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West Vancouver Cosmetic & Laser Privacy Policy

 

PURPOSE

 

At West Vancouver Cosmetic & Laser ("we", "our", "us" and, collectively, the “Organization”), we are committed to protecting your privacy and safeguarding your Personal Information.

 

The purpose of this Privacy Policy (the “Policy”) is to establish a framework for the collection, use, disclosure and retention of Personal Information by us. We comply with the requirements of applicable privacy legislation, including the British Columbia Personal Information Protection Act (collectively, “Applicable Privacy Legislation”).

 

The Organization will only collect, use or disclose Personal Information for purposes that a reasonable person would consider appropriate in the circumstances.

 

DEFINITIONS

 

In this Policy, the following terms have the following meanings:

 

“Client” means any individual that accesses services provided by the Organization.

 

“Personal Information” refers to any information about an identifiable individual.

 

“Privacy Incident” means unauthorized or accidental access, collection, use, disclosure, loss, alteration, copying or disposal of Personal Information, or a failure of a safeguard.

 

“Privacy Officer” means the person designated by the Organization to oversee compliance with Applicable Privacy Legislation and this Policy.

 

Other terms not specifically defined in this section will have the meanings given to them elsewhere in this Policy or as otherwise defined.

 

SCOPE

 

This Policy applies to the Personal Information of Clients that is in the Organization’s control.

 

PURPOSES OF COLLECTION

 

The Organization collects, uses, discloses and maintains Personal Information about Clients for:

 

  • identification and communication purposes;

  • accessing, improving and evaluating the Organization’s services;

  • maintaining and processing referrals;

  • delivery of the Organization’s services;

  • processing and collecting payments;

  • the safety and security of Clients;

  • investigating and responding to accidents, safety events, misconduct and similar incidents;

  • investigating and responding to Client complaints and concerns;

  • providing requested product, program or service information; and

  • complying with the Organization’s legal, regulatory and contractual obligations.

 

TYPES OF INFORMATION COLLECTED ABOUT CLIENTS

 

The information that the Organization may collect about Clients for the purposes set out in this Policy includes information such as:

 

  • name, personal contact details and service-location information;

  • account, contract, billing, payment, credit and transaction information;

  • information needed for service delivery, including but not limited to skin type and characteristics; medical and treatment history; medications; and allergies; and

  • service requests, communications, complaints and incident details.

 

CONSENT AND NOTICE

 

The Organization collects, uses and discloses Personal Information with the knowledge and consent of Clients where Applicable Privacy Legislation requires it. Consent may be express or implied, depending on sensitivity, reasonable expectations and the circumstances. The Organization will not require consent to unnecessary collection, use or disclosure as a condition of providing a product or service.

 

An individual may withdraw consent on reasonable notice, subject to legal and contractual restrictions. The Organization will inform individuals of the implications of this withdrawal, including where certain services may become unavailable as a result. Withdrawal does not apply where the law permits or requires the Organization to proceed without consent.

 

HOW AND WHEN THE ORGANIZATION SHARES PERSONAL INFORMATION

 

The Organization accesses and shares Personal Information internally only on a need-to-know basis and is limited only to what is necessary for the purposes of fulfilling applicable job duties.

 

The Organization may also share Personal Information to recipients who require it for an authorized purpose, including payroll and benefit administrators and government or law-enforcement bodies where authorized or required by law.

 

The Organization will limit disclosures to what is reasonably required and uses due diligence, contracts, confidentiality terms and other safety controls where appropriate. A service provider may process or store information outside British Columbia or Canada. The Organization takes reasonable steps to understand where service providers store information and to require appropriate contractual, technical and organizational safeguards.

 

The Organization does not sell Personal Information.

 

PROTECTION OF PERSONAL INFORMATION

 

The Organization implements security safeguards to protect Personal Information against risks such as loss or theft, as well as unauthorized access, disclosure, copying, use, storage or modification. These security safeguards will vary depending on the sensitivity of the information as well as the format in which the information is held and may include:

  • Physical security measures such as locked filing cabinets and restricted access;

  • Organizational measures such as access only on a “need to know” basis; and

  • Technological measures such as the use of passwords.

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ACCOUNTABILITY

 

The Organization is responsible for the Personal Information under its control. The Organization has appointed a designated Privacy Officer who is accountable for the Organization’s compliance with this Policy and with Applicable Privacy Legislation. The Organization’s Privacy Officer can be contacted by writing to info@WestVanCosmetic.com.

 

PRIVACY BREACHES

The Organization views any Privacy Incident as a serious matter. In the event of a Privacy Incident, the Organization’s response will include the following steps:

  1. The Organization will endeavor to contain the Privacy Incident as soon as possible and/or stop the unauthorized activities, as applicable;

  2. The Organization will notify individuals of any Privacy Incidents involving their Personal Information under the Organization’s control if such notification is required by Applicable Privacy Legislation or as the Organization otherwise determines is appropriate to do so; and

  3. The Organization will keep a record of Privacy Incidents involving Personal Information under its control.

 

ACCURACY AND CORRECTION OF PERSONAL INFORMATION

 

The Organization makes reasonable efforts to ensure that Personal Information is as accurate, complete and current as required for the purposes for which it was collected. In some cases, the Organization relies on Clients to ensure that certain information about them (such as contact information) is current, complete, and accurate. Individuals are expected to inform the Organization of any updates to their Personal Information as soon as reasonably possible. 

 

Individuals may challenge the accuracy and completeness of their Personal Information by contacting the Privacy Officer. If the Organization is satisfied that an individual’s request for correction is reasonable, the Organization will amend the information as appropriate and take further action as required by Applicable Privacy Legislation. If the Organization is not satisfied that the request for correction is reasonable, the Organization will annotate the information, noting that a correction was requested but not made.

 

RETENTION

 

If the Organization uses Personal Information to make a decision that directly affects an individual, the Organization will retain it for at least one year after use so the individual has a reasonable opportunity to obtain access. Otherwise, the Organization will retain information only as long as reasonably required for the identified purpose or a legal, regulatory, contractual, insurance, audit, limitation-period or legitimate business requirement.

 

RIGHT OF ACCESS

 

An individual may make a written request to the Privacy Officer for access to Personal Information under the Organization’s control, information about its use, and information about the persons or organizations to whom it has been disclosed, subject to exceptions found in Applicable Privacy Legislation. The request must identify the individual and records sought.

 

The Privacy Officer will assist the individual with the access request and will respond in a manner consistent with Applicable Privacy Legislation. The Organization may take reasonable steps to verify the individual’s identity and their right to access the requested information.

 

CHALLENGING COMPLIANCE

 

The Organization will investigate and respond to complaints or inquiries relating to its compliance with Applicable Privacy Legislation or this Policy. Complaints or inquiries are to be in writing and forwarded to the Privacy Officer. The Privacy Officer will make efforts to investigate and respond to any complaints or inquiries within the timeframe required under Applicable Privacy Legislation.

 

Individuals who are not satisfied with the Privacy Officer’s response may file a complaint with the British Columbia provincial Privacy Commissioner at https://www.oipc.bc.ca/for-the-public/how-do-i-make-a-complaint/.

 

CHANGES TO THIS POLICY

 

The Organization reserves the right to make changes to this Policy at any time. Such changes will be effective when posted.

 

Date: November 9, 2026

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