Privacy Policy
Introduction
DermEsthetics (“DermEsthetics,” “we,” “us,” or “our”) operates a medical aesthetics clinic located in Mississauga, Ontario, and the website dermesthetics.ca (the “Website”). We are committed to protecting the privacy and security of the personal information you share with us.
This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices and rights available to you. It applies to information collected through our Website, in our clinic, and through any other communication with our team, including phone, email, WhatsApp, and social media.
By using our Website or our services, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree with this policy, please do not use our Website or provide us with your personal information.
This Privacy Policy is intended to comply with the *Personal Information Protection and Electronic Documents Act* (PIPEDA), Canada’s federal private-sector privacy law. Depending on the nature of certain records, additional Ontario health privacy legislation may also apply; where that is the case, we handle personal health information in accordance with applicable requirements. [Note: DermEsthetics should confirm with a qualified privacy lawyer whether the clinic’s records fall under Ontario’s *Personal Health Information Protection Act* (PHIPA) in addition to PIPEDA.]
Information We Collect
We collect only the information that is reasonably necessary to provide our services, operate our Website, and communicate with you.
Personal Information
This may include:
- Full name
- Email address
- Phone number
- Mailing or billing address
- Emergency contact details (where applicable)
Medical Information
Where relevant to your treatment, we may collect:
- Health history and relevant medical background
- Details of previous cosmetic or medical treatments
- Allergies, medications, and known contraindications
- Consultation notes and treatment records
- Before-and-after photographs, taken only with your written consent
Medical and treatment information is collected solely to assess your suitability for treatment, plan your care, and maintain accurate clinical records.
Payment Information
We (or our third-party payment processor) may collect:
- Credit or debit card details
- Billing name and address
- Transaction and payment history
DermEsthetics does not store full payment card details on our own systems where a third-party payment processor is used. [Payment Processor Name] handles payment processing in accordance with its own privacy and security standards.
Website Usage Data
When you visit our Website, we may automatically collect:
- IP address
- Browser type and device information
- Pages viewed and time spent on the Website
- Referring website or search terms
- General location data (city or region level)
Cookies and Tracking Technologies
Our Website may use cookies and similar tracking technologies to:
- Remember your preferences
- Understand how visitors use our Website
- Improve Website performance and content
- Support advertising and analytics tools, such as Meta (Instagram/Facebook) Pixel or Google Analytics, where applicable
You can control or disable cookies through your browser settings. Please note that disabling cookies may affect certain features of the Website.
How We Use Your Information
We use the information we collect to:
- Schedule, confirm, and manage appointments
- Provide safe, appropriate, and personalized treatment
- Maintain accurate clinical and administrative records
- Process payments
- Respond to inquiries and provide customer support
- Send appointment reminders and administrative updates
- Send marketing communications, where you have consented
- Improve our Website, services, and client experience
- Meet legal, regulatory, and professional obligations
Consent
By providing your personal information, you consent to its collection, use, and disclosure as described in this Privacy Policy.
- For medical and treatment-related information, we obtain your specific written consent before treatment, separate from general website use.
- You may withdraw consent for non-essential uses (such as marketing) at any time, subject to legal or contractual restrictions and reasonable notice.
- Withdrawing consent may limit our ability to provide certain services, such as appointment reminders sent by text or email.
How We Protect Your Information
We take reasonable administrative, technical, and physical safeguards to protect your personal information against loss, theft, unauthorized access, disclosure, or misuse. These may include:
- Restricted access to client records, limited to authorized team members
- Secure storage of physical and electronic records
- Use of reputable, secure third-party platforms for booking and payment processing
No method of transmission over the internet or electronic storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.
Sharing Information with Third Parties
We do not sell your personal information. We may share information with:
- Service providers who support our operations, such as booking platforms, payment processors, and IT or hosting providers, solely for the purpose of delivering our services
- Professional advisors, such as accountants or legal counsel, where necessary
- Regulatory or legal authorities, where required by law, court order, or professional obligation
- Other healthcare providers, only with your consent, such as when a referral is required
Any third party we work with is expected to handle your information responsibly and only for the purpose for which it was shared.
Appointment Booking Information
When you book an appointment with us — whether through our Website, [Booking Platform], phone, WhatsApp, or Instagram/Facebook messaging — we collect the information necessary to schedule and confirm your visit, such as your name, contact details, and requested service.
Information submitted through third-party booking or messaging platforms is also subject to that platform’s own privacy policy. We encourage you to review the privacy practices of any platform you use to contact us.
Any third party we work with is expected to handle your information responsibly and only for the purpose for which it was shared.
Marketing Communications
With your consent, we may send marketing communications by email, text message, or WhatsApp, including:
- Promotional offers and seasonal campaigns
- New service announcements
- General clinic updates
You can opt out of marketing communications at any time by:
- Clicking "unsubscribe" in any marketing email
- Replying "STOP" to text messages, where applicable
- Contacting us directly at [Contact Email] or [Phone Number]
Opting out of marketing communications does not affect appointment-related or administrative messages necessary to provide our services.
Data Retention
We retain personal and medical information only for as long as necessary to:
- Provide ongoing care and treatment
- Meet professional, regulatory, or legal recordkeeping requirements
- Resolve disputes and enforce our agreements
Retention periods for clinical records follow applicable professional and regulatory standards for medical aesthetics practice in Ontario. [Note: Specific retention periods should be confirmed against current Ontario recordkeeping requirements applicable to the clinic’s scope of practice.]
Children's Privacy
Our Website and services are not directed at, or intended for, individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have inadvertently collected information from a minor without appropriate consent, we will take steps to delete it.
Your Rights
Under PIPEDA, you have the right to:
- Know why we collect, use, or disclose your personal information
- Access the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Withdraw consent for certain uses, subject to legal and contractual limitations
- File a complaint if you believe your privacy rights have not been respected
Access, Update, or Delete Personal Information
To request access to, correction of, or deletion of your personal information, please contact us at:
We will respond to reasonable requests within a reasonable timeframe, as required by applicable privacy law. We may need to verify your identity before fulfilling certain requests. Please note that some information, such as clinical records required for legal or professional recordkeeping purposes, may not be eligible for deletion within mandatory retention periods.
Third-Party Services
Our Website and clinic operations may rely on third-party services, including:
- Booking and scheduling platforms
- Payment processors
- Website hosting and analytics providers
- Social media platforms (Instagram, TikTok, Facebook)
These third parties operate under their own privacy policies, which we encourage you to review. DermEsthetics is not responsible for the privacy practices of independent third-party services.
External Links
Our Website may contain links to external websites, including social media platforms. We are not responsible for the content, privacy practices, or security of external websites. We encourage you to review the privacy policy of any external site you visit.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or legal requirements. Any changes will be posted on this page with a revised “Last Updated” date. We encourage you to review this Privacy Policy periodically.
Contact Information
If you have questions about these Terms & Conditions, please contact us: