined read/write permissions. Authentication is handled by Clerk with secure session management. All admin operations are gated behind separate authorization checks.

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Audit Logging

Administrative operations are logged with timestamp, user ID, action type, and affected resource. Sync operations are logged in our sync_logs table for operational monitoring and troubleshooting.

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Data Backup and Recovery

Automated weekly database backups are retained for 90 days. Our database is hosted on Render's managed PostgreSQL service with point-in-time recovery capabilities.

Business Associate Agreement (BAA)

Because AestheticIQ does not retrieve or store PHI, a Business Associate Agreement (BAA) is typically not required for our service. However, if your legal or compliance team requires a BAA as a precautionary measure, please contact us at hello@aestheticiq.ai and we will work with you to determine the appropriate documentation.

Your Responsibilities

As a covered entity operating a medical spa, you are responsible for:

Ensuring your use of AestheticIQ complies with your own HIPAA obligations
Managing who on your team has access to AestheticIQ and at what permission level
Promptly notifying us if you believe your AestheticIQ account has been compromised
Maintaining compliance with Aesthetic Record's terms of service regarding third-party access

Questions

For HIPAA-related questions or to discuss your specific compliance requirements, contact us at hello@aestheticiq.ai.

This page describes our current security and compliance posture. It is informational and does not constitute legal advice. Consult your own legal counsel for compliance guidance specific to your practice.