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    Olive Grove

    Privacy

    Updated 28 October 2026

    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. This page lists what the app keeps and sends, and what our websites and your account collect. A shorter overview: where the data goes.

    What Olive Grove does on your computer

    • Recordings, audio and video
    • Transcripts, notes, reviews and formulations
    • Client records, care records, measures, documents, meetings and invoices
    • Your Useful and Not useful marks on live cues
    • The speech recognition and the AI that writes the notes, which run on the computer itself
    • Logs. The app currently sends no usage analytics or crash reports (checked 28 October 2026)
    • Sign-in to the app, checked on the computer itself. From version 1.0.45 it is on from the first run, with Windows sign-in offered first; in earlier versions it is off until you turn it on

    Until the app encrypts its own files

    Apart from the online features listed below, the app emails nothing itself: invoices and reminders open in your own email program. The app does not yet encrypt its own files. Until it does, turn on Windows disk encryption (BitLocker or Device encryption), which the app checks for, and keep the app’s sign-in on (Windows Hello or your Windows password). Backups and transfer files are encrypted when you set a password. You remain the custodian of your records.

    What the app sends, and where

    Update check
    A minute after the app opens and every few hours while it is open, to canadatherapy.ca, with only the app’s version number. It can be turned off in Settings, Notifications.
    Resources list
    At most once a day, when the Resources page is opened, to olivegrove.app, with only the region chosen on that page and the app’s version number. The last copy is kept on the computer for when you are offline. Opening a link sends nothing from your records.
    Update download
    When you press Update now, or in the background if you chose to install updates when you close the app, with the app’s licence so that only licensed copies can download it; the licence goes to canadatherapy.ca alone. The installer is checked against its published SHA-256 before it runs.
    Licence (subscriptions)
    To canadatherapy.ca when you activate: a scrambled identifier of the computer, its name and the app version. Then once a day while online: the licence id, that identifier and the version. When you deactivate a computer: the licence id and that identifier. A licence file needs no connection.
    One-time downloads
    The AI and speech models (from Hugging Face), the graphics card engine and the video component (from GitHub; the video component is fetched by itself at launch if it is missing), the graphics card transcription pack (from the Python package index) when you turn it on, and practice voices if you ask for them. If you add a Hugging Face token for speaker separation, it is used to fetch those models. These are downloads only: nothing clinical is uploaded.
    Problem report (optional)
    Only when you press Send in Help, Report a problem, to canadatherapy.ca, which emails it to us and keeps nothing: what you wrote, where in the app, your email if you gave one, the app and Windows versions, the processor, memory and engines, and the last lines of the technical log, with every client’s name, email addresses and numbers taken out first. See what will be sent shows it word for word.
    Cloud backup (optional)
    Off until you turn it on in Settings, Privacy and security, Backups. The backup is sealed on the computer first (AES-256, with a recovery code or passphrase only you hold), then sent with the app’s licence to canadatherapy.ca, which stores it in a private bucket and cannot open it. Lose the recovery code and nobody, us included, can restore it. You can delete every cloud backup from the app at any time.

    Kept: The newest 10 backups. After a subscription ends, they are kept 12 months, with emails 60, 30 and 7 days before they are deleted.

    Calendar sync (optional)
    Reads the private calendar address you paste, every 15 minutes. Nothing is sent but the request.
    Online booking (optional)
    Off until you turn it on in Calendar, Connections. Every few minutes while the app is open it sends your booking page settings and the times you are free (start and end only, never who is booked) to canadatherapy.ca, with the app’s licence. When a client books on your page, canadatherapy.ca keeps what it needs to send their confirmation and reminders while your computer is off: their name, email, optional phone, the time and the service, nothing clinical. A client who joins your waitlist leaves a name, an email, an optional phone and a short note on the times that suit them. The app fetches those bookings into your calendar.

    Kept: Bookings: while your account is open and for 12 months after the subscription ends. Waitlist entries end after 90 days.

    Appointment reminders (optional)
    Off until you turn on automatic reminders in Calendar, Connections. The app sends canadatherapy.ca the next days’ appointments of clients who have an email: the client’s email, the start time and the reminder already written from your template. The service emails it in your practice’s name the day before or 2 hours before, or both, and replies go to you.

    Kept: Until the appointment has passed: the next sync removes it.

    A client’s own page
    When a client asks for it under your booking page, canadatherapy.ca emails them a link, in your practice’s name, to a page that shows their bookings, the invoices they can pay online and the forms you asked for. Nothing new is kept about them except the link.

    Kept: Each link lasts 7 days.

    Your logo and colour (optional)
    If you add them in the app, your practice’s logo and colour are sent to canadatherapy.ca and shown on your booking page and your clients’ pages.

    Kept: Published with your booking page while online booking is on. Remove them in the app at any time.

    Client forms (optional)
    Off until you turn them on in Calendar, Connections. The app sends your forms (the questions, your consent text and the questionnaires) and a public key to canadatherapy.ca, with the app’s licence; the matching private key is kept on your computer and is not sent. To send a link, canadatherapy.ca keeps the client’s name and email until the forms are done or the link expires after 30 days. The client’s answers are sealed on their own device with your public key before they are sent, so the service holds only answers it cannot read.

    Kept: The sealed answers are deleted as soon as the app has filed them in your records.

    Secure messages
    A client can write to you from their own page. The message is sealed in their browser with your practice’s key before it is sent, so the service cannot read it; you get an email that a message is waiting, never its words, and the app fetches it into your records.

    Kept: Deleted from the service once the app has filed it.

    Online payments (optional)
    Off until you set them up. Payments go to your own Stripe account, which you open with Stripe; Stripe holds the card details and pays you, and no fee is taken by Olive Grove. For a pay link, canadatherapy.ca keeps the invoice number, the amount, the currency, a short description, your practice’s name and, if you add it, the client’s email. When a client pays, it keeps the payment’s amount and time, and the app records the payment on the invoice. If you ask for a card to hold online bookings, Stripe saves the card in your account; canadatherapy.ca keeps only Stripe’s references, the card’s brand and last four digits, and charges it only when you press Charge in the app.

    Kept: Pay links, payments and fees: while your account is open and for 12 months after the subscription ends.

    Reminders to pay (optional)
    For an overdue invoice that has a pay link, the app can ask canadatherapy.ca to email the client a reminder with the Pay online button, in your practice’s name, with replies going to you.

    Kept: Nothing new: the name and reply address used for the email are not stored.

    Calendar feed for your phone (optional)
    Off until you turn it on. Your appointments’ start and end times and a short title (by default the client’s initials and the service) are kept by canadatherapy.ca so your phone or calendar can read them at a secret address. Turning it off empties the feed; a new address makes the old one stop working.
    Video room (optional)
    A connection service holds your room name, your display name and a room secret (kept there only as a hash) and, per visit, the name the client types, their consent choices, your messages and the details needed to connect. Names are blanked 2 minutes after a visit and visit records removed after 12 hours. The call itself goes directly between the two devices, encrypted; two public connection servers see only network addresses.
    Transfers and bringing records in
    Nothing is sent online. A transfer to another computer is a file you carry yourself, and bringing records in reads files on the computer.

    Online booking, pay link, payment and fee records are kept while the account is open and for 12 months after the subscription ends, with emails 60, 30 and 7 days before they are deleted. Cloud backups follow the same 12 months and the same emails.

    Service providers

    Our websites, your account and the online features run on these service providers, listed by what they do. They handle information on our behalf.

    Database and online storage
    Supabase. Holds what the online features keep, as listed above, the sealed cloud backups and your account.
    Website and functions host
    Vercel. Serves olivegrove.app and app.olivegrove.app and runs the functions behind the online features.
    Email sender
    Resend. Sends the emails of your account and of the online features: confirmations, reminders and links, in your practice’s name when they go to your clients.
    Payments
    Stripe. Processes your subscription, and your clients’ payments through your own Stripe account. Card details are handled by Stripe.
    Network and domain
    Cloudflare. Carries and protects the traffic to the websites, and forwards mail sent to the support address.
    Video connection
    Supabase. Connects the two devices for a video session and holds what the Video room line above lists. The call itself goes directly between the two devices.
    AI for the website chat
    Anthropic. Writes the replies in the chat on olivegrove.app. The Olive Grove app’s AI runs on your computer.

    Our websites and your account

    Like most websites, olivegrove.app and app.olivegrove.app may use cookies and similar technologies, and collect information such as the pages visited, the device and browser used, approximate location from the connection, and how visitors found us. We use it to run the sites, keep accounts and subscriptions working, understand and improve our services, and contact you about your account and, where the law allows or you agree, about our products. Service providers that help us do this (hosting, payments, email, analytics, and AI for the website chat) handle it on our behalf.

    The website chat

    The chat on olivegrove.app answers questions about the website and the product. It is not the Olive Grove app and cannot see your practice, your clients or anything on your computer. What you type is processed by our AI provider to write the reply, and your country may be used to show the right crisis lines. Please do not type anything about a client.

    The waiting list

    The waiting list keeps the name, email address and profession you give, whether you use a Mac, and when you agreed to be emailed. We use it to send you a confirmation and to tell you when a place opens. To be taken off the list, write to support@olivegrove.app.

    Your account and subscription

    Your Olive Grove account, used to download the app, activate computers and manage the subscription, is run by the publisher: you use it at app.olivegrove.app, and it is kept with the publisher’s services at canadatherapy.ca. It holds your name and email address, your plan and the subscription’s status and dates as Stripe reports them, and for each computer you activate, the name you chose, a scrambled identifier, the app version and when it last checked in. It does not hold clinical records.

    On your account page you can rename or deactivate a computer, update your card and cancel. More detail on the account is in the publisher’s privacy policy.

    Questions and requests

    Olive Grove is published by Canada Therapy & Wellness Inc., PO Box 223, 2301 Tenth Line Rd, Orléans ON K4A 3W0, Canada. To see, correct or delete what we hold about you, or to ask anything about this page, write to support@olivegrove.app from the address the request is about.

    Changes to this policy

    We may update this page. The date at the top shows the latest version, and important changes are announced on the site or by email.