Last Updated: January 3, 2026

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1. Introduction

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The Aesthetic Studio ("we," "our," or "us") is committed to protecting the privacy and confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or book appointments with us.

We comply with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and all applicable provincial privacy legislation, including Ontario's Personal Health Information Protection Act (PHIPA).

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2. Information We Collect

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2.1 Personal Information

 

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, mailing address

• Identification Information: Date of birth, government-issued ID (when required)

• Health Information: Medical history, current medications, allergies, skin conditions, previous cosmetic treatments, treatment preferences, and any other health-related information relevant to the services you receive

• Appointment Information: Appointment dates, times, services requested, and treatment notes

• Payment Information: Billing address, payment method details (processed securely through third-party payment processors)

• Photographs: Before and after treatment photos (only with your explicit consent)

• Communication Records: Records of our communications with you, including emails, phone calls, and messages

 

2.2 Information Collected Automatically

 

When you visit our website or use our online booking system, we may automatically collect:

• Device Information: IP address, browser type, operating system

• Usage Data: Pages viewed, time spent on pages, links clicked

• Cookies and Tracking Technologies: We use cookies to enhance your experience. You can control cookie preferences through your browser settings.

 

3. How We Use Your Information

 

We use your personal information for the following purposes:

• Providing Services: To deliver medical aesthetic treatments and consultations tailored to your needs

• Appointment Management: To schedule, confirm, modify, or cancel appointments

• Treatment Planning: To develop personalized treatment plans and track your progress

• Communication: To respond to your inquiries, provide appointment reminders, and send important updates about your care

• Payment Processing: To process payments for services rendered

• Record Keeping: To maintain accurate medical and treatment records as required by law

• Legal Compliance: To comply with legal and regulatory obligations, including health record retention requirements

• Service Improvement: To improve our services, website functionality, and customer experience

• Marketing: To send promotional materials about our services (only with your explicit consent, and you may opt out at any time)

 

4. Legal Basis for Processing (PIPEDA Compliance)

 

Under PIPEDA, we collect and use your personal information based on:

• Consent: You provide explicit consent for us to collect and use your personal and health information

• Legal Obligation: We are required by law to maintain certain health records

• Legitimate Interests: Processing is necessary to provide you with the services you have requested

 

5. How We Share Your Information

 

We do not sell your personal information. We may share your information with:

 

5.1 Service Providers

• Jane App: Our online booking and practice management system that securely stores appointment and client information

• Payment Processors: Secure third-party payment processors for transaction processing

• IT Service Providers: Companies that help us maintain our technology infrastructure

• Email Service Providers: For sending appointment confirmations and communications

All service providers are contractually obligated to protect your information and use it only for the purposes we specify.

 

5.2 Healthcare Providers

 

With your consent, we may share relevant health information with:

• Your primary care physician

• Other healthcare professionals involved in your care

• Specialists to whom we refer you

 

5.3 Legal Requirements

 

We may disclose your information when required by law, such as:

• In response to valid legal processes (subpoenas, court orders)

• To comply with regulatory requirements

• To protect our rights, property, or safety, or that of others

• In the event of a medical emergency

 

5.4 Business Transfers

 

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new owner, subject to the same privacy protections.

 

6. International Data Transfers

 

Some of our service providers (such as Jane App) may store or process data on servers located outside of Canada, including in the United States. When your information is transferred outside Canada, it is subject to the laws of that jurisdiction. We ensure that appropriate safeguards are in place to protect your information in accordance with Canadian privacy laws.

 

7. Data Security

 

We implement appropriate technical and organizational security measures to protect your personal information, including:

• Secure, encrypted connections (SSL/TLS) for data transmission

• Password-protected and encrypted systems

• Access controls limiting who can view your information

• Regular security assessments and updates

• Secure physical storage of paper records

• Employee training on privacy and confidentiality obligations

 

However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

 

8. Data Retention

 

We retain your personal information for as long as necessary to:

• Provide you with ongoing services

• Comply with legal and regulatory obligations (PHIPA requires retention of health records for at least 10 years after the last entry or until the patient reaches 28 years of age, whichever is longer)

• Resolve disputes and enforce our agreements

 

When information is no longer needed, we securely destroy or anonymize it.

 

9. Your Privacy Rights

 

Under Canadian privacy law, you have the right to:

 

9.1 Access

 

Request access to the personal information we hold about you, including the right to receive a copy of your health records.

 

9.2 Correction

 

Request correction of inaccurate or incomplete personal information.

 

9.3 Withdrawal of Consent

 

Withdraw your consent for certain uses of your information at any time (subject to legal or contractual restrictions). Note that withdrawing consent may limit our ability to provide services to you.

 

9.4 Deletion

 

Request deletion of your personal information, subject to legal retention requirements.

 

9.5 Restriction

 

Request that we restrict processing of your personal information in certain circumstances.

 

9.6 Portability

 

Request a copy of your information in a structured, commonly used format.

 

9.7 Lodge a Complaint

 

File a complaint with the Privacy Commissioner of Canada or the Information and Privacy Commissioner of Ontario if you believe your privacy rights have been violated.

 

To exercise these rights, please contact us using the information provided in Section 14.

 

10. Marketing Communications

 

With your consent, we may send you:

• Promotional offers and service updates

• Educational content about aesthetic treatments

• Special event invitations

 

You may opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in emails

• Contacting us directly at diggins.em@gmail.com or (519) 580-8235

• Updating your preferences in your online account

 

Note: Even if you opt out of marketing communications, we will still send you essential service-related communications about your appointments and care.

 

11. Cookies and Tracking Technologies

 

Our website uses cookies and similar technologies to:

• Remember your preferences

• Analyze website traffic and usage patterns

• Improve website functionality

• Provide personalized content

 

You can control cookies through your browser settings. However, disabling cookies may affect website functionality.

 

11.1 Types of Cookies We Use

• Essential Cookies: Required for website operation

• Analytics Cookies: Help us understand how visitors use our website

• Functional Cookies: Remember your preferences and settings

 

12. Third-Party Links

 

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

 

13. Children's Privacy

 

Our services are intended for adults. We do not knowingly collect personal information from individuals under 16 without parental consent. If you believe we have inadvertently collected information from a minor, please contact us immediately.

 

14. Contact Us

 

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

 

The Aesthetic Studio
1386 King St N, St. Jacobs, Ontario
Email: diggins.em@gmail.com
Phone: (519) 580-8235

Privacy Officer: Emilee Diggins, RPN
Email: diggins.em@gmail.com

 

15. Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date

• Sending you an email notification (if you have provided your email address)

• Posting a notice on our booking platform

 

Your continued use of our services after changes are posted constitutes acceptance of the updated Privacy Policy.

 

16. Consent

 

By using our services, booking appointments, or providing us with your personal information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.

For health information specifically, we will obtain your explicit written consent before collecting, using, or disclosing your personal health information, as required by PHIPA.

 

You may withdraw your consent at any time by contacting us, subject to legal or contractual restrictions.

Acknowledgment

 

This Privacy Policy is designed to help you understand your rights and our obligations regarding your personal information. If you have any questions or concerns, please do not hesitate to contact us.

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The Aesthetic Studio
1386 King St N, St. Jacobs, Ontario