Privacy, Nurse Practitioner Care & Booking Policies

Important: Cancellation and No-Show Policy

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 The Pink Syringe, 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 The Pink Syringe; 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.

Privacy and Personal Health Information

At The Pink Syringe, 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 Pink Syringe’s 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, The Pink Syringe 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. The Pink Syringe 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

The Pink Syringe uses 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.

Privacy Questions, Requests or Complaints

Privacy questions, access or correction requests, and concerns about the handling of your information may be directed to:

Privacy Contact: Vanessa Daypuk, RN, BScN, MScN
The Pink Syringe Medical Aesthetics
425 Sandra Blvd., Sudbury, Ontario
705-919-4343
thepinksyringe@outlook.com

We will review and respond to privacy concerns in accordance with our obligations under PHIPA.

You may also contact the Information and Privacy Commissioner of Ontario if you believe your privacy rights have not been appropriately addressed.

Updates to This Policy

This policy may be updated periodically to reflect changes in clinic practices, legal requirements or professional standards. The current version will be posted on this website.

Last updated: August 2026

The Pink Syringe