(905) 906-7546
Privacy Policy
Effective Date: 2025-12-01
Business Name: Mole Institute
Address: 101-444 Concession St, Hamilton, ON, L9A 1C2
Privacy Contact: contact@moleinstitute.com | (905) 906-7546
1. Introduction
Mole Institute (“we,” “our,” or “us”) is a medical clinic located in Hamilton, Ontario, specializing in mole, skin-tag, wart, cyst, and other minor skin lesion assessments and removals. We operate privately and accept direct bookings without a referral. We are committed to protecting your personal information and personal health information in compliance with the Personal Health Information Protection Act (PHIPA) and all applicable Canadian privacy laws.
This Privacy Policy explains:
- What information we collect
- How we use and protect it
- When it may be shared
- Your rights regarding your information
By using our services or booking an appointment, you agree to this Privacy Policy.
2. Information We Collect
When you book an appointment or receive care from us, we may collect the following information:
Personal Information
- Name
- Email address
- Phone number
Personal Health Information (PHI)
As a healthcare provider, we may collect:
- Medical history relevant to your condition
- Photos of lesions (if uploaded or taken during consultation)
- Records of treatments provided
- Notes and recommendations made by our clinicians
Website & Technical Information
When you interact with our website, we may collect:
- IP address
- Browser type and version
- Device information
- Pages visited and actions taken
- Cookies and similar tracking technologies
- This helps us optimize website performance and user experience.
3. How We Use Your Information
We use your information to:
- Provide consultations, assessments, and treatments
- Schedule and manage appointments
- Communicate with you regarding bookings, reminders, and follow-up care
- Maintain accurate medical records
- Process payments and issue receipts
- Improve website functionality and user experience
- Comply with legal and regulatory obligations under Ontario’s PHIPA (Personal Health Information Protection Act)
We do not sell or rent your personal information to third parties.
4. How Your Information Is Stored and Protected
We take reasonable administrative, technical, and physical safeguards to protect your information, including:
- Secure electronic medical record (EMR) storage
- Encrypted website communication (HTTPS)
- Role-based access controls
- Staff training in privacy and confidentiality
- Access controls for staff and clinicians
- Routine monitoring for unauthorized access or vulnerabilities
Despite these safeguards, no system is 100% immune to security risks.
Access to your information is strictly limited to:
- The physician
- Registered nurse
- Authorized administrative staff
5. Cookies and Website Tracking
Our website may use cookies and analytics tools to:
- Improve performance
- Analyze visitor behavior
- Maintain security
You may adjust your browser settings to refuse cookies, though some features may not function properly.
6. Sharing Your Information
We may share your information only in the following situations:
- With your consent
- With other healthcare providers involved in your care
- When required by law, such as public health reporting
- To protect someone from imminent harm
- When requested by regulatory or oversight bodies
- With third-party service providers
7. Retention of Information
We retain health information in accordance with Ontario regulatory requirements, typically for:
- 10 years from your last visit
- 10 years after a minor reaches the age of majority
Non-medical information is retained only as long as necessary for the purposes outlined in this policy.
8. Your Rights
You have the right to:
- Access your personal or medical records
- Request corrections to inaccurate information
- Withdraw consent (where applicable)
- Ask how your information has been used or disclosed
- File a complaint with the Information and Privacy Commissioner of Ontario (IPC) if you feel your privacy rights have been violated
Requests may require identity verification.
9. Third-Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party sites.
10. Privacy Contact
If you have any questions or wish to access your personal information, please contact our Chief Compliance Officer at any of the following contacts:
Email: support@moleinstitute.com
Phone: (905) 906-7546
Address: 101-444 Concession St, Hamilton, ON, L9A 1C2
11. Changes to This Policy
We may update this Privacy Policy as needed. Any revisions will be posted on our website with the updated effective date.
Continued use of our website or services constitutes acceptance of the updated policy.