Privacy Policy

Reborn Laser Clinic

Effective Date: 22 October 2026

At Reborn Laser Clinic, we value the trust you place in us and recognize the importance of protecting your personal information.

We are committed to respecting your privacy, maintaining the confidentiality of your treatment records, and handling personal information responsibly, securely, and transparently.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information when you visit our website, contact our clinic, book an appointment, purchase services, or receive treatment.

1. Information We Collect

Depending on your interactions with Reborn Laser Clinic, we may collect the following information:

Personal and Contact Information

Your name, telephone number, email address, date of birth where required, and other contact details necessary to provide our services.

Appointment and Booking Information

Consultation details, appointment history, booked services, cancellations, rescheduling requests, booking deposits, prepaid packages, and transaction records.

Health and Treatment Information

Relevant medical history, medications, contraindications, skin conditions, previous treatments, skin assessments, informed consent forms, treatment settings, laser parameters, progress notes, and aftercare documentation.

Treatment Photography and Videos

Photographs or videos collected with appropriate consent to document treatment progress, assess treatment response, or support other specifically authorized purposes.

Payment and Transaction Information

Payment confirmations, deposits, package purchases, refunds, transaction histories, and related billing information.

Website and Technical Information

Information such as IP addresses, browser type, device information, cookies, and website activity, where collected through our website or integrated services.

We limit the personal information we collect to what is reasonably necessary for providing our services, maintaining appropriate records, protecting client safety, and meeting applicable legal obligations.

2. How We Use Your Information

We collect and use personal information for purposes including:

• Scheduling, confirming, and managing appointments.
• Responding to inquiries and consultation requests.
• Assessing treatment suitability and identifying relevant precautions.
• Maintaining accurate treatment records and previous laser settings.
• Monitoring treatment progress and supporting continuity of care.
• Processing payments, deposits, treatment packages, and refunds.
• Providing preparation instructions, aftercare guidance, and appointment reminders.
• Communicating important information about booked services.
• Meeting applicable legal, accounting, insurance, and recordkeeping obligations.
• Supporting the administration and improvement of our clinic services.
• Sending promotional communications where permitted by law and supported by the required consent.

Sensitive treatment and health information is not used for unrelated promotional purposes without appropriate authorization.

3. Booking Platforms and Client Record Migration

Reborn Laser Clinic has used Phorest for appointment scheduling, client management, and treatment documentation and is transitioning to Fresha.

During this transition, both platforms may be used to maintain historical records, manage appointments, and support continuity of service.

Relevant client information may be transferred or made accessible between these systems where supported and appropriate, including:

• Client names and contact information.
• Appointment and booking history.
• Treatment packages and payment records.
• Consultation forms and informed consent documentation.
• Treatment notes, progress records, and previous laser settings.
• Other information reasonably necessary for ongoing clinic services.

We take reasonable precautions when transferring, accessing, and managing client information.

Certain historical records may remain in Phorest where necessary for administrative, legal, or recordkeeping purposes.

The migration process is subject to the technical capabilities and security practices of the relevant platforms.

4. Treatment Records and Confidentiality

We maintain treatment records to support client safety, individualized treatment planning, and continuity between appointments.

These records may include relevant health information, consultation details, skin assessments, laser settings, treatment responses, photographs, and aftercare recommendations.

Access to these records is restricted to authorized individuals who require the information to perform their responsibilities.

We do not disclose confidential treatment information for unrelated purposes without an appropriate legal basis or authorization.

5. Treatment Photography and Media Consent

Treatment photographs and videos may be collected with appropriate consent to document progress, assess treatment response, and support treatment planning.

Consent for treatment documentation is separate from consent for public marketing and promotional use.

Clients may choose to:

• Authorize identifiable photographs, videos, testimonials, or other media for marketing purposes.
• Authorize non-identifying treatment media, subject to agreed limitations.
• Decline the use of their photographs, videos, or treatment results for promotional purposes.

Marketing authorization is voluntary and does not affect eligibility to receive treatment.

We will not publish identifiable client photographs, videos, or treatment results for promotional purposes without appropriate authorization.

Clients may contact us to withdraw marketing authorization. We will stop future uses where required and take reasonable steps regarding materials within our control, subject to applicable law. Previously distributed materials may not always be fully recoverable.

6. Payment Processing and Deposits

Reborn Laser Clinic uses authorized payment processing providers and clinic management platforms to administer transactions.

Payment information may include treatment charges, booking deposits, prepaid package purchases, payment confirmations, refunds, and transaction records.

Where applicable, a $50 booking deposit may be collected through Fresha according to our Cancellation & No-Show Policy.

Payment card information may be processed or stored by the relevant payment provider in accordance with its security and privacy practices.

We do not require clients to provide complete payment card details through ordinary email.

7. Third-Party Service Providers

We use third-party providers to support our website, appointment scheduling, payment processing, clinic administration, and communications.

These providers may include:

• Fresha: Appointment booking and clinic management.
• Phorest: Historical appointment records and client documentation during our transition.
• Webflow: Website hosting and functionality.
• Payment Processing Providers: Payment and transaction administration.
• Medicard: Independent financing services where clients choose to apply.
• Other Authorized Providers: Technology, communications, and administrative services used in clinic operations.

Personal information may be shared with these providers where reasonably necessary for their authorized services.

Clients who interact directly with third-party services may also be subject to those providers' privacy policies.

We do not sell client treatment records or sensitive personal information.

8. Personal Information Security

We take reasonable administrative, technical, and organizational precautions to protect personal information against unauthorized access, disclosure, loss, misuse, or alteration.

These measures may include:

• Restricted access to client records.
• Authentication and account security measures.
• Confidentiality practices for authorized personnel.
• Use of established booking and payment platforms.
• Appropriate procedures for managing and transferring client information.

The safeguards used are intended to reflect the sensitivity of the information being handled.

Although we take reasonable precautions, no electronic storage or communication system can be guaranteed completely secure.

Where a privacy incident occurs, we will assess and respond to it in accordance with applicable legal requirements.

9. Information Stored or Processed Outside Canada

Reborn Laser Clinic uses trusted third-party software providers, including customer relationship management (CRM) systems, appointment booking platforms, payment processors, and website services, to support our daily operations.

Some of these providers, including platforms such as Phorest, Fresha, and Webflow, may store, access, or process personal information on servers located outside Canada.

Where information is handled internationally, it may be subject to the privacy laws and lawful access requirements of the country in which it is stored or processed.

We take reasonable steps to assess the privacy and security practices of our software providers and safeguard personal information shared for legitimate business purposes. Access to client information is limited to what is necessary for the services these providers deliver.

10. Retention of Personal Information

We retain personal information for as long as reasonably necessary to provide our services, maintain treatment records, meet legal and administrative requirements, and address legitimate business obligations.

Retention periods may vary according to the type of information and applicable legal, insurance, or recordkeeping requirements.

When information is no longer required, we take reasonable steps to securely delete, destroy, or anonymize it, where appropriate.

Clients may contact us with questions about the retention of their personal information.

11. Marketing Communications

Where permitted by law, Reborn Laser Clinic may send information about services, clinic announcements, promotions, and special offers.

Commercial electronic communications are sent only where an appropriate legal basis exists, including express or implied consent where applicable.

Marketing communications will include the required sender identification and an appropriate unsubscribe mechanism.

Clients may withdraw consent to receive promotional emails or text messages at any time through the available unsubscribe method or by contacting the clinic.

Appointment confirmations, treatment preparation instructions, aftercare communications, and other necessary service-related messages are managed separately from optional promotional communications.

12. Website Cookies and Analytics

Our website may use cookies and similar technologies to support website functionality, understand visitor activity, and improve the user experience.

Depending on the services implemented, these technologies may be used for:

• Essential website functionality.
• Performance monitoring.
• Website analytics.
• Advertising or marketing measurement.

Where applicable, we will provide information and consent choices required by law.

Visitors may also be able to manage certain cookies through their browser settings.

Disabling some technologies may affect website functionality.

13. Client Access, Corrections, and Privacy Rights

Clients may contact Reborn Laser Clinic to:

• Request access to personal information held about them.
• Request corrections to inaccurate or incomplete records.
• Withdraw consent for certain uses or disclosures where permitted.
• Ask questions about how their information is collected or protected.
• Raise concerns about our privacy practices.

Requests will be reviewed in accordance with applicable privacy laws and any relevant legal limitations.

Withdrawal of consent may affect our ability to provide certain services when the information is necessary for treatment safety, appropriate recordkeeping, or other legitimate requirements.

We will explain any such limitations where applicable.

14. Information Relating to Minors

Where Reborn Laser Clinic provides eligible services to minors, we take appropriate steps to obtain consent from a parent or legal guardian when required.

Information relating to minors is collected and used only for appropriate treatment, administrative, and legal purposes.

Treatment eligibility and parental authorization requirements are addressed separately through our service policies and consent forms.

15. Privacy Questions and Complaints

We encourage clients to contact us directly with questions or concerns about the collection, use, disclosure, or protection of their personal information.

We will review privacy concerns and respond in accordance with applicable requirements.

Where appropriate, individuals may also contact the relevant privacy regulator regarding concerns about their privacy rights.

16. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, booking systems, website technologies, administrative procedures, or applicable legal requirements.

Updated versions will be published on our website with a revised effective date.

Where required, we will provide additional notice or obtain consent before implementing material changes to how personal information is handled.

17. Contact Information

For questions about our privacy practices, requests to access or correct personal information, or other privacy-related concerns, please contact:

Reborn Laser Clinic

614 Fleet Street, Unit 125

Toronto, Ontario M5V 1B3

Email: info@rebornlaserclinic.ca

Phone: (647) 920-7647