Fox Haven Aesthetics · Windsor, Colorado

Section One: Who follows this notice

The short version – One practitioner, one room, one set of rules. There is no staff to train and no one else with access.

This notice applies to Fox Haven Aesthetics, a sole practice owned and operated by Terry Fox, L.Ac, LMT, MSTCM, in Windsor, Colorado. It covers every record of your care created here, whether on paper or in my electronic systems.

I am the only person who provides your care and the only person with routine access to your records. It also binds the vendors I contract with — DynaBliss, the company behind the AcuBliss electronic health record and patient portal system that holds your chart; my payment processor; and my email and text messaging providers. Each is permitted to handle your information only to perform services for this practice. My records vendor operates under a signed Business Associate Agreement obligating it to safeguard your information under federal privacy and security standards, to report breaches to me, and to bind its own subcontractors to equivalent terms.

A note on how this notice is writtenThis notice is modeled on the U.S. Department of Health and Human Services model Notice of Privacy Practices. I hold my practice to those standards as a matter of policy and commitment to you, regardless of whether any particular federal rule technically reaches a practice of this size and billing model. Where Colorado law grants you stronger protection than federal law, Colorado law applies.

Section Two: What I collect

The short version – Health intake, treatment notes, photographs with your consent, and enough payment detail to charge you correctly. Nothing beyond what your care requires.

Category	What it includes
Identifying information	Name, date of birth, address, phone, email, emergency contact.
Health intake	Health history, current conditions, medications and supplements, allergies, pregnancy status, prior cosmetic procedures, skin concerns and goals.
Treatment records	My clinical assessments, points and techniques used, herbal formulas dispensed, your responses to treatment, and my recommendations.
Clinical photographs	Only with your consent. See Section Nine.
Session recordings	Audio of our conversation during your visit, used to generate my notes. See below.
Payment information	Amounts, dates, service purchased, payment method type, and a secure token representing your card. See Section Seven.
Communications	Appointment confirmations, reminders, and messages you send me.

I practice data minimization by choice: I ask for what your care actually requires and I do not collect information for marketing purposes under the guise of intake.

Recording and AI-assisted notes

Please read this one

I use an AI transcription tool that records our conversation to help me write your chart notes. You can tell me to turn it off, at any point, for any reason or none.

My records system includes an AI scribe. When it is running, it captures audio of our conversation during your visit, transcribes it, and drafts a summary that I then review, correct, and approve before it becomes part of your chart. It is a drafting aid — I remain responsible for the accuracy of everything in your record.

I tell you before I turn it on. You may decline, and you may ask me to stop at any point in a session, including partway through a conversation you would rather not have transcribed. Declining has no effect on your care, your pricing, or how I treat you, and I will not ask you to explain the request. If you decline, I chart by hand.

The audio and transcript are held inside my records system by the same vendor that holds the rest of your chart, under the signed agreement described in Section One. I do not sell them, and I do not use them for advertising. Like every other part of your record, they may be used by that vendor to operate, maintain, and improve the software itself. If you ask me to delete a recording, I will delete it.

Section Three: Your rights

The short version – Your record is yours to see, copy, correct, restrict, and complain about. Ask me and I will act on it.

Get a copy of your record

Your chart lives in AcuBliss, and you have your own portal login to it. You can sign in and view your records there at any time, without asking me first and without waiting.

If you would rather have a copy in hand, or want a format the portal does not produce, ask me and I will provide an electronic or paper copy within 30 days. I may charge a reasonable, cost-based fee for paper copies. Portal access does not narrow this right in any way — if the portal is down, if you have lost your login, or if you simply prefer to ask me, the request stands and the 30 days apply.

Ask me to correct your record

If you believe something in your record is wrong or incomplete, ask me to amend it. If I decline, I will tell you why in writing within 60 days, and your written statement of disagreement becomes part of your record.

Request confidential communications

You may ask me to contact you a specific way — a particular phone number, a personal email, no voicemail, no text — or to send mail to a different address. I will say yes to all reasonable requests, and I will not ask you to explain why.

Ask me to limit what I share

You may ask me not to use or share certain information. I am not required to agree if it would affect your care, and I will tell you plainly if I cannot. Because this practice does not bill insurance for its services, your care here is not disclosed to a health plan in the ordinary course.

Get a list of who I have shared it with

You may request an accounting of disclosures — a list of the times I have shared your health information, and with whom — for the six years before your request. This excludes routine disclosures for your treatment, payment, and the operation of the practice. One list per year is free.

Get a paper copy of this notice

You may ask for a printed copy at any time, even if you agreed to receive it electronically. I will give you one promptly.

Choose someone to act for you

If you have given someone medical power of attorney or a legal guardian has been appointed, that person can exercise these rights on your behalf. I will verify their authority before acting.

Complain without consequence

You may complain to me or to a regulator if you believe I have violated your rights. I will not retaliate, discharge you from care, or treat you differently for doing so. See Section Thirteen.

Section Four: Your choices

The short version – For marketing, photographs, and anything I would sell, the default is no. It changes only when you sign.

For certain uses, you tell me what you prefer and I follow your instruction. If you have a clear preference, tell me and I will honor it.

You decide whether I may:

Share information about your care with a family member, spouse, or friend who is involved in it, or who calls to ask about you.
Leave details in a voicemail or text rather than a request to call back.
Add you to my email list or send you promotional messages about services and products.

If you are unable to tell me your preference — for example, in a medical emergency during a treatment — I may share what is necessary to protect your health or safety, and I will use my professional judgment about what is in your best interest.

Where I will never proceed without your written authorizationI will not use or share your health information for marketing purposes, and I will not sell your health information, without your specific written authorization. I do not sell client information to anyone, for any price. You may revoke an authorization in writing at any time, which stops any future use. My records vendor is contractually permitted to analyze data across its platform to operate and improve its software, and to work with information that has been stripped of identifiers under the federal de-identification standard; it is not permitted to sell or disclose your identifiable health information.

Section Five: How I use your information

The short version – To treat you, to charge you, and to run the practice. That is the whole list.

To treat you

I use your intake and treatment records to assess your condition, plan your course of care, formulate herbs, and track your response over time. If you ask me to coordinate with your physician, dermatologist, or another practitioner, I will share what is relevant to that purpose.

To run the practice

I use your information to schedule appointments, manage program sessions and payment plans, order the products and herbs you need, maintain required records, and improve how I practice.

To be paid for your care

I use your information to process payments, administer payment plans, apply gift certificates, and pursue an unpaid balance if that becomes necessary. If you submit a receipt to your own insurer, HSA, or FSA, you are the one making that disclosure — I will give you the documentation you request.

Section Six: Sharing required or permitted by law

The short version – There are narrow situations where the law compels me. They are listed here so nothing surprises you.

I may use or share your information without your authorization in the following circumstances, and only to the extent the law requires or permits:

Public health and safety. To prevent disease, report suspected abuse or neglect, report a serious threat to someone’s health or safety, or report reactions to medications or products.
Compliance with law. Including responding to a review by the Colorado Department of Regulatory Agencies or another authority verifying that I am practicing within my license.
Lawsuits and legal actions. In response to a valid court order or subpoena, after I have taken the steps the law requires to notify you or to seek protection for your record.
Law enforcement and government requests. Where the law specifically authorizes or requires the disclosure. I do not volunteer client information to law enforcement absent that legal obligation.
Workers’ compensation. Where you have a claim for which your care here is relevant.

Anything not described in this notice, or not required by law, requires your written permission first.

Section Seven: Payment and card data

The short version – I never see or store your full card number. My processor holds it; I hold a token that only works in my account.

Card payments are handled by a third-party payment processor that maintains PCI DSS compliance. When you put a card on file, the number is captured and stored by that processor, not by me. What my system retains is a token — a reference that lets me charge the card for services and cancellation fees under these terms, and that is useless anywhere else.

I do not store, write down, photograph, or email full card numbers, security codes, or bank account numbers. Please do not send card details to me by email or text; if you do, I will ask you to provide them by a secure method and I will delete the message.

What I do keep is a transaction record: the date, the amount, the service purchased, the card type and last four digits, and whether the payment succeeded. I keep these for the period required by tax and business-records law.

My payment processor and my scheduling system are separate vendors, each bound by written agreements limiting their use of your information to the services they perform for this practice.

Section Eight: Website, email and text messaging

The short version – My website does not feed your health information to advertisers, because I do not run health-based ad tracking on it.

Forms on this site

Contact and inquiry forms on this website transmit over an encrypted connection. Please keep website forms and email to logistics — scheduling, questions about services, general inquiries. Email and text are not fully secure channels, so do not send detailed health information through them. Your clinical intake, consent forms, and health history are completed through your secure AcuBliss patient portal or on paper in the treatment room.

Analytics and advertising

This site uses basic analytics to understand how visitors find and move through it. I do not install advertising or social media tracking pixels that would associate your health interests, the services pages you viewed, or your intake activity with an advertising profile. Your visit to a page about a specific treatment does not become targeting data.

Appointment messages and marketing

Appointment confirmations and reminders are part of your care and are sent to the contact information you provide. Promotional email and text messages are sent only if you opt in, and every one of them contains a way to stop. Unsubscribing from marketing does not affect your appointment reminders or your care.

Reviews and social media

If you post publicly about your experience, I will not confirm, deny, or discuss your status as a client in a public reply, even to respond to criticism, because doing so would disclose your health information. I may thank you generally or invite you to contact me directly.

What I say online, and what it is not

The practice of acupuncture in Colorado is regulated by the Department of Regulatory Agencies under the Acupuncture Practice Act, and providing false, deceptive, or misleading information to patients is a ground for discipline. I hold my website and social media to that standard, not to a marketing standard.

The credentials shown on this site are accurate and current. The designation “L.Ac.” is protected by statute and reserved to acupuncturists licensed under Article 200. My license is verifiable through the Colorado Department of Regulatory Agencies.
Nothing on this site represents that I practice medicine. Colorado law expressly provides that the practice of acupuncture does not constitute the practice of medicine under the Colorado Medical Practice Act. I am not a physician and do not present myself as one.
I do not advertise or imply that I will bill, code, or document services in a way that would constitute abuse of health insurance, which is separately prohibited by statute and a ground for discipline.
Where I describe my training in adjunctive therapies or herbs, that description reflects actual training and experience.

This website is not the disclosure the law requires. Colorado requires me to give you a specific set of information in writing at our initial contact — my business details, a fee schedule, my education and credentials, your right to information about the therapy and to a second opinion or to stop at any time, a statement that sexual intimacy in a professional relationship is never appropriate and should be reported, my compliance with state sanitation and needle-sterilization rules, and how to reach the regulator. You sign and date that document; I keep the signed copy. Nothing on this website replaces it or waives your right to receive it.

Section Nine: Photographs

The short version – Clinical photos are part of your chart. Marketing photos require a separate signature, and you can withdraw it.

Progress photographs are a routine part of facial acupuncture care, because change over twelve or sixteen weeks is difficult to see in a mirror. Photographs are taken only with your consent and are stored with your record under the same protections as the rest of your chart.

Using your image in marketing — my website, social media, printed materials — requires a separate written release. That release is entirely optional, is never a condition of care or of pricing, and specifies what may be shown and where. You may withdraw it in writing at any time, which stops future use; material already printed or already distributed on platforms outside my control cannot always be recalled, and I will tell you honestly what can and cannot be undone.

Section Ten: How I protect your information

The short version – Encrypted systems, locked files, unique passwords, and no casual conversation about clients.

Electronic records are held in access-controlled systems that encrypt data in transit and at rest, protected by unique credentials and multi-factor authentication.
Paper records are kept in a locked file in a non-public area of the practice.
Devices used for practice purposes are encrypted, password-protected, and locked when unattended.
I discuss client care only where it cannot be overheard, and I do not discuss identifiable clients in social or professional settings, online groups, or with other clients.
Vendors with access to your information are engaged under written agreements requiring equivalent protection.

If a breach ever compromised your unsecured information, I would notify you promptly and directly, along with any regulator the law requires me to notify, and I would tell you what happened and what to do about it. My records vendor is obligated to report any breach or improper disclosure to me, and to give me the details I would need to notify you.

Colorado requires every licensed acupuncturist to maintain a written plan for the security of patient records, covering how records are stored, how they are properly disposed of, and what happens to them if the practitioner dies, retires, or otherwise stops practicing. I maintain that plan, and I attested to its existence with the Division as a condition of licensure. The next section describes the part of it that affects you directly.

Section Eleven: How long I keep it, and what happens if I stop practicing

The short version – Health records for the period Colorado requires. Financial records for the period tax law requires. Then securely destroyed.

Health and treatment records are retained for seven years, the minimum period required of licensed practitioners in Colorado, and longer where a longer period applies. Financial and transaction records are retained for the period required by tax and business-records law. Marketing contact information is kept until you unsubscribe or ask me to remove it.

The signed copy of your mandatory written disclosure is retained from your initial evaluation until at least three years after your treatment ends, which is the minimum period Colorado sets for that document.

Because retention of clinical records is a legal obligation, I cannot delete your health record on request during the required period, even though I can stop contacting you, remove you from all marketing, and honor a withdrawal of photograph consent immediately. When records reach the end of their retention period, they are shredded or securely deleted.

If I die, retire, or close the practice

Colorado requires me to tell you in writing, in advance, how you would get your records if I died, retired, or otherwise stopped practicing. This is that notice.

Your day-to-day access runs through your AcuBliss portal login. That access depends on this practice maintaining an active subscription, so it is not by itself a durable answer to this question. My records-security plan does not rely on it.

Instead, my written plan designates a custodian of records, and provides for two routes to your file so that no single point of failure can put it out of reach:

Direct access. The custodian holds an administrator login to the records system in their own name, so they can retrieve your record without needing anyone’s permission or assistance.
Complete export. The records vendor provides a full export of all practice data at no charge on request, and will work directly with a family member or estate representative where the practitioner is not able to make the request. That export contains a separate file for each patient holding the complete record — demographics, all treatment notes, invoices, superbills, signed intake and consent documents, reports, and message history — in a form readable outside the vendor’s system.

In the event of my death, retirement, or closure of the practice, the custodian would secure that export, hold it under the protections described in Section Ten, and respond to your requests. Notice of how to reach the custodian would be posted at the practice address, sent to the contact information in your file, and published on this website. You would be able to obtain a copy of your record, or have it transferred to a practitioner of your choosing, on request.

I do not keep informal copies of your chart on personal devices or local storage, because scattered copies are less secure than the system the records live in.

Custodian of recordsEmily Fox has been designated as custodian of records for this practice. In the event of my death, retirement, or closure of the practice, she may be reached at fox_e1113@yahoo.com, and notice of how to contact her will be posted here and at the practice address.

Section Twelve: My responsibilities

The short version – Four commitments, in plain terms.

I am required to maintain the privacy and security of your health information.
I will let you know promptly if a breach occurs that may have compromised the privacy or security of your information.
I must follow the duties and privacy practices described in this notice, and give you a copy of it.
I will not use or share your information other than as described here unless you tell me in writing that I may. If you change your mind, you may revoke that permission in writing at any time.

Section Thirteen: Questions and complaints

The short version – Come to me first — I would rather fix it. You are never obligated to.

If you have a question about this notice, or believe your privacy rights have been violated, contact me directly at (970) 633-0199 or by email. I will look into it and respond.

You may also file a complaint with the U.S. Department of Health and Human Services Office for Civil Rights, or with the Colorado Department of Regulatory Agencies, which oversees acupuncture and massage therapy licensure in this state. I will not retaliate against you in any way for filing a complaint.

Section Fourteen: Changes to this notice

The short version – If I change this, the new version applies to all of your information and I will post it here.

I may change the terms of this notice. Any change applies to all information I hold about you, including information created before the change. The revised notice will be posted on this page with an updated effective date, will be available in the treatment room, and will be provided to you on request.

This notice is provided alongside my Policies, Terms & Refunds. Where the two overlap, this notice governs the handling of your health information.

Section One: The agreement

The short version – Booking with me means you have read and accepted these terms.

These Terms & Conditions govern all services, programs, products, and digital content provided by Fox Haven Aesthetics, a sole practice owned and operated by Terry Fox, L.Ac, LMT, MSTCM, located on Main Street in Windsor, Colorado.

By scheduling an appointment, purchasing a program, buying a product, or entering into a payment plan, you confirm that you are at least 18 years of age, that you have read these terms in full, and that you agree to be bound by them. If you are booking on behalf of someone else, you are responsible for making sure they have read them too.

These terms are governed by the laws of the State of Colorado.

Section Two: Booking & deposits

The short version – A card on file holds your spot. I do not charge it unless a cancellation fee applies.

All appointments are reserved with a valid credit or debit card on file. The card is not charged at the time of booking unless the service requires a deposit, which will be disclosed to you before you confirm.

Where a deposit is required, it is applied in full to the cost of your service. Deposits are transferable to a rescheduled appointment made with at least 24 hours’ notice, and are forfeited if the appointment is missed or cancelled inside that window.

Please arrive on time. Arriving late shortens your treatment rather than extending the appointment, because the schedule behind you belongs to someone else. If you arrive more than 15 minutes late, I may need to treat the visit as a same-day cancellation.

Section Three: Cancellations & no-shows

The short version – Give me 24 hours’ notice and there is no charge. Less than 24 hours, and you are charged the full price of the service.

I am a solo practitioner. When an appointment is cancelled at short notice, that time cannot realistically be filled, and it is time I have already set aside for you.

Situation	What happens
Cancelled or rescheduled with 24+ hours’ notice	No charge. Rebook at any open time.
Cancelled or rescheduled with less than 24 hours’ notice	The full price of the reserved service is charged to the card on file.
No-show (no contact at all)	The full service fee is charged to the card on file.
Missed session within a program	The session is forfeited and deducted from your program.

The late cancellation fee is the full price of the service you had reserved — the same amount charged for a no-show. This is disclosed at the time of booking and in your appointment confirmation. Genuine emergencies, sudden illness, and severe Northern Colorado weather happen — contact me as soon as you can and I will use my judgment. That discretion is mine to exercise and is not a standing exception.

Section Four: Programs, packages & refunds

The short version – You can cancel for a full refund any time before your first session. Once your program has started, it is non-refundable.

My multi-session programs — Intro Glow (6 weeks), Luxe Glow (12 weeks), and Ultimate Glow (16 weeks) — are priced and scheduled as a complete course of care. The results depend on completing the full sequence, and the pricing reflects that commitment.

Before your first session

If you change your mind before your first treatment, tell me in writing and I will refund your payment in full. No fee, no explanation required.

After your first session

Once a program has begun, it is non-refundable, in whole or in part. This includes unused sessions, sessions missed, and programs you choose to discontinue. Program fees are not exchangeable for cash or account credit.

What I will do insteadIf a medical condition, injury, pregnancy, or relocation genuinely prevents you from continuing, contact me. I will work with you to pause your program and extend its validity window, or to transfer your remaining sessions to another person. I want you to get the care you paid for.

Validity & transfers

Programs must be completed within the stated timeframe from your first session, unless we have agreed in writing to a pause.
Sessions may not be shared or split between two people, but a full unused program may be transferred to another person with my written approval.
Program sessions are specific to the services described and cannot be substituted for other services or retail products.

Intro Glow is available on a cash-payment basis only and is not eligible for a payment plan.

Section Five: Payment plans

The short version – Luxe Glow and Ultimate Glow can be paid over time at a separate plan price. Every installment is still owed if you stop early.

Payment plans are offered on Luxe Glow and Ultimate Glow programs only. The plan price is a separate price from the cash price and is disclosed in full before you sign.

By entering a payment plan you agree to the complete schedule of installments. Discontinuing your program does not cancel the remaining installments — the balance is owed in full, consistent with the non-refundable terms in Section Four.

Installments are charged automatically to the card on file on the agreed dates.
If a payment fails, I will contact you. Services may be paused until the account is current.
You may settle the remaining balance early at any time at no penalty.

Section Six: Products, Supplements & Herbs

The short version – Unopened products can come back within 14 days. Opened supplements and custom herbs cannot.

Retail skincare and AcuFox supplements may be returned within 14 days of purchase if unopened, unused, and in original sealed packaging, with proof of purchase. Approved returns are refunded to the original payment method.

For health and safety reasons, the following are final sale and cannot be returned or refunded:

Any opened or unsealed product
Custom-formulated herbal prescriptions and dispensed herbs
Injection therapy and B12 injection services already administered
Discounted, promotional, or clearance items

If a product arrives damaged or you have a reaction to something I dispensed, contact me within 48 hours and I will make it right.

Section Seven: Gift certificates

The short version – Gift certificates do not expire and are transferable, but they are not redeemable for cash.

Gift certificates are non-refundable and cannot be exchanged for cash, in whole or in part. They may be transferred to another person. Lost or stolen certificates cannot be replaced without a purchase record. The cancellation terms in Section Three apply to appointments booked with a gift certificate.

Section Eight: Results & medical scope

The short version – I am a Licensed Acupuncturist, not your physician. Results vary from person to person.

I have been licensed since 2006 and hold advanced training in facial acupuncture. I practice within the scope of licensed Acupuncture, Massage Therapy, and Traditional Chinese Medicine in the State of Colorado.

Nothing on this website or in my treatment room is a substitute for a diagnosis or care from your Western Medical physician. I do not diagnose or treat Western Medical disease, and I do not advise you to discontinue any prescribed medication or treatment. Please continue your relationship with your primary care provider.

Individual results vary and depend on skin condition, age, health history, lifestyle, and how consistently you complete your course of care. No specific outcome is promised, guaranteed, or implied — by me, by any testimonial, or by any before-and-after image shown on this site.

You are responsible for disclosing your complete health history, current medications, allergies, and pregnancy status before treatment. Some services are contraindicated for certain conditions, and I may decline or modify a treatment on clinical grounds.

Section Nine: Privacy, records & images

The short version – Your records are confidential. I never use your photo without your separate written consent.

Your health information and treatment records are kept confidential in accordance with applicable state and federal law and are retained for the period required by Colorado regulation.

Photographs are taken only with your consent and are used solely for clinical documentation unless you sign a separate written release permitting marketing use. That release is entirely optional, has no effect on your care or pricing, and may be withdrawn in writing at any time for future use.

Card payments are handled by a PCI DSS compliant third-party processor. I do not store, write down, or email full card numbers or security codes — my system holds only a secure token that authorizes charges under these terms.

The full detail is on its own pageHow I collect, use, protect, and retain your health information — and the rights you have over it — is set out at length in the above Privacy Notice. Please read it. Where that notice and this section overlap, the Privacy Notice governs the handling of your health information.

Section Ten: Conduct & right to refuse service

The short version – This is a calm, respectful clinic, and I intend to keep it that way.

I reserve the right to decline or discontinue service, and to end a client relationship, where there is disrespectful or unsafe behavior, any suggestion of impropriety, non-disclosure of relevant health information, repeated missed appointments, or an unpaid balance. Where I end a relationship for these reasons, any remaining program sessions are governed by Section Four.

Please arrive free of intoxicants, and let me know if you are feeling unwell so we can reschedule.

Section Eleven: Changes to these terms

The short version – If I update these terms, the version in effect on your purchase date is the one that governs it.

I may revise these terms from time to time. The effective date at the top of this page always reflects the current version. Changes apply to bookings and purchases made on or after that date; programs and payment plans already in progress continue under the terms in effect when you purchased them.

Questions about anything on this page are welcome, and are best asked before you book.