Privacy Policy for our practice (hereinafter “the company”).

Last Updated: 2/19/2026

1- Introduction

Exactly Dermatology, Aesthetics and Health (“Company,” “we,” “our,” “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://exactlydermhealth.com, interact with us via SMS, or receive medical services from us. We are fully committed to complying with the Health Insurance Portability and Accountability Act (HIPAA) regarding the confidentiality and security of your protected health information (PHI).

2- Information We Collect

• Personal Information: Name, address, email address, phone number(s), date of birth, insurance information, and payment details.
• Health Information (PHI): Medical history, treatment records, clinical notes, photos related to dermatological conditions, and other health data you provide to us for the purpose of diagnosis and treatment.
• SMS Consent Data: Records of your explicit consent to receive SMS messages, your mobile phone number, and a log of message history (e.g., confirmations, reminders).
• Usage Data: Information collected automatically via cookies and similar technologies, such as your IP address, browser type, and pages visited on our website.

3- How We Use Your Information

We use your information to provide you with high-quality medical care and efficient practice management. Specifically, we may use your information to:

• Provide medical care, diagnosis, and treatment.
• Schedule and manage appointments.
• Send transactional and informational SMS messages (appointment confirmations, reminders, scheduling updates, and administrative messages) only with your explicit consent.
• Communicate with you about your care and treatment plans.
• Process billing, insurance claims, and payments, including any applicable cancellation fees as outlined in our Terms of Service.
• Improve our website, patient portal, and services.
• Comply with legal, regulatory, and accreditation obligations.

4- Disclosure of Your Information (HIPAA Compliance)We respect the confidentiality of your personal and health information. We do not sell, rent, or trade your information. We may share your information only in the following limited circumstances:

• Business Associates: With third-party vendors who assist with our operations (such as EZDerm for our electronic health records, billing services, or secure messaging platforms). These business associates are contractually bound to protect your data under HIPAA and are prohibited from using it for any purpose other than providing services to us.
• Healthcare Providers: With other healthcare professionals or specialists involved in your care, as permitted by law.
• Legal Obligations: When required by law, court order, or for public health reporting (e.g., reporting communicable diseases).
• SMS and Phone Numbers: We want to reassure you that your phone number and messaging information will be used solely for clinic-related communication and will not be sold or shared with third parties for their marketing purposes.

5- Your Privacy Rights

You have specific rights regarding your health information under HIPAA. You have the right to:

• Access and obtain a copy of your medical records.
• Request amendments to your health information if you believe it is incorrect.
• Request an accounting of disclosures of your health information.
• Request restrictions on how we use or disclose your information for treatment, payment, or healthcare operations.
• Opt-out of SMS communications at any time by replying “STOP” to any text message.

To exercise any of these rights, please submit a written request to our Privacy Officer.

6- Security of Your Information

We implement administrative, physical, and technical safeguards to protect your personal and health information. These include secure servers, encrypted data transmission, and strict access controls. However, while we strive to use commercially acceptable means to protect your information, no method of electronic transmission over the internet or method of electronic storage is 100% secure. In the case of a breach, the EMR provider maintains written policies on our behalf.

7- Cookies and Tracking Technologies

We may use cookies to enhance your experience on our website by remembering your preferences and understanding how you interact with our site. You can set your browser to refuse cookies, but this may limit your use of some features.

8- Third-Party Links

Our website may contain links to third-party sites (e.g., insurance portals). We are not responsible for the privacy practices or the content of those websites. We encourage you to read the privacy policies of any third-party site you visit.

9- Changes to this Policy

We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. The effective date at the top of this page indicates when it was last revised. We encourage you to review this policy regularly.

10- Contact Us – Privacy Officer

If you have questions or concerns regarding this Privacy Policy, our data practices, or wish to exercise your privacy rights, please contact our Privacy Officer:

Exactly Dermatology, Aesthetics and Health

Privacy Officer: Anne Saracino, Office Manager

Exactly Dermatology, Aesthetics and Health

515 Junction Road, Suite 2300, Madison, WI, 53717

Phone: 608-608-8117
Email: exactlydermhealth@gmail.com

Terms of Use

Last Updated: 2/19/2026

1- Introduction

Welcome to the website of Exactly Dermatology, Aesthetics and Health (“Company,” “we,” “our,” “us”). These Terms of Service (“Terms”) govern your use of our website located at [Your Website URL] and your relationship with our practice, including important policies regarding appointments, cancellations, and communications via SMS.

2- Acceptance of Terms

By accessing or using our website or services (including scheduling an appointment or opting-in to receive SMS messages), you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree, please do not use our services.

3- SMS and Text Messaging Terms of Service

This section governs your use of our SMS/text messaging program. By providing your mobile phone number to Exactly Dermatology, Aesthetics and Health, you consent to receive SMS/text messages related to your care.

• Types of Messages: These messages may include, but are not limited to:
  • Appointment confirmations and reminders
  • Scheduling updates or cancellations
  • Administrative or service-related messages
  • Post-procedure care instructions
• Consent to Receive Messages:

By opting in, you authorize Exactly Dermatology, Aesthetics and Health to send text messages to the mobile number you provided. Consent to receive SMS messages is not a condition of receiving medical treatment or services. We are committed to respecting your privacy and your communication preferences.

• Message Frequency & Rates:

Message frequency may vary depending on your interactions with the clinic. Standard message and data rates may apply based on your mobile carrier and plan. Please consult your mobile service plan for details.

• Opt-Out Instructions:

You may opt out of receiving SMS messages at any time by replying STOP to any message you receive from us. After opting out, you will no longer receive text messages unless you re-enroll in the future.

For help or assistance with our SMS program, reply HELP to any message or contact our office directly using the information below.

• Support and Contact:

If you have questions about our SMS program or need assistance, please contact us at:
Phone: 608-608-8117
Email: exactlydermhealth@gmail.com

4- Medical Disclaimer

The content on our website, including any text messages, is for informational purposes only and is not intended to be a substitute for professional medical advice, diagnosis, or treatment. Always seek the advice of your physician or other qualified health provider with any questions you may have regarding a medical condition. If you have a medical emergency, please call 911 immediately. Do not use SMS or email to communicate urgent or emergency issues, as they are not monitored in real-time.

5- Appointment and Cancellation Policy

By scheduling an appointment with us, you agree to adhere to our Cancellation Policy. We value your time and strive to provide timely care to all of our patients. To help us do so, we ask that you notify us in advance if you need to cancel or reschedule your appointment.

• Appointments cancelled or rescheduled with less than 24 hours’ notice will be subject to a $50 cancellation fee.
• This fee applies to missed appointments (“no-shows”) as well.
• The cancellation fee is the patient’s responsibility.
• There are no refunds for services rendered. Refunds for cancellations on a pre-paid product and/or service will be considered on a case by case basis. 
• We understand that unexpected situations may arise. Please contact our office as soon as possible if you believe you are unable to attend your scheduled appointment. Thank you for your understanding and cooperation.
• Packages and memberships expire 12 months from date of purchase unless otherwise explicitly stated.

6- Intellectual Property

All content on this website, including text, graphics, logos, and images, is the property of Exactly Dermatology, Aesthetics and Health and is protected by copyright laws. It may not be reproduced, duplicated, or exploited without our express written permission.

7- Limitation of Liability

To the fullest extent permitted by law, Exactly Dermatology, Aesthetics and Health shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including any loss of profits or data, resulting from your use of our website or SMS services, or any delay or failure in transmitting SMS messages due to your mobile carrier’s network.

8- Changes to Terms

We reserve the right to modify these Terms at any time. Any changes will be effective immediately upon posting on this page, with the “Last Updated” date revised. Your continued use of the website or services after any changes indicates your acceptance of the new Terms.

9- Contact Us

If you have questions about these Terms, please contact us at:

Exactly Dermatology, Aesthetics and Health

515 Junction Road, Suite 2300, Madison, WI, 53717

Phone: 608-608-8117
Email: exactlydermhealth@gmail.com

Disclaimer

Disclaimer for our practice (hereinafter “The Company”).

The website is designed by Optimized360, LLC. The information provided by The Company on the website is at no charge to users of the World Wide Web, subject to the express condition that these users agree to be bound by the terms and conditions set forth in this disclaimer. The Company reserves the right to change these disclaimers at any time, and you agree to abide by the most recent version of the disclaimer each time you view and use the Website. Whether you are a client of The Company or a visitor to its websites, DO NOT use the Websites if you do not agree with all of the following terms and conditions.

1. You acknowledge that the information on the Websites is provided ‘as is’ for general information only. It is not intended to provide dental or medical advice, and should not be relied upon as a substitute for consultations with qualified healthcare professionals who are familiar with your individual condition. No warranties of any kind are given regarding use of the website, including, but not limited to, any warranty of accuracy, completeness, currency, reliability, merchantability or fitness for a particular purpose, or any warranty that these pages, or the computer server which makes them available, are free of viruses or other harmful elements, and such warranties are expressly disclaimed.

2. You agree that you will hold harmless The Company and its shareholders, officers, directors, clients and employees from all claims arising out of or related to your access or use of, or your inability to access or use, the Website or the information contained in the Website or other websites to which it is linked, including, but not limited to, claims that you have found something you have heard, viewed or downloaded from the Website or any other website to which it is linked to being obscene, offensive, defamatory, or infringing upon your intellectual property rights. In no event will The Company or any of the information contributors to the Website be liable to you or anyone else for any decision made or action taken by you in reliance on such information or for any consequential, special or similar damages, even if The Company has been advised of the possibility of such damages.

3. You acknowledge that the opinions and recommendations contained in this website are not necessarily those of The Company nor are they endorsed by The Company. Many clients of The Company have access to create their own material on their Websites. The material created by clients remains their responsibility and The Company does not accept liability and responsibility related to said material.

4. The Company may provide links on the Website to other web sites which are not under the control of The Company in general, any website which has an address (or URL) not containing ‘The Company.com’ is such a website. Also, The Company may frame other web sites inside its frame or ‘The Company.com’ (or its clients’ websites) frame. These links are provided for convenience or reference only and are not intended as an endorsement by The Company of the organization or individual operating the website or a warranty of any type regarding the website or the information on the website.

5. Upon request, you may provide hypertext links to this website on another website upon receipt of written consent from The Company, provided that: (a) the link be a text-only link clearly marked ‘The Company.com’, (b) the link must ‘point’ to the URL ‘https://TheCompany.com’ and not to other pages within the website, (c) the appearance, position and other aspects of the link may not be such as to damage or dilute the goodwill associated with The Company name and trademarks, (d) the appearance, position and other aspects of the link may not create the false appearance that an entity other than The Company is associated with or sponsored by The Company, (e) the link, when activated by a user, must display this website full-screen and not within a ‘frame’ on the linked website, and (f) The Company reserves the right to revoke its consent to any link at any time at its sole discretion. You agree that hypertext links to this Website must be approved in writing by The Company’s management.

6. The works of authorship contained in the Website, including but not limited to all design, text, and images, are owned or licensed by The Company hereinafter referred to as The Company, or its suppliers and contributors, and may not be copied, reproduced, transmitted, displayed, performed, distributed, rented, sub-licensed, altered, stored by subsequent use or otherwise used in whole or in part in any manner without The Company’s prior written consent, except that the user may make such temporary copies in a single computer’s RAM and hard drive as is necessary to browse the website, and that the user may produce one permanent printout of each page of the website (unmodified in form, with a copy of this Disclaimer attached) to be used by the user for personal and non-commercial uses which do not harm the reputation of The Company.

7. This website (excluding linked sites) is hosted by The Company which is headquartered in Irvine, Orange County, California, in the United States of America. It may be accessed from all 50 states, as well as from other countries around the world. Because each of these places has laws that may differ from those of California, or the United States of America, by accessing this website you agree that the statutes and laws of the State of California and the United States of America, without regard to conflicts of law principles thereof, will apply to all matters arising from or relating to the use of this website. You also agree and hereby submit to the exclusive legal jurisdiction and venues of the Courts of Orange County, California and the United States District Court for the District of Orange County with respect to such matters. The Company make no representation that materials on the website are appropriate or available for use in other locations, and accessing them from territories where their contents are illegal is hereby prohibited. Individuals or organizations choosing to access this website from other locations do so of their own initiative and are responsible for compliance with local laws.

8. The Company, its logo, nameplates, Practice-XL, and Optizign are trademarks of The Company, and are protected by international laws and treaty provisions. All text and electronic images on this website are copyrighted materials which are either registered copyrights, unregistered common law copyrights, registered trademarks or sales marks of The Company, its suppliers or contributors. Any attempt to infringe upon or to circumvent these copyrights or trademarks will subject to prosecution.

The Company has made every reasonable effort to make sure its Website under its control is in compliance with ADA laws and has taken every reasonable effort to provide reasonable accommodations for Americans with disabilities. We continue to be open and invite all recommendation to further meet the needs of all American visitors with disabilities. All services, promotions and information available on its websites are readily available over the telephone by calling 800-997-9368. The Company disclaims any responsibility for Website owned by its clients’ or third-party websites that are linked to The Company’s websites by virtue of the fact The Company doesn’t own, manage or control third party websites.

Web Accessibility Statement

Effective Date: February 19, 2026

Exactly Dermatology, Aesthetics and Health is committed to ensuring digital accessibility for people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards to ensure our website, https://exactlydermhealth.com, is accessible to all individuals, regardless of ability or technology.

Our Commitment to Accessibility

We believe that every person deserves equal access to dermatological care and health information. As a healthcare provider serving the Madison, Wisconsin community, we provide a website that is accessible to the widest possible audience, including individuals with visual, hearing, motor, or cognitive disabilities.

Conformance Status

We strive to conform to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. These guidelines are the internationally recognized standard for web accessibility and explain how to make web content more accessible for people with disabilities. Our ongoing efforts include:

• Regular Audits: We periodically review our website using automated tools and manual testing to identify and address accessibility barriers.
• Staff Training: Our team receives guidance on creating accessible content and maintaining accessibility best practices.
• Vendor Coordination: We work with our website developers and third-party service providers to ensure their contributions to our site meet accessibility standards.

Known Limitations

Despite our best efforts to ensure accessibility, there may be some limitations. We are aware of the following potential issues and are actively working to address them:

• Third-Party Content: Some pages may link to or embed content from third-party websites (such as insurance portals or lab result platforms) over which we have no control. We encourage those providers to adopt accessible practices.
• Legacy Documents: Some older PDF documents posted on our site may not fully comply with accessibility standards. Please contact us if you require assistance accessing any document.

Feedback and Assistance

We welcome your feedback on the accessibility of our website. If you encounter any accessibility barriers, have difficulty accessing any information, or require material in an alternative format, please contact us using one of the following methods:

Contact Method Details

Phone 608-608-8117

Email exactlydermhealth@gmail.com

Office Address Exactly Dermatology, Aesthetics and Health 515 Junction Road, Suite 2300 Madison, WI 53717

Office Hours Monday – Friday, 8:00 AM – 5:00 PM

When contacting us, please specify:

1. The nature of the accessibility issue.
2. The web page address (URL) or specific content you were trying to access.
3. Your contact information and the preferred format in which you would like to receive the information (e.g., large print, electronic document, audio recording).
4. A member of our team will respond to your request within 2 business days.

Technical Specifications

Our website relies upon the following technologies to conform with WCAG 2.1 Level AA:

• HTML
• WAI-ARIA
• CSS
• JavaScript

These technologies are relied upon for conformance with the accessibility standards used.

Assessment Approach

Exactly Dermatology, Aesthetics and Health reviews the accessibility of our website through:

• Self-evaluation by our trained staff.
• Periodic external audits by accessibility professionals.
• User feedback and testing.

Notice Regarding Clinical Photographs

Please note that some pages of our website may contain clinical photographs of dermatological conditions. These images are for educational and informational purposes. If you require alternative text descriptions of these images to understand the content, please contact our office, and we will provide a detailed description.

Approval

This Accessibility Statement was approved by:

Juliet Aylward, MD

Owner-Operator

Exactly Dermatology, Aesthetics and Health

This statement was last updated on February 16, 2026.