Effective date: 2026-07-21 · Operated by: TrichoMap LLC ("TrichoMap," "we," "us")
TrichoMap is software used by hair-restoration and dermatology practices to document and track hair and scalp conditions over time, including photographs, close-up (dermoscopy) images, structured clinical findings, and standardized assessment scores. This policy explains how we handle information, and in particular how we create and use de-identified information.
Your healthcare provider (the "Practice") uses TrichoMap to deliver care to you. The Practice controls your medical record. TrichoMap acts as the Practice's service provider (a "Business Associate" under the federal health-privacy law, HIPAA) and handles your health information on the Practice's behalf and under a written agreement with the Practice.
Through your Practice, TrichoMap may hold: your name and contact details, your photographs and close-up (dermoscopy) images, your clinical findings, diagnoses, treatment plans, follow-up information, and standardized assessment scores. This information is protected health information and is handled under HIPAA and our agreement with your Practice.
Your identifiable health information is used to provide the service to you and your Practice — for example, to store and display your photos and progress over time, and to let your care team document and review your care. We protect it with administrative, physical, and technical safeguards and do not sell it.
We create de-identified information from the data in TrichoMap, and we use that de-identified information to improve our product, for research and publication, and for commercial purposes including licensing to third parties such as pharmaceutical and medical-device companies.
What "de-identified" means here. Before information is used for these purposes, we remove the details that could identify you, following the HIPAA "Safe Harbor" standard. In practice this means:
Close-up (dermoscopy) images are magnified pictures of the scalp and hair follicles. They do not show your face and, once stripped of hidden file data and separated from your identifying details, are not reasonably identifiable as you. Once information has been de-identified in this way, it is no longer considered your protected health information under HIPAA, and we may retain and use it as described above, including after you stop using TrichoMap or your Practice stops using TrichoMap.
We are transparent about this on purpose. De-identified data is central to how TrichoMap is built and sustained. We tell you about it plainly rather than burying it.
We do not sell information that identifies you. The commercial uses described in Section 4 involve de-identified information only.
Because your Practice controls your medical record, requests about your identifiable health information — to see it, correct it, or ask about how your Practice uses it — should be directed to your Practice. Your Practice's own Notice of Privacy Practices also applies to your care.
Your identifiable information is retained for as long as your Practice maintains your record and as required by law. De-identified information, once created, is retained indefinitely, as described in Section 4.
TrichoMap is used by healthcare practices for patients of varying ages under the direction of the treating provider. Information about minors is handled under the same protections and under the Practice's direction and applicable law.
Depending on where you live, you may have additional rights under state or international privacy or biometric-information law (for example, the Illinois Biometric Information Privacy Act, the Washington My Health My Data Act, the California Consumer Privacy Act, and the EU/UK General Data Protection Regulation). Those rights apply to the extent required by law. To exercise such rights, contact your Practice or contact us using the information in Section 10.
We may update this policy; material changes will be communicated appropriately. Questions can be directed to admin@trichomap.com. For questions about your specific medical record, contact your Practice.