Title: Privacy Policy
Effective Date: April 14, 2025
Last Revised Date: NA
At Harmony Aesthetics, we are committed to protecting your privacy and the confidentiality of your personal and health information. This Privacy Policy explains how we collect, use, store, and share your information in compliance with The Personal Health Information Act (PHIA) of Manitoba and other applicable privacy laws.
Purpose and Scope:
This policy applies to all personal and personal health information collected, used, or disclosed by Harmony Aesthetics in the course of providing services. It applies to clients, patients, and website users, and is signed by all employees.
Information We Collect
We may collect the following types of information:
- Personal Information: Name, contact details, birthdate, and appointment history.
- Personal Health Information (PHI): Medical history, treatment records, photos, prescriptions, PHIN (Personal Health Identification Number), and information related to the provision and payment of health care.
This information is collected through our booking system (Vagaro), consultation forms, consent documents, intake assessments, and other direct interactions.
Use of Information
We collect and use your information only for authorized purposes, such as:
- Booking and managing appointments
- Providing treatments and follow-up care
- Communicating with you about your care or our services
- Billing and insurance purposes
- Quality assurance and regulatory compliance
Your consent is required before we collect or use your information, unless otherwise permitted by law.
Disclosure of Information
We do not share your information without your consent, except:
- When required by law or court order
- For referrals or consultations with other health professionals (with consent)
- To third-party service providers (e.g., Vagaro, email marketing, IT support) under strict confidentiality agreements
How We Protect Your Information
We protect your information using physical, administrative, and technical safeguards, including:
- Secure, encrypted storage systems
- Password-protected devices and access controls
- Confidentiality training and signed agreements for all staff
- Regular review of our privacy practices
Retention and Destruction
We retain client records in accordance with legal requirements. When no longer needed, records are securely destroyed using industry best practices.
Your Rights
You have the right to:
- Access your personal health records
- Request corrections to your information
- Withdraw consent for non-essential uses
- Ask how your information has been used or disclosed
To make a request, please contact our Privacy Officer (see Section 10).
Consent and Marketing
By engaging with our services, you provide consent for us to collect and use your information as outlined. We may offer you optional marketing communications; you may opt out at any time.
Website Tracking
Our website may use cookies or analytics tools to improve user experience. You can manage your cookie preferences through your browser settings.
Contact Information
For privacy-related questions, access requests, or concerns, please contact:
Privacy Officer
Brian Foster
3532 Roblin Blvd, Winnipeg, MB
brian@harmonyaesthetics.ca
(204) 272-9599
Updates to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on our website and in the clinic.