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    Olive Grove

    Security

    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. What the service behind your account holds, and how it is protected, is set out below.

    On your computer

    Sign-in
    Windows Hello or your Windows password, or a password or PIN of the app’s own, stored only as a PBKDF2 hash. Repeated wrong tries are slowed down.
    Automatic lock
    The screen locks after 15 minutes without activity (you choose the time), never during a recording; Ctrl+L locks it at once.
    Disk encryption
    The app does not yet encrypt its own files. It checks whether Windows disk encryption (BitLocker or Device encryption) protects the drive, says how to turn it on, and warns before recording on an unencrypted disk.
    Backups
    Scheduled backups to a folder you choose, each checked after it is made, sealed with AES-256 when you set a password. The optional cloud backup is sealed on your computer with a recovery code only you hold before it leaves.
    Activity log
    Sign-ins, locks, files opened, notes signed and amended, exports, deletions, backups and changes to AI settings, kept 10 years.
    Recordings
    Audio and video can be deleted automatically a set number of days after the note is signed (30 days on a new installation); the transcript and note are kept.

    What the service holds, and where

    Everything below is kept in one database, protected by row-level security and reachable only through the service’s own server code.

    Your account
    Name, email, plan and subscription status, and for each activated computer its name, a scrambled identifier and the app version.
    Online booking (optional)
    Your free times (start and end only) and, for each booking, the client’s name, email, optional phone, the time and the service. Nothing clinical.
    Automatic reminders (optional)
    For the next three days only: each appointment’s time, the client’s email and your reminder text. Removed once the appointment has started.
    Client forms (optional)
    Your form questions and public key, and per link the client’s name and email until it is done or expires. The answers are sealed on the client’s device for your computer only, so the service cannot read them, and are deleted once your app has filed them.
    Online payments (optional)
    Your Stripe account’s id and, per pay link, the invoice number, amount, currency, a short description and, if you add it, the client’s email. Card details are held by Stripe, and the money goes straight to your own Stripe account. A card saved to hold online bookings is kept by Stripe in your account too; we keep only its brand and last four digits, and it is charged only when you press Charge.
    Secure messages (optional)
    A message a client writes to you from their appointments page is sealed on their device for your computer only, kept sealed until your app files it, then emptied. You are emailed that one is waiting, never what it says.
    Calendar feed (optional)
    Your appointments’ times and a short title, by default the client’s initials and the service, read by your own calendar at a secret address. Turning it off empties it.
    Cloud backup (optional)
    Sealed files the service cannot open. Lose the recovery code and nobody, us included, can restore them.
    Video room (optional)
    Only what is needed to connect a visit. Names are blanked 2 minutes after it and visit records removed after 12 hours; the call itself goes directly between the two devices, encrypted.

    The full list of what the app sends is on the privacy page, and in short on Where the data goes.

    Who processes it

    Supabase
    The database and file storage.
    Vercel
    This website and the service’s server code.
    Resend
    Sending emails: account messages, booking confirmations and reminders.
    Stripe
    Subscription payments. Card details are handled by Stripe.

    The app also downloads its AI and speech models (from Hugging Face) and updates; those are downloads only, and nothing clinical is uploaded.

    Between the app and the service

    Every connection is encrypted (HTTPS). Licences are signed and checked byte for byte by the app, so a copy cannot be forged. Each update is checked against its published SHA-256 before it runs, and the app will not install one it cannot check.

    If something goes wrong

    If we learn that information the service holds about you or your clients has been exposed, we will tell you without undue delay: what happened, what it affected, what we have done and what you may need to do. You remain the custodian of your clinical records; those kept on your computer are not held by the service.

    Reporting a security issue

    Write to support@olivegrove.app with “Security” in the subject. We aim to reply within one working day, and we will not take action against anyone who reports a problem in good faith. Olive Grove is published by Canada Therapy & Wellness Inc..