Privacy Policy
Last updated: October 7, 2026
Refined Image Ottawa (“Refined Image Ottawa,” “we,” “us”) respects your privacy. This policy explainswhat personal information we collect through this website and our communication channels, how we use it, and the choices you have.
What we collect
When you submit the contact form on this website, or message us by email, text, phone, website chat, Instagram, Facebook Messenger or TikTok, we collect your name, email address, phone number and the content of your message.
If you are a patient, we may also hold basic appointment information, such as the treatment you received and the date of your visit, so we can follow up with you. Your medical chart and clinical records are kept separately in our booking and charting system, Jane. Online bookings and gift card purchases are made on Jane’s website and are also covered by Jane’s privacy policy.
How we use it
We use this information to respond to your enquiry, manage and follow up on your appointments, check in with you after a treatment, and, if you’ve given consent, send you emails about our treatments, promotions and events. We do not use your information for any other purpose, and we do not sell it.
Consent
By checking a consent box on our contact form, you agree to receive emails and/or text messages from us. This consent is entirely optional and separate from submitting the form for a response. You can withdraw consent at any time by clicking “unsubscribe” in any email we send, replying STOP to any text message, or emailing us at contact@refinedimageottawa.com. Withdrawing consent won’t affect any service or care you receive from us.
Text messaging (SMS)
If you provide your mobile number and agree to receive text messages, Refined Image Ottawa may send you replies to your enquiries, appointment follow ups and treatment check ins. Message frequency varies. Message and data rates may apply. Reply STOP at any time to opt out, and you will receive one final confirmation message. Reply HELP for help, or contact us at contact@refinedimageottawa.com.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt in data and consent are excluded from all information sharing and will never be sold, rented or shared with any third party. Consent to receive text messages is not a condition of purchase.
Disclosure to third parties
We don’t sell, rent, or trade your personal information to third parties for their own marketing purposes. Your information is stored and processed through our customer relationship management (CRM) platform, which acts as a service provider on our behalf. It processes your data only to help us manage and respond to your enquiries and appointments, under the same obligations we hold ourselves to.
Storage and security
Your information is stored on a third party CRM platform with industry standard security measures in place. We take reasonable steps to protect your information from unauthorized access, loss, or misuse.
Where your information is stored
Our customer relationship management platform stores and processes data on servers located in the United States. This means your information may be stored or processed outside Canada and may be accessible to law enforcement and national security authorities of that country under its laws. We take reasonable steps to ensure it receives a comparable level of protection wherever it is held.
Data retention
We retain your information for as long as needed to respond to your enquiry, provide your care and meet our legal and professional obligations, and, if you’ve consented to marketing emails, for as long as you remain subscribed. If you ask us to delete your information, we will do so unless we’re required to retain it for legal reasons.
Your rights
You have the right to request access to the personal information we hold about you, ask us to correct inaccurate information, and ask us to delete your information. You can also unsubscribe from marketing emails and text messages at any time. To exercise any of these rights, contact us at contact@refinedimageottawa.com.
Cookies and analytics
This website uses Google Analytics to understand how visitors use our site, such as which pages are viewed and how long visitors stay. This is done through cookies, small files stored on your device. You can control or disable cookies at any time through your browser settings, though some parts of the site may not function as intended without them. Google Analytics data is used in aggregate to help us understand and improve the site. We do not use it to identify you personally.
Governing law
We handle personal information in line with the Personal Information Protection and Electronic Documents Act (PIPEDA), Ontario’s Personal Health Information Protection Act (PHIPA), and Canada’s Anti Spam Legislation (CASL).
Changes to this policy
We may update this policy from time to time. When we do, we will change the date at the top of the page. If the change is significant, we will say so clearly on this page.
Contact us
If you have questions about this policy or how we handle your information, contact us at contact@refinedimageottawa.com or (613) 725 5088.
Refined Image Ottawa, 346 Richmond Road, Ottawa, ON K2A 0E8, Canada.
If you are not satisfied with how we have handled your information, you can contact the Information and Privacy Commissioner of Ontario at ipc.on.ca or the Office of the Privacy Commissioner of Canada at priv.gc.ca.