ICONIC AESTHETICS
Privacy Policy
Effective Date: August 1, 2026
Last Updated: August 1, 2026
Iconic Aesthetics (operated by 12648695 Canada Inc. / Victor Trafiak-Patil NP-PHC) is committed to protecting the privacy of all individuals who interact with our website and services. This Privacy Policy describes how we collect, use, disclose, and protect personal and personal health information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Ontario's Personal Health Information Protection Act (PHIPA).
By using our website at iconicaesthetics.ca or booking a service with us, you consent to the practices described in this policy.
1. Who We Are
Iconic Aesthetics is an NP-led medical aesthetics practice operating in Toronto, Ontario. All clinical services are performed by Victor Trafiak-Patil, Nurse Practitioner (NP-PHC), registered with the College of Nurses of Ontario.
Privacy Contact: hello@iconicaesthetics.ca
Website: iconicaesthetics.ca
2. Information We Collect
2.1 Information You Provide Directly
When you use our website, book an appointment, or contact us, we may collect the following categories of personal information:
Contact information: name, email address, phone number (if provided).
Booking information: appointment date, service selected, and any preferences noted at booking.
Communications: messages submitted through our contact form or sent by email or direct message on Instagram.
2.2 Personal Health Information
As a regulated healthcare practice, we collect personal health information necessary to provide safe and appropriate clinical care. This includes health history, medications, allergies, contraindications, treatment records, consent documentation, and before/after photographs where applicable and consented to.
Personal health information is collected through our clinical booking and practice management platform, Jane App, which is PHIPA-compliant and stores data on Canadian servers.
2.3 Automatically Collected Information
When you visit our website, we automatically collect certain technical information through cookies and analytics tools, including IP address, browser type, pages visited, and time spent on the site. This information is collected through Google Analytics 4 (GA4) and is used solely for website performance analysis and marketing purposes.
3. How We Use Your Information
We use the personal information we collect for the following purposes:
To schedule, confirm, and manage your appointments.
To provide clinical assessment and treatment, and to maintain appropriate clinical records as required by our professional regulatory obligations.
To communicate with you about your appointments, follow-up care, and responses to your inquiries.
To send appointment reminders and, where you have opted in, information about our services.
To analyze website traffic and improve our online presence.
To comply with our legal and professional regulatory obligations as a healthcare provider.
4. Consent
We collect and use your personal information with your consent, or as required or permitted by law. Consent for the collection and use of personal health information is obtained directly at the time of your appointment through our clinical intake process.
You may withdraw consent for non-essential communications at any time by contacting us at hello@iconicaesthetics.ca. Withdrawal of consent for clinical record-keeping may affect our ability to provide care.
5. Disclosure of Your Information
We do not sell, rent, or trade your personal information. We do not share your information with third parties for marketing purposes.
We may disclose your information in the following limited circumstances:
To our booking and practice management platform, Jane App, which processes information on our behalf under a data processing agreement that meets PHIPA requirements. Jane App stores all data on Canadian servers.
To Google Analytics, for anonymous website usage analysis. No personally identifiable information is shared with Google Analytics.
To other healthcare providers with your express consent, or as required in an emergency situation.
To regulatory bodies, law enforcement, or legal counsel as required by law or professional obligation.
6. Data Storage and Retention
Personal health information collected through our clinical practice is stored within Jane App on Canadian servers. Clinical records are retained for a minimum of 10 years following your last appointment, or as otherwise required by applicable law and professional regulatory standards.
Website inquiry data submitted through our contact form is retained in our email system for a period of 3 years, after which it is deleted unless an ongoing clinical relationship exists.
7. Cookies and Analytics
Our website uses cookies and Google Analytics 4 to analyze site traffic and improve user experience. Analytics data is aggregated and anonymized. You may opt out of Google Analytics tracking by using the Google Analytics Opt-Out Browser Add-on, available at tools.google.com/dlpage/gaoptout.
Essential cookies required for website functionality are used without additional consent. Non-essential analytics cookies are used in accordance with applicable privacy law.
8. Your Rights
Under PIPEDA and PHIPA, you have the right to:
Access the personal information we hold about you.
Request correction of inaccurate or incomplete information.
Withdraw consent for non-essential uses of your information.
Request an accounting of disclosures of your personal health information.
File a complaint with the Office of the Privacy Commissioner of Canada (OPC) or the Information and Privacy Commissioner of Ontario (IPC).
To exercise any of these rights, please contact us at hello@iconicaesthetics.ca. We will respond to all requests within 30 days.
9. Security
We take reasonable technical and organizational measures to protect your personal information from unauthorized access, use, disclosure, or destruction. Clinical information is stored within Jane App, which maintains industry-standard security practices including encryption at rest and in transit.
No method of electronic transmission or storage is 100% secure. In the event of a privacy breach that creates a real risk of significant harm, we will notify affected individuals and the appropriate regulatory authorities as required by law.
10. Children's Privacy
Our services are available only to individuals 18 years of age or older. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected information from a minor, please contact us immediately at hello@iconicaesthetics.ca.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The current version will always be posted at iconicaesthetics.ca/privacy-policy with the effective date noted at the top. Continued use of our website or services following any update constitutes acceptance of the revised policy.
12. Contact
If you have any questions, concerns, or complaints about this Privacy Policy or our privacy practices, please contact:
Iconic Aesthetics
Attention: Victor Trafiak-Patil NP-PHC
Email: hello@iconicaesthetics.ca
Website: iconicaesthetics.ca
If you are not satisfied with our response, you may contact:
Office of the Privacy Commissioner of Canada: priv.gc.ca
Information and Privacy Commissioner of Ontario: ipc.on.ca