Privacy, Nurse Practitioner Care & Booking Policies

Privacy and Personal Health Information

Your privacy is taken seriously. We are committed to protecting the confidentiality, accuracy and security of your personal information and personal health information in accordance with Ontario’s Personal Health Information Protection Act, 2004 (PHIPA) and the professional standards of the College of Nurses of Ontario (CNO).

This policy explains how we collect, use, disclose, store and protect your information when you visit our website, contact the clinic, book an appointment or receive care.​

Information We Collect

We collect only the information reasonably necessary to provide safe, ethical and appropriate care and to meet our professional and legal obligations. This may include:

• Your name, contact information and date of birth

• Medical history, medications, allergies and relevant health information

• Consultation, assessment and treatment history

• Clinical notes, treatment plans and photographs

• Intake forms, consent forms and assessment documentation

• Appointment, payment and billing information

• Communications relating to your appointments or care

Information may be collected when you:

• Book or manage an appointment

• Complete an intake, consultation or consent form

• Participate in an in-person or virtual assessment

• Receive treatment or follow-up care

• Contact us by phone, email, text message or online form

• Make a payment or request a receipt

How We Use Your Information

Your information may be collected and used to:

• Assess your suitability for treatment

• Identify contraindications and support safe clinical decision-making

• Develop and document an individualized treatment plan

• Obtain any assessment, prescription or client-specific order required for your care

• Provide treatment, follow-up care and complication management

• Communicate appointment reminders, preparation instructions and aftercare information

• Process payments and issue receipts

• Maintain complete and accurate clinical records

• Meet legal, regulatory, insurance and professional obligations

• Support quality assurance and continuity of care

Your information is not sold or disclosed to third parties for unrelated marketing purposes.

Nurse Practitioner Assessment and Information Sharing

Some medical aesthetic treatments require assessment, prescribing, clinical oversight or a client-specific order from a qualified Nurse Practitioner.

When Nurse Practitioner involvement is required, relevant personal health information may be accessed by or securely shared with the Medical Director, an assessing Nurse Practitioner or another regulated healthcare professional directly involved in your care.

Depending on the service, this information may include:

• Your completed medical history and intake information

• Current medications, allergies and relevant health conditions

• The treatment being considered or requested

• Consultation findings and proposed treatment plan

• Clinical photographs when reasonably necessary for assessment

• Previous treatment history and response

• Treatment records, follow-up findings or information about a suspected adverse event

This information is shared only to the extent reasonably necessary for assessment, prescribing, treatment authorization, medical oversight, follow-up or continuity of care. The Nurse Practitioner may review your information within the electronic medical record and may contact you directly if additional information or an assessment is required. A participating Nurse Practitioner may also be required to create or retain their own clinical documentation in accordance with their legal and professional obligations.

Where permitted under PHIPA, healthcare providers directly involved in providing or assisting with your care may rely on implied consent to collect, use and disclose relevant personal health information within your circle of care. You may ask questions, place limitations on sharing or withdraw consent where legally permitted. However, if necessary information cannot be shared with the assessing or prescribing Nurse Practitioner, Golden Hour may be unable to safely or legally provide a treatment that requires Nurse Practitioner involvement.​

Electronic Medical Records

Clinical information is stored in a secure, password-protected and access-controlled electronic medical record system. Access is limited to authorized healthcare providers and personnel who require the information to provide care, complete authorized administrative duties or meet legal and professional obligations. Accessing a client record out of curiosity or for a purpose unrelated to the client’s care is prohibited. Electronic communications, including email and text messages, may carry privacy risks. Please avoid including sensitive medical information in unsecured messages unless necessary. We may redirect clinical discussions to a more appropriate or secure method of communication.​

Disclosure of Information

Personal health information may be disclosed:

• With your consent

• To regulated healthcare providers directly involved in providing or assisting with your care

• To service providers supporting authorized clinical or administrative operations, subject to appropriate privacy obligations

• When required or permitted by law

• When required by a regulatory body or other lawful authority

Only the minimum amount of information reasonably necessary for the purpose will be used or disclosed.

Safeguards and Record Retention

We use reasonable administrative, technical and physical safeguards to protect information from unauthorized access, use, disclosure, loss, theft or alteration. Clinical records are retained for the period required by applicable legislation and professional standards. When information is no longer required, it is securely destroyed or permanently deleted in accordance with applicable requirements.

Your Privacy Rights

Subject to limited legal exceptions, you have the right to:

• Request access to your personal health information

• Request a correction to inaccurate or incomplete information

• Ask how your information has been collected, used or disclosed

• Ask questions about the healthcare providers who may access your information

• Withhold or withdraw consent for certain uses or disclosures where legally permitted

• Make a privacy complaint without affecting the quality of your care

Some requests must be submitted in writing. Identity verification may be required before records are released or corrected.

Your appointment time is reserved exclusively for you. Late cancellations and missed appointments prevent another client from using that time.

By booking an appointment with Golden Hour Medical Aesthetics, you acknowledge and agree to the following:

• At least 24 hours’ notice is required to cancel or reschedule an appointment.

• Cancellations or rescheduling requests received with less than 24 hours’ notice are subject to a $50 late-cancellation fee.

• Missed appointments and no-shows will incur a $50 no-show fee.

• The $50 fee is not applied as a credit toward a future treatment.

• Any outstanding fee must be paid before another appointment can be booked.

• When a payment method is securely held on file, the applicable fee may be charged in accordance with the authorization provided during booking.

• Repeated late cancellations or no-shows may result in a deposit requirement or restrictions on future online booking.

Appointment reminders are provided as a courtesy. Clients remain responsible for remembering their appointment date and time, even if a reminder is not received.

We understand that genuine emergencies can happen. Exceptional circumstances may be reviewed at the discretion of Golden Hour Medical Aesthetics; however, submitting a request does not guarantee that the fee will be waived.

Thank you for respecting the time reserved for your care and the appointment availability of other clients.