Privacy Policy
What we collect, what we do with it, and what you can ask us to change. Your rights come from Quebec’s Law 25 and from the federal PIPEDA.
How we handle your personal information
Reimagine Clinic is run by 9413-9672 Québec Inc., at 3554 Avenue Coloniale in Montreal. Where this policy says “we”, that is the company it means.
It covers everyone who deals with us. Patients, students on our training courses, and anyone who fills in a form or sends us an email.
Two laws set the rules. Quebec’s Act respecting the protection of personal information in the private sector, which almost everyone calls Law 25, and the federal Personal Information Protection and Electronic Documents Act. Health information carries a further set of obligations on top, and our clinical staff are bound by those in their own right.
What we collect
Fill in a form on this site and we receive your name, email address, phone number, whichever treatments you ticked, your language, your message, and any file you chose to attach.
Appointments are booked through Vagaro, so your booking sits on their systems under their privacy policy. Deposits are taken through Square. Square handles the card details itself, and all we ever see is that the payment cleared, the amount, and the last few digits. What happens to a deposit if you cancel or miss an appointment is set out in our cancellation policy. Financing applications go straight to Medicard, so we never see your credit file or the reasoning behind their decision.
At the clinic the list is longer, because treating you safely requires it. Health history, medications, allergies, skin assessments, signed consent forms, treatment notes, and before-and-after photographs where you have agreed to them. A skin analysis on our Zemits analyser produces facial images and measurements of your skin.
The site also logs the ordinary things any site logs: your IP address, your browser and device, the pages you looked at, and how you found us.
Why we collect it
So we can answer you. So we can book you in and treat you safely. So we can keep the clinical records we are required to keep, take payment, and enrol students on courses. And where you have agreed to it, so we can send you marketing.
We do not sell your information, and we do not pass it to anyone else for their marketing.
Consent
We ask before we collect. If we later want to use something for a purpose you did not agree to, we ask again.
Sensitive information needs express, specific consent. We treat health details, clinical photographs and skin scans as sensitive.
You can withdraw consent whenever you want. Withdrawing it for clinical processing may mean we can no longer treat you safely. If that is the case we will say so at the time, rather than let you find out later.
Cookies and analytics
The banner lets you refuse anything non-essential. Essential cookies stay on, because the site does not function without them.
If you allow the rest, we use Google Analytics and Google Tag Manager to see how the site gets used, and Google Ads to measure advertising. Google reCAPTCHA sits on our forms to keep automated abuse out, and it runs under Google’s own privacy policy. Your language choice is stored so the site loads in the language you picked.
None of this identifies you to us by name, and none of it is joined up with your clinical record.
Who we share it with
Only where it is necessary, and only with these:
- Vagaro, for appointment booking
- Square, for deposits and card payments
- Medicard, if you apply for financing
- Google, for analytics, advertising measurement and reCAPTCHA
- Our hosting and email providers, so the site runs and your messages reach us
- Other healthcare professionals, where your care requires it and you have agreed
- Authorities, where the law obliges us to
Each of them has its own privacy policy, and the ones you deal with directly are worth reading. We do not sell your information and we do not share it for anyone else’s marketing.
Where it is stored, and for how long
The website and its data are hosted in Canada. Some of the providers above process data outside Quebec, the United States included. Law 25 requires us to assess whether information will be adequately protected before it leaves the province, and we carry out that assessment before any such transfer.
How long we keep things depends on what they are:
- Cookies and browser storage last until they expire or until you clear them. Declining non-essential cookies in the banner, or clearing your browser data, removes them straight away.
- Website enquiries and form submissions are kept for 24 months after your last contact with us, then deleted.
- Clinical records are kept for the period our practitioners’ professional obligations demand. That is longer than the rest, and it is not something we can shorten on request.
- Deposit and payment records are kept as long as Canadian tax and accounting law requires, which is generally six years.
Once information is no longer needed for the purpose it was collected for, and nothing in law requires us to hold it, we destroy it or make it anonymous.
How we protect it
Access is limited to staff who need it to do their job. The site runs over encrypted connections, administrator accounts require two-factor authentication, and clinical records are kept apart from anything the website holds.
If a confidentiality incident happens and it carries a risk of serious injury, we will notify you and the Commission d’accès à l’information, and log it in our incident register. Law 25 requires all three.
Your rights
You can ask us to:
- show you what we hold about you
- correct anything inaccurate or incomplete
- stop relying on consent you have withdrawn
- delete information, where no law requires us to keep it
- hand you a copy in a structured, commonly used technological format
- stop distributing information, or de-index a link, where distribution is causing you serious injury
You are also entitled to be told if a decision about you was made by automated means alone. We do not make any decisions that way.
We answer within 30 days, and we may ask you to confirm who you are before we do.
Who is responsible, and how to complain
Reimagine Clinic is operated by 9413-9672 Québec Inc., and that company is responsible for the information described here. The role of person in charge of the protection of personal information sits inside the company, with whoever holds the highest authority in it.
To exercise any of the rights above, or to ask about anything on this page:
Person in charge of the protection of personal information
9413-9672 Québec Inc. (Reimagine Clinic)
3554 Avenue Coloniale, Montreal, QC H2X 2Y5
info@reimagineclinic.ca · 438-686-8460
We answer within 30 days. If our answer does not satisfy you, you can complain to the Commission d’accès à l’information du Québec at cai.gouv.qc.ca.
Changes to this policy
We revise this page when our practices change, and the date at the top tells you when that last happened. Anything material gets flagged on the site rather than changed quietly.
Questions about your information?
Write to us at reimagineclinic@gmail.com and we will answer within 30 days. If you would rather talk it through, call the clinic at 438-686-8460.