PRIVACY POLICY
Last Updated: August 8, 2026
At Meraki Skin Clinic, your privacy and confidentiality are important to us. We are committed to protecting the personal and health information you share with us and handling it responsibly, securely, and transparently.
This Privacy Policy explains how Meraki Skin Clinic collects, uses, stores, protects, and discloses personal information when you visit our clinic, receive services from us, communicate with us, book an appointment, make a payment, complete a form, or use our website.
Where applicable, we handle personal information in accordance with Canadian and Ontario privacy legislation, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and the Personal Health Information Protection Act, 2004 (PHIPA).
By providing personal information to Meraki Skin Clinic, you acknowledge the practices described in this Privacy Policy.
1. INFORMATION WE MAY COLLECT
The information we collect depends on your interactions with our clinic and the services you receive.
Personal Information
We may collect information such as:
Full name
Date of birth
Address
Telephone number
Email address
Emergency contact information
Appointment and booking information
Communication preferences
Payment and transaction information
Information contained in emails, text messages, website forms, or other communications with our clinic
Health and Treatment Information
When you inquire about or receive a treatment, we may collect information that is necessary to assess your suitability for treatment and provide appropriate care.
This may include:
Medical history
Current or previous medical conditions
Allergies and sensitivities
Current medications and supplements
Pregnancy or breastfeeding status where relevant to treatment
Previous cosmetic or medical treatments
Treatment history
Consultation notes
Treatment recommendations
Consent forms
Treatment settings, products, devices, and techniques used
Treatment outcomes
Adverse reactions or complications
Follow-up and aftercare information
Other information relevant to providing safe and appropriate treatment
We aim to collect only the information reasonably necessary for the purpose for which it is being collected.
2. CLINICAL PHOTOGRAPHS
For certain treatments, we may take photographs or videos before, during, or after treatment.
Clinical Documentation
Clinical photographs may be taken when reasonably necessary to:
Document your condition before treatment
Assist with treatment planning
Monitor treatment progress
Compare treatment results
Maintain appropriate clinical records
Support follow-up care or assessment
Clinical photographs form part of your confidential treatment record when used for these purposes.
Marketing and Social Media
We will not use identifiable clinical photographs or videos for advertising, social media, website content, promotional materials, educational content, or other public-facing purposes without obtaining appropriate consent.
Consent to receive treatment is not the same as consent to use your images for marketing.
You may decline marketing photography without affecting your ability to receive treatment.
Where permitted by law and applicable consent terms, you may also withdraw your consent for future use of your images by contacting us. Withdrawal cannot always reverse materials that were lawfully published or distributed before we received your request.
3. HOW WE USE YOUR INFORMATION
We may use your personal information to:
Schedule, confirm, manage, and reschedule appointments
Conduct consultations and assessments
Determine whether a treatment may be appropriate for you
Provide treatments and services
Maintain clinical and treatment records
Document informed consent
Provide pre-treatment and aftercare instructions
Follow up after treatment
Respond to questions or concerns
Process payments, deposits, refunds, or transactions
Manage memberships, packages, promotions, or account credits where applicable
Communicate important information regarding your appointment or treatment
Improve our clinic operations and client experience
Maintain the security of our clinic, systems, and records
Meet legal, regulatory, professional, insurance, accounting, or record-keeping obligations
Investigate incidents, complaints, chargebacks, or disputes
Send marketing communications where permitted and where appropriate consent has been obtained
We will not use personal or health information for purposes that are unrelated to the purposes for which it was collected unless we obtain additional consent or the use is otherwise permitted or required by law.
4. CONSENT
We obtain consent for the collection, use, and disclosure of personal information where required.
Consent may be provided verbally, electronically, in writing, through an online form, or through your actions where consent can reasonably be inferred.
Certain health information or treatment-related uses may require more specific consent.
You may withdraw consent for certain uses of your personal information by contacting us, subject to legal, regulatory, contractual, professional, or record-keeping requirements.
Withdrawing consent may limit our ability to provide certain treatments or services where the information is reasonably necessary to provide those services safely.
5. APPOINTMENT COMMUNICATIONS
When you book an appointment, we may contact you regarding:
Appointment confirmations
Appointment reminders
Rescheduling
Cancellations
Deposits
Treatment preparation
Consent forms
Pre-care instructions
Aftercare instructions
Treatment follow-ups
Information necessary to provide or manage your care
These service-related communications are different from optional promotional or marketing communications.
6. MARKETING COMMUNICATIONS
With your consent, where required, Meraki Skin Clinic may send you information regarding:
Promotions
Special offers
New treatments
Clinic updates
Events
Product launches
Educational content
Other marketing communications
You may unsubscribe from promotional emails or text messages at any time using the unsubscribe option provided or by contacting the clinic directly.
Unsubscribing from promotional communications will not prevent us from contacting you about an existing appointment, transaction, treatment, safety concern, or other necessary service-related matter.
7. ONLINE BOOKINGS AND FORMS
When you book an appointment online or complete an electronic form, your information may be processed through third-party booking, scheduling, consent, communication, or clinic-management platforms.
Information submitted through these services may include:
Contact details
Appointment details
Treatment selections
Medical information
Consent information
Deposits or payment information
Communications with the clinic
We select service providers with consideration for the nature and sensitivity of the information being handled and take reasonable steps to protect information under our control.
Third-party platforms may also have their own privacy policies and terms of use.
8. PAYMENTS AND FINANCIAL INFORMATION
When you make a payment or booking deposit, payment information may be processed through a third-party payment processor or financial institution.
Depending on the payment method, we may receive information such as:
Your name
Transaction amount
Payment status
Transaction date
Partial payment card information
Transaction or receipt number
When payments are processed through third-party payment providers, Meraki Skin Clinic generally does not receive or store your complete payment card number.
Payment processors and financial institutions may collect and process information according to their own privacy and security practices.
9. WEBSITE INFORMATION AND COOKIES
When you visit our website, certain technical information may be collected automatically.
This may include:
IP address
Browser type
Device type
Operating system
Pages viewed
Time spent on the website
Referring website
General geographic information
Website interactions
Our website may use cookies or similar technologies to help operate the website, remember preferences, understand website performance, analyze traffic, and improve the user experience.
Depending on the tools used on our website, certain cookies or technologies may also support advertising or marketing measurement.
You may be able to control cookies through your browser settings or any cookie preference tools made available on our website. Disabling certain cookies may affect website functionality.
10. ANALYTICS AND THIRD-PARTY TECHNOLOGY
We may use third-party technology providers to support functions such as:
Website hosting
Website analytics
Appointment scheduling
Online forms
Payment processing
Client communications
Email delivery
Text messaging
Electronic records
Data storage
Advertising measurement
Website security
These providers may process limited personal information on our behalf in order to provide their services.
We do not authorize service providers to use personal information under our control for unrelated purposes except where independently permitted by law.
11. WHEN WE MAY SHARE INFORMATION
Meraki Skin Clinic does not sell or rent your personal health information.
We may share personal information where reasonably necessary with:
Healthcare professionals involved in your treatment or care
Authorized clinic staff
Service providers supporting clinic operations
Booking and scheduling providers
Payment processors
Electronic records providers
Technology and website providers
Accountants, insurers, legal advisers, or professional consultants
Regulatory bodies or professional colleges where required
Government or law enforcement authorities where legally required
We limit disclosure to what is reasonably necessary for the applicable purpose.
We may also disclose information when required or permitted by law, including where necessary to respond to a legal process, investigate suspected fraud, protect the safety of an individual, respond to an emergency, or comply with professional or regulatory obligations.
12. ACCESS WITHIN THE CLINIC
Access to personal and health information is limited to individuals who require the information to perform their responsibilities or provide services.
Employees, contractors, healthcare providers, and other individuals working with Meraki Skin Clinic are expected to maintain the confidentiality of information they access through their work.
Accessing personal or health information without an appropriate business or clinical reason is prohibited.
13. HOW WE PROTECT YOUR INFORMATION
Meraki Skin Clinic uses reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we maintain.
These safeguards may include:
Password-protected systems
Access controls
Secure electronic platforms
Restricted access to client records
Staff confidentiality requirements
Secure storage of physical records
Secure disposal practices
Technology security measures
Limiting access to individuals who require the information
Internal privacy and information-handling procedures
No electronic system, internet transmission, or method of data storage can be guaranteed to be completely secure. However, we take reasonable steps to reduce the risk of unauthorized access, use, disclosure, alteration, loss, or theft.
14. PRIVACY AND SECURITY INCIDENTS
If we become aware of unauthorized access, loss, use, or disclosure of personal information, we will assess the incident and take reasonable steps to contain and investigate it.
Where required by applicable privacy legislation, we may also:
Notify affected individuals
Document the incident
Notify applicable privacy authorities or regulatory bodies
Take corrective measures intended to reduce the risk of recurrence
15. RETENTION OF INFORMATION
We retain personal and health information only for as long as reasonably necessary to fulfill the purposes for which it was collected and to meet applicable legal, regulatory, professional, insurance, accounting, and record-retention requirements.
Different types of records may be subject to different retention periods.
When information is no longer required, we may securely delete, destroy, anonymize, or otherwise dispose of it in accordance with applicable requirements.
Withdrawing consent or requesting deletion does not necessarily require Meraki Skin Clinic to destroy information that we are legally or professionally required to retain.
16. ACCESSING YOUR INFORMATION
You may request access to personal information that Meraki Skin Clinic holds about you, subject to applicable law.
We may need to verify your identity before releasing information.
In limited circumstances, applicable law may permit or require us to refuse access to some information.
Where permitted, reasonable administrative fees may apply to certain record requests. If a fee applies, we will communicate this to you as required.
17. CORRECTING YOUR INFORMATION
We make reasonable efforts to maintain accurate and complete information.
If you believe information contained in your record is inaccurate or incomplete, you may contact us to request a correction.
Depending on the nature of the record and applicable law, certain professional opinions, observations, or records created in good faith may not be altered. Where appropriate, a correction, clarification, or notation may instead be added to the record.
18. REQUESTS TO DELETE INFORMATION
You may contact us to request deletion of certain personal information.
However, we may be unable to delete information when retention is required for:
Medical or clinical record-keeping
Professional obligations
Legal requirements
Regulatory requirements
Tax or accounting requirements
Insurance purposes
Dispute resolution
Fraud prevention
Establishing, exercising, or defending legal claims
Where we are permitted to delete information and no longer require it, we will take reasonable steps to do so.
19. INFORMATION STORED OR PROCESSED OUTSIDE CANADA
Some technology providers or service providers used by Meraki Skin Clinic may store or process information on servers located outside Ontario or Canada.
When information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, or governmental authorities in accordance with applicable laws.
Where applicable, we take reasonable steps to ensure service providers protect information entrusted to them.
20. CHILDREN AND MINORS
Certain aesthetic treatments may not be appropriate for individuals under the age of majority.
Where services are provided to a minor, Meraki Skin Clinic will obtain consent in accordance with applicable legal and professional requirements and will consider the individual's capacity to understand the proposed treatment and the collection, use, or disclosure of their information.
Where required or appropriate, consent from a parent, legal guardian, or authorized substitute decision-maker may be requested.
21. THIRD-PARTY WEBSITES
Our website may contain links to websites, social media platforms, booking platforms, payment processors, or other third-party services.
Meraki Skin Clinic is not responsible for the privacy practices, security, or content of third-party websites or services that we do not control.
We encourage you to review the privacy policies of any third-party services you choose to use.
22. SOCIAL MEDIA
If you interact with Meraki Skin Clinic through social media, information you provide may also be processed by the applicable social media platform according to its own privacy policy.
For your privacy, we recommend that you avoid sending detailed medical information through public comments or other publicly visible social media features.
For confidential treatment-related concerns, please contact the clinic directly.
23. YOUR PRIVACY RIGHTS
Depending on the information involved and the applicable privacy legislation, you may have the right to:
Ask how your information is being collected, used, or disclosed
Request access to personal information held about you
Request corrections to inaccurate or incomplete information
Withdraw certain forms of consent
Opt out of promotional communications
Ask questions about our privacy practices
Raise concerns about the handling of your information
Make a complaint regarding our privacy practices
Certain rights may be subject to legal limitations or exceptions.
24. PRIVACY CONCERNS AND COMPLAINTS
If you have a question, concern, complaint, or request relating to your personal information, we encourage you to contact Meraki Skin Clinic first so that we can review and address the matter.
You may also have the right to contact an applicable privacy regulator, including the:
Information and Privacy Commissioner of Ontario (IPC)
for matters governed by Ontario's Personal Health Information Protection Act
or the
Office of the Privacy Commissioner of Canada (OPC)
for matters governed by federal private-sector privacy legislation.
25. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy periodically to reflect changes to our services, technology, business practices, legal requirements, or privacy obligations.
The most current version will be posted on our website with the date of the latest revision.
Where a significant change affects how we collect, use, or disclose personal information, we may provide additional notice or obtain additional consent where required.
26. CONTACT US
For questions, concerns, access requests, correction requests, consent withdrawals, or other privacy-related matters, please contact:
Meraki Skin Clinic
Privacy Officer
Email: info@merakiskinclinic.ca
Phone: (905) 887-0566
Address: 20 Bur Oak Ave, Unit 7, Markham, ON, L6C 0A2
Please do not send highly sensitive medical information through unsecured email unless specifically instructed to do so.
Meraki Skin Clinic is committed to respecting your privacy and protecting the confidentiality of the information entrusted to us.