I CARE BEAUTY CLINIC PRIVACY POLICY

PRIVACY POLICY

Originally Effective: July 2018
Last Updated: July 2026

  1. Our Commitment to Privacy

I Care Beauty Clinic (“I Care Beauty Clinic,” “the Clinic,” “we,” “our,” or “us”) is committed to protecting the privacy, confidentiality, integrity, and security of your personal information.

We recognize that our patients place significant trust in us when sharing personal, medical, financial, and health information.

Protecting this information is one of our highest priorities.

We collect, use, disclose, retain, and safeguard personal information in accordance with:

  • Personal Information Protection Act (PIPA) – British Columbia
  • Applicable Canadian privacy legislation
  • Professional regulatory requirements
  • Applicable healthcare record retention standards
  • Other applicable legal obligations
  1. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected through:

  • Our website
  • Online booking systems
  • JaneApp
  • Contact forms
  • Google Forms
  • Telephone
  • Email
  • SMS
  • WhatsApp
  • Social media
  • In-person consultations
  • Medical consultations
  • Treatment appointments
  • Patient intake forms
  • Financing applications (where applicable)
  • Payment processing
  • Product purchases
  • Memberships
  • Packages
  • Gift card purchases
  • Promotional events
  • Surveys
  • Reviews
  • Communications with our clinic
  1. Information We Collect

Depending on the services you request, we may collect:

Personal Information

  • Full name
  • Date of birth
  • Gender
  • Address
  • Telephone number
  • Mobile number
  • Email address
  • Emergency contact
  • Government-issued identification (where reasonably necessary and with consent)

Medical Information

  • Medical history
  • Surgical history
  • Allergies
  • Medications
  • Pregnancy or breastfeeding status
  • Skin history
  • Previous cosmetic procedures
  • Contraindications
  • Health questionnaires
  • Consultation notes
  • Practitioner assessments
  • Treatment recommendations

Treatment Information

  • Consultation records
  • Clinical notes
  • Treatment plans
  • Procedures performed
  • Products used
  • Device settings where applicable
  • Follow-up records
  • Before and after photographs (with applicable consent)
  • Treatment outcomes

Financial Information            

  • Payment history
  • Invoices
  • Receipts
  • Financing information
  • Deposits
  • Memberships
  • Package purchases
  • Gift cards
  • Outstanding balances

Website Information

When you visit our website we may automatically collect:

  • IP address
  • Browser type
  • Operating system
  • Device information
  • Pages visited
  • Session duration
  • Referring website
  • Geographic region (approximate)
  • Website interactions
  1. Why We Collect Information

Your information may be collected for purposes including:

  • Consultation
  • Medical assessment
  • Treatment planning
  • Patient safety
  • Treatment delivery
  • Follow-up care
  • Appointment scheduling
  • Appointment reminders
  • Billing
  • Payment processing
  • Financing
  • Customer service
  • Medical record keeping
  • Legal compliance
  • Risk management
  • Quality assurance
  • Fraud prevention
  • Website security
  • Analytics
  • Marketing (where permitted)
  • Improving our services
  1. Consent

Whenever required, we obtain your consent before collecting, using, or disclosing your personal information.

Consent may be:

  • Written
  • Electronic
  • Verbal
  • Implied where permitted by law

You may withdraw consent at any time, subject to legal, contractual, regulatory, or medical record retention obligations.

Withdrawal of consent may affect our ability to provide certain services.

  1. Medical Records

Medical records created during consultation or treatment become part of your confidential patient file.

These records may include:

  • Consultation forms
  • Medical history
  • Treatment notes
  • Clinical assessments
  • Progress notes
  • Clinical photographs
  • Consent forms
  • Practitioner observations
  • Communications regarding treatment
  • Follow-up documentation

Medical records are maintained according to applicable professional standards and legal requirements.

  1. Clinical Photographs

Clinical photographs may be taken for purposes including:

  • Treatment planning
  • Monitoring progress
  • Medical documentation
  • Continuity of care
  • Practitioner reference

Photographs used for marketing, education, advertising, social media, or our website will only be used where you have provided separate authorization when required.

Declining marketing consent will not affect your treatment.

  1. Communications

You authorize us to communicate with you regarding:

  • Appointment confirmations
  • Appointment reminders
  • Follow-up care
  • Aftercare instructions
  • Billing
  • Receipts
  • Treatment recommendations
  • Safety information
  • Clinic announcements
  • Administrative matters

Communications may occur by:

  • Telephone
  • Email
  • SMS/Text Message
  • WhatsApp
  • JaneApp Messaging
  • Secure patient portals
  • Other secure communication systems used by the clinic

You may request changes to your communication preferences where reasonably possible.

  1. Online Booking

When using our online booking systems, we may collect information necessary to:

  • Schedule appointments
  • Confirm appointments
  • Send reminders
  • Verify identity
  • Prepare consultation records
  • Maintain patient records
  • Process payments where applicable

Our booking systems may be provided through trusted third-party providers.

  1. Security of Personal Information

We use reasonable administrative, physical, and technical safeguards to protect your information.

Security measures may include:

  • Password-protected systems
  • Secure cloud storage
  • Encrypted communications where appropriate
  • Restricted staff access
  • Secure payment processing
  • Role-based permissions
  • Staff confidentiality obligations
  • Secure record retention procedures

Although we use commercially reasonable safeguards, no method of electronic storage or internet transmission can be guaranteed to be completely secure.

  1. Cookies, Analytics & Similar Technologies

To improve the performance, functionality, security, and user experience of our website, I Care Beauty Clinic uses cookies and similar technologies.

These technologies help us understand how visitors interact with our website and improve our online services.

Cookies may be stored temporarily during your browsing session or remain on your device until they expire or are deleted.

For more information, please refer to our separate Cookie Policy.

  1. Google Analytics

Our website uses Google Analytics to help us understand how visitors use our website.

Google Analytics may collect information including:

  • Pages visited
  • Time spent on pages
  • Browser type
  • Device type
  • Approximate geographic location
  • Website traffic sources
  • User interactions
  • Website performance metrics

This information is used only to improve our website and services.

Google Analytics does not intentionally identify individual users.

For more information, please visit:

https://policies.google.com/privacy

  1. Google Ads & Conversion Tracking

Our website may use Google Ads and related Google advertising services.

These services may collect information to:

  • Measure advertising effectiveness
  • Improve ad performance
  • Track conversions
  • Improve local search visibility
  • Understand customer interactions

Examples of tracked website interactions may include:

  • Book Online clicks
  • Phone call clicks
  • Contact form submissions
  • Email clicks
  • WhatsApp clicks
  • Instagram clicks
  • Google Maps interactions
  • Other website engagement metrics

This information helps us improve our advertising campaigns and better understand customer needs.

  1. Google Tag Manager

Our website may use Google Tag Manager to manage website tags and measurement tools.

Google Tag Manager itself does not collect personal information but assists in deploying analytics, advertising, and website functionality tools.

  1. Meta (Facebook & Instagram)

Our website may use Meta technologies including:

  • Meta Pixel
  • Facebook Conversion API (where applicable)
  • Instagram integrations

These technologies help us:

  • Measure advertising performance
  • Improve marketing campaigns
  • Understand visitor behavior
  • Deliver more relevant advertising

Meta may process information according to its own Privacy Policy.

For more information:

https://www.facebook.com/privacy/policy

  1. Third-Party Service Providers

To operate our clinic efficiently, we may use trusted third-party service providers including but not limited to:

  • JaneApp
  • Google
  • Microsoft
  • Meta Platforms
  • WhatsApp
  • Payment processors
  • Financing providers
  • Cloud storage providers
  • Website hosting providers
  • Email service providers
  • SMS communication providers
  • IT support providers
  • Security providers
  • Legal advisors
  • Accounting professionals

These providers receive only the information reasonably necessary to perform their services and are expected to protect your information appropriately.

  1. Payment Processing

Payments may be processed using secure third-party payment processors.

I Care Beauty Clinic does not intentionally store complete payment card numbers on its website.

Payment processors may collect information necessary to:

  • Authorize payments
  • Prevent fraud
  • Process refunds (where applicable)
  • Comply with financial regulations

All payment information is handled according to applicable payment industry security standards.

  1. Financing Providers

If you choose financing, your information may be shared with the financing provider solely for purposes including:

  • Credit assessment
  • Financing approval
  • Loan administration
  • Payment processing

Financing agreements are separate contracts between you and the financing company.

Their collection, use, and disclosure of information are governed by their own privacy policies.

  1. Legal Disclosure

Your personal information may be disclosed where permitted or required by law, including:

  • Court orders
  • Search warrants
  • Regulatory investigations
  • Professional licensing bodies
  • Government authorities
  • Law enforcement agencies
  • Insurance providers where applicable
  • Collection agencies where legally permitted
  • Legal proceedings
  • Fraud investigations

We disclose only the information reasonably necessary under the circumstances.

  1. Information Security & Data Protection

Protecting your information is extremely important to us.

We maintain reasonable administrative, technical, and physical safeguards designed to protect personal information against:

  • Unauthorized access
  • Unauthorized disclosure
  • Loss
  • Theft
  • Misuse
  • Alteration
  • Destruction

Security measures may include:

  • Password-protected systems
  • Role-based staff access
  • Secure cloud storage
  • Firewalls
  • Antivirus protection
  • Encrypted communications where appropriate
  • Staff confidentiality obligations
  • Secure disposal of records
  • Routine security monitoring

While we take reasonable steps to protect your information, no method of electronic transmission or storage can be guaranteed to be 100% secure.

  1. Record Retention

I Care Beauty Clinic retains patient records, consultation notes, treatment documentation, financial records, consent forms, communications, and other related records for the period required by applicable laws, professional regulatory requirements, and accepted healthcare record retention standards.

When records are no longer required, they will be securely destroyed or permanently anonymized in accordance with applicable legal and professional requirements.

  1. Your Privacy Rights

Subject to applicable law, you may have the right to:

  • Request access to your personal information.
  • Request correction of inaccurate or incomplete information.
  • Request updates to your contact information.
  • Withdraw consent where legally permitted.
  • Request information regarding how your information has been used.
  • Ask questions regarding our privacy practices.
  • File a privacy complaint.

Certain requests may be limited where disclosure is restricted by law or where retaining information is required for legal, regulatory, professional, medical, or contractual reasons.

  1. Access to Your Records

If you wish to request access to your personal information or medical records, please submit a written request to the clinic.

For your protection, we may verify your identity before releasing any records.

Where permitted by law, reasonable administrative fees may apply for extensive record retrieval, copying, or preparation.

  1. Correction of Information

If you believe any personal information maintained by the clinic is inaccurate or incomplete, you may request that it be corrected.

If a correction cannot legally or professionally be made, we will document your request and, where appropriate, attach your statement to your records.

  1. Withdrawal of Consent

You may withdraw your consent for certain uses or disclosures of your personal information at any time, subject to legal, medical, contractual, and regulatory obligations.

Please note that withdrawing consent may affect our ability to:

  • provide treatment,
  • schedule appointments,
  • communicate with you,
  • maintain continuity of care,
  • comply with legal obligations.

Withdrawal of consent does not apply retroactively to information already collected or used in accordance with your previous consent or applicable law.

  1. Marketing Communications

With your consent where required, I Care Beauty Clinic may occasionally send information regarding:

  • clinic updates,
  • new service