Roxy Aesthetics Policies

Appointment Policy

Arriving late will deprive you of valuable treatment time. We will make every effort to perform your entire treatment in the remaining scheduled time but reserve the right to reschedule your appointment if arriving more than 10 minutes late and charge the cancellation fee (see Cancellation / No Show Policy for details).

Appointment Deposits

Booking an appointment online or by calling Roxy Aesthetics will require a credit/debit card to be stored in your patient chart and a deposit to hold your appointment. This deposit will be applied toward your service total upon completion of service (tox, dermal filler, microneedling, skincare, VI &/or PCA chemical peel) at check-out. Deposits will vary according to which service is booked and the length of appointment time. Please be aware of our 48-hour cancellation policy below so that you do not forfeit your deposit. Deposits will not be credited for future appointments if rescheduling or cancelling occurs within less than 48 hours' notice. 

Cancellation / No Show Policy

At Roxy Aesthetics we have a 48-hour Cancellation / No Show Policy in place to ensure guests can get in for appointments in a timely manner and to respect our providers’ time. Any appointment that no shows and/or cancels less than 48 hours prior to their scheduled appointment will forfeit the deposit. If for some reason a deposit is not collected at the time of scheduling your appointment, we reserve the right to charge the credit card on file in the amount of $50 for 30-minute appointments, $100 for 1-hour appointments, and $150 for any appointments that are 1+ hours in length if this policy is violated.

***This also includes any unconfirmed appointments***

If a client has canceled, with less than 48-hours' notice, 3 times, client will then be required to prepay in full for future services at time of booking appointment. The amount pre-paid for is nonrefundable if the no-show/cancellation policy is violated. If appointment is rescheduled prior to 48 hours of the appointment time, the amount paid will be credited for future services at Roxy Aesthetics. A pattern of repeat late cancellation appointments may result in dismissal from the practice.

No Shows will not be tolerated at all and therefore will be unable to book future appointments.

We respect our Providers’ time as they are booked out days to weeks ahead. Last-minute cancellations do not allow us time to fill those gaps. We appreciate your understanding of our cancellation policy. This will allow Roxy Aesthetics to continue to provide the highest quality service for you and future patients, as well as valuing our team members’ time.

By scheduling an appointment, you are agreeing to our cancellation/no-show policy.

Financial Policy

Roxy Aesthetics does not accept health insurance and does not bill for services rendered. Because we are a Medical Spa and not a primary care practice - services, medications, and products purchased may NOT be paid for with Flexible Spending Accounts (FSA) or Health Savings Accounts (HSA). Most insurance plans do not cover elective aesthetic or cosmetic procedures, including esthetician services, lasers, injectables, products, supplements, and non-essential medications. 

I also agree that any and all collection fees or attorney fees incurred as a result of delinquent payment will be my responsibility. 

Furthermore, I hereby consent and authorize Roxy Aesthetics to disclose my patient health information (PHI) in conjunction with treatment or payment of my treatment in accordance with the terms of this consent. I understand that I am personally responsible for all payments for services and products rendered.

Refund Policy

We do not offer refunds on any services rendered. Aesthetic results are quite variable from person to person and while we do our best to achieve the desired outcome, it cannot be guaranteed. Clients are responsible for additional treatments needed to achieve desired results.

Retail: We do not offer refunds on products purchased. Defective products may be exchanged within 14 days for the same product only.

No refund on Gift Certificates purchases.

Children Policy

Here at Roxy Aesthetics, we love babies and children, however, we ask that you please make childcare arrangements prior to your appointment. This ensures the safety of your children as well as a relaxing environment for all clients.

Thank you for your cooperation and consideration of all our patients. We cannot wait to see you in El Reno.

Last Updated: September 9, 2025

Roxy Aesthetics, LLC (“we,” “our,” or “us”) is committed to protecting the privacy and security of your personal and health information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you receive aesthetic medical services from us or visit our website.

1. Scope

This Privacy Policy applies to all personal information and protected health information (PHI) we collect from adult clients (18+) who receive aesthetic services, including but not limited to injectables, microneedling, chemical peels, and skincare consultations, at our location in Oklahoma.

2. Information We Collect

We collect the following types of information:

• Personal Identifiers: Name, date of birth, address, phone number, email address.
   
• Health Information (PHI): Medical history, allergies, treatment history, medications, photographs (for clinical documentation), and provider notes.
   
• Payment Information: Billing address, credit/debit card information, or third-party financing details (e.g., Cherry Financing).
   
• Website Data: Limited non-identifiable information such as cookies or IP addresses if you use our website or online booking system.
   

3. How We Use Your Information

We use your information to:

• Provide, document, and coordinate aesthetic services.
   
• Communicate appointment reminders, treatment plans, and post-care instructions.
   
• Process payments and manage billing.
   
• Comply with legal and regulatory requirements.
   
• Improve our services, marketing efforts, and client experience (with consent).
   

4. How We Share Information

We will not sell or trade your information. We may share your information only in the following cases:

• With healthcare providers involved in your care.
   
• With third-party service providers (e.g., EMR software, payment processors) who are bound by confidentiality agreements.
   
• As required by law (e.g., public health reporting, law enforcement, subpoenas).
   
• With your written authorization for marketing or promotional use of photos or testimonials.
   

5. Your Privacy Rights

Under HIPAA and Oklahoma law, you have the right to:

• Access and request a copy of your records.
   
• Request corrections to your information.
   
• Receive an accounting of disclosures.
   
• Request restrictions on certain disclosures.
   
• Request confidential communication methods (e.g., phone vs. email).
   
• File a complaint if you believe your rights have been violated.
   

To exercise your rights, contact us at RoxyRNAesthetics@gmail.com

6. Data Security

We follow strict administrative, physical, and technical safeguards to protect your information. Records are stored in a HIPAA-compliant electronic medical record system.

7. Retention of Records

We retain your medical records for at least 7 years as required by Oklahoma law and HIPAA regulations, after which they will be securely destroyed.

8. Minors

We provide services only to adults 18+. We do not knowingly collect or maintain information from minors.

9. Changes to this Privacy Policy

We may update this policy from time to time to comply with changes in law or our practices. The updated version will be posted in our clinic and on our website.

10. Contact Information

For questions or concerns about this Privacy Policy, please contact:

Roxy Aesthetics, LLC
110 South Rock Island Avenue, El Reno, OK 73036
405-638-2790
RoxyRNAesthetics@gmail.com