Privacy Policy

Consult2Close is software used by aesthetic practices (med spas) to run consultations, build treatment plans, and follow up with the people they see. The practice using the software decides what information is entered and how it is used. Consult2Close stores and protects that information on the practice's behalf.

Practice accounts: business name, address, phone, email, logo, and the names and emails of team members who sign in.

Patient records entered by a practice: name, phone, email, goals and concerns discussed at the consultation, the treatments recommended and their prices, notes written by the provider, payment status, and any before/after photos the practice chooses to upload.

Plan activity: when a treatment plan was shared, how many times its link was opened, and a record of the patient confirming they reviewed, chose, or accepted a plan — including the time, the exact plan version, and the device used.

Information is used only to run the practice's consultations: presenting plans to patients, tracking a plan through the practice's pipeline, scheduling follow-ups, and reporting on the practice's own results. We do not sell personal information, and we do not use patient information for advertising.

Every record belongs to one practice. Access rules are enforced in the database itself, so one practice can never see another practice's patients, plans, pricing, or reports. Photos are stored privately and are only viewable through short-lived, signed links.

A practice can share a treatment plan through a private link. The link shows only the plan, the practice's contact details, and the treatments recommended — never the provider's private notes and never another patient's information. Links can be set to expire and can be revoked at any time.

A patient may ask their practice to stop contacting them. The practice records that request on the patient's file, and no further plan or follow-up messages are sent to them. Requests to opt out should be made directly to the practice the patient visited.

A patient can ask their practice for a copy of everything held about them, or ask for it to be deleted. Practices can produce a complete export from the patient's record in one click, and can permanently erase a patient along with their consultations, plans, follow-ups, activity history, and photos.

Records that exist to prove a patient approved a plan are kept while the practice's account is active, unless erasure is requested.

Patient records are kept for as long as the practice keeps its account, because the practice relies on that history. When a practice closes its account, its data is removed. A practice may delete an individual patient record at any time.

Data is encrypted in transit and at rest. Sign-in is required for every part of the application except a plan link deliberately shared with a patient. Team members only get the access their role allows, and account-level actions are written to an audit log.

Consult2Close is a consultation and treatment-plan tool, not a medical record system. It is not used for insurance billing and does not replace clinical charting or informed medical consent, which remain the practice's responsibility.

Questions about a specific patient record should go to the practice that created it. Questions about the platform itself can be sent to the Consult2Close team.