Privacy, security and data

Where data is kept, sign-in, backups, moving computers and retention.

• Where your data is, and what is sent

  Olive Grove does its work on your computer: recording, transcription and note drafting run there, with its AI. Backups and other content you choose to keep online, such as form answers, are locked on your computer before they are sent, with a key only you hold, so we cannot read them. Online features such as booking, reminders and payments use only the information they need to work, as listed on Your data. What goes online, and when, is listed below.

• Sign-in, lock and disk encryption

  Open the app with Windows Hello or your Windows password, or a password or PIN of its own. The screen locks after 15 minutes without activity (never while recording), and Ctrl+L locks it at once. Turn on Windows disk encryption too.

• Back up and restore your records

  Turn on automatic backups to a folder you choose, such as a USB drive. Each backup is checked after it is made, sealed with AES-256 when you set a password, and the most recent ones are kept. Restore checks a backup before it replaces anything.

• Cloud backup with your recovery code

  Once a day, an encrypted copy of your practice is sealed on your computer with your recovery code and kept online. Only your recovery code opens it: nobody else can, us included. Restore it on the same computer or a new one.

• Export the whole practice

  Export the whole practice in one action: a PDF of every client’s record, spreadsheets of clients, sessions, appointments, billing and measures, and, if you choose, the recordings. Seal it with a password if it leaves your computer. Your records are never locked behind your subscription.

• Move to a new computer

  On the old computer, make one password-protected transfer file. On the new one, install Olive Grove and choose “I have records from another computer”. The licence moves with it, and a summary compares the counts on both computers.

• Keep, clean up and delete records

  Choose how long files are kept, delete recordings a set number of days after the note is signed, free up space, and lock a client or session against any cleanup. Deleting a file is always your decision; the app never does it on its own.

• The activity log and the privacy pack

  The activity log records sign-ins, locks, files opened, notes signed and amended, exports, deletions, backups and changes to AI settings, kept 10 years. The privacy pack writes a privacy impact assessment, a client information sheet and a security summary for you.