Terms of use and disclosure

What this tool is

Olive Grove is a documentation aid. It records sessions, transcribes them, drafts notes and other documents, and offers suggestions, using artificial intelligence that runs on your computer. No online AI service is used: session content never leaves your computer for the AI.

It is not a clinician, a supervisor, a medical device or a crisis service. It does not assess, diagnose or treat anyone, and nothing it produces is clinical, legal or professional advice. It is not a substitute for your own training, judgment, supervision or consultation.

Your responsibilities, in one place

You hold every professional responsibility for your practice. Olive Grove is a tool. Your duties come from your regulator, your profession, the law where you practise and anyone you work for, and they stay yours whichever features you use. In particular, you are responsible for:

1. Your records: keeping every clinical, appointment and financial record your rules require, for as long as they require, in a form you can produce. The app keeps them on your computer; online copies and backups do not replace your own record.

2. What the AI writes: reading, correcting and approving every note, report and suggestion before you rely on it, sign it or share it.

3. Consent: telling clients about recording, transcription, online booking, forms, reminders and payments, and getting their consent where it is required.

4. Security: your computer's sign-in, disk encryption, backups, recovery codes and passwords, and every copy you export.

5. Your online pages and messages: your services, prices, policies, fees, consent text, questions, credentials and claims.

6. Money: your Stripe account, refunds, disputes, receipts and tax.

7. Incidents: deciding whether a privacy breach happened, whom to tell and when, and doing it.

8. When you stop: keeping your records for the required time after you cancel, close your practice or change computers.

The app gives you tools for each of these. It does not carry any of them for you.

AI is not perfect

Everything the AI produces can be wrong. Transcripts can mishear words and attribute them to the wrong speaker. Notes, reviews, plans and summaries can leave out what mattered, misstate it, or include things that were never said. Risk and safety checks can miss risk. Live suggestions can be unsuitable for the person in front of you. Recordings can be incomplete.

Treat every output as a draft written by someone who was not in the room.

You are responsible for its use

You use this tool at your own discretion and at your own risk.

You agree to do your own due diligence at every step of the way: to read and check every transcript, note, review, plan, report and suggestion before you rely on it, sign it, file it, share it or bill for it, and to correct it so that it accurately reflects the work you did.

You are responsible for making sure your use of the tool, and everything you keep or send from it, meets your own requirements: the standards of your regulatory college and profession, record keeping rules, privacy and health information law where you practise, and the requirements of any employer, clinic, insurer or funder you work with.

Consent and privacy

You are responsible for telling your clients that sessions are recorded and transcribed, and for obtaining and recording their informed consent where it is required, before you record.

Recordings, transcripts and notes are kept on your computer. You are responsible for securing that computer, for backups, and for keeping and destroying records as your obligations require. Any outside service you choose to connect (for example a calendar or a model download) is used under that service's own terms.

Signing in and protecting this computer

Olive Grove opens with your Windows sign-in (Windows Hello or your Windows password), or with a password or PIN of its own. It is on from the first run; you can turn it off, and the app says plainly what that leaves open. If you choose your own password and forget it, Windows can confirm it is you so you can set a new one.

Anyone who can sign in to your Windows account can therefore open your records. Use your own Windows account, never a shared one, keep its PIN and password to yourself, and lock the computer whenever you step away.

The sign-in locks the app's screen. It does not encrypt your records, which are kept on this computer's disk. Turning on Windows disk encryption (BitLocker or Device encryption) is what protects them if the computer is lost or stolen, and doing so is your responsibility.

Online services

Online services are optional. Online booking, the waitlist, client forms, the client's own page, secure messages, reminders by email, pay links, the calendar feed and the video room are off until you turn them on. When you turn one on, you choose to have the publisher hold the limited information it needs, as the privacy page lists for each service.

You remain responsible for your clients' information. You decide what you ask clients for and why. The publisher holds and sends that information only to run the service you turned on, on your behalf. It does not use it for anything else, sell it or read it. You are the custodian of your records and the one your clients deal with.

Sealed information. Forms, consent, questionnaires and messages are sealed in the client's browser with your practice's key. The publisher cannot read them. If the key on your computer is lost, sealed answers waiting online cannot be opened by anyone, the publisher included.

What you publish is yours. You are responsible for everything on your pages and in your messages: your services and prices, your cancellation and fee policy, your consent text and questions, your logo, your credentials and any claim you make. Make sure they are accurate and allowed by your profession's rules.

Emails go out in your name. Confirmations, reminders and notices are sent from the service with your practice's name, and replies go to you. You are responsible for your reminder wording and for sending reminders only to clients who agreed to them. An email can be delayed, filtered or never arrive. Do not rely on one for anything urgent or clinical.

The video room connects two devices directly. You are responsible for checking who joins, for the privacy of your side of the call and for whether video sessions suit the client.

Availability. Online services can be slow, interrupted or changed. Your records stay on your computer whatever happens to them. Keep a way to reach clients that does not depend on the service.

Where online data is kept. When you set up your account you tell us the country where you practise. Online services are offered only where the publisher has storage that suits that country, and the app tells you where your online data would be kept before you turn anything on. Where nothing suitable is offered yet, the app works fully on your computer without the online services.

Payments

Payments go to your own Stripe account. The account is yours: you sign in to it on Stripe and accept Stripe's terms. The app is connected to it only to create payment pages for your invoices, to refund a payment when you ask it to, and, when you press Charge, a no-show or late fee. You can disconnect it at any time. Your clients pay you, not the publisher. The publisher never holds, receives or sends your money, takes no fee, and is not a party to any payment between you and a client.

Stripe's fees, payouts, holds and account decisions are between you and Stripe. The publisher cannot change them, release funds or reopen an account.

Refunds, disputes and chargebacks are yours to handle. You are responsible for your refund and package policy, for the receipts and tax your work requires, and for answering a client who disputes a charge.

Cards held for bookings and no-show fees. Stripe saves the card in your account. A fee is charged only when you press Charge, once per booking and kind. Before you press it, check that your policy was shown to the client, that they accepted it, and that charging is fair in the circumstances. The publisher does not decide whether a fee is owed.

Pay links and reminders to pay show the amount and description you set. Check them before you send them.

Your records

Backups are your responsibility. The app can make backups on this computer, to a drive you choose, and to the cloud if you turn that on. It reminds you when none has been made for 14 days. You decide how often to back up, where copies are kept and how long, and you check that they work. A backup is a convenience, not a guarantee that records can always be recovered.

Cloud backups are sealed with a recovery code only you hold. Without it nobody, the publisher included, can open or restore the backup. Keep the code somewhere safe and apart from the computer.

Every copy is yours to look after. Backups, transfer files and exports leave the app's protection once they are saved. You are responsible for where each copy goes, who can reach it and for deleting it when your obligations require.

Moving to another computer. A transfer brings your records to the new computer and frees the old computer's place on your subscription. The old computer keeps its copy until you remove it. You are responsible for removing it, or keeping it secured.

Retiring a computer. Uninstalling the app does not delete your records; it tells you where they are. To clear a computer you no longer use, use Retire this computer: it checks that your records are safely on another computer or in a backup you can open, then deactivates the computer and deletes the records from it. You are responsible for keeping your records for as long as your obligations require before you delete any copy. Deleting files does not always make them unrecoverable on every disk; disk encryption is what protects a computer you give away or sell.

Bringing records in. When records come in from a backup, a transfer or another computer, the app never deletes anything and never overwrites a signed note or report. Where two versions differ it keeps both and lists them for you under For your attention. A file from another practice is stopped. A safety copy of your records is made first. You remain responsible for reviewing the list and for which version becomes your record.

Signed records. Once signed, a note or report is locked. A change after signing is kept as a numbered version with its reason. The app's own background work never changes a signed record.

Using more than one computer. Each subscription covers two computers. You are responsible for knowing which computer holds the current record.

A lost or stolen computer, and breaches

Protecting the computer is your responsibility. Use your own Windows account, keep the app's sign-in on and turn on Windows disk encryption, and lock the computer when you step away. The app checks for disk encryption. Without disk encryption, anyone who has the computer can read the records on its disk.

If a computer is lost or stolen, deactivate it at once from your account page. That stops it using your online services and your subscription.

Other tools you may already have. Windows Find my device can locate and lock a computer signed in with a Microsoft account, if it was turned on before the loss; it does not erase. A practice that manages its computers with Microsoft Intune or a similar service can wipe them remotely once they connect. BitLocker keeps the disk unreadable without your sign-in or recovery key. The app's Help explains each one.

There is no guaranteed remote erasure. The app cannot reach a computer that is switched off, kept offline or whose disk has been copied. Deactivating a computer does not erase records already on it.

Breach tools are aids. The app can help you list the clients affected, draft notices and keep a log of what you did. It does not decide whether a breach has happened, whom you must tell, or by when. Those are your obligations under the law and your profession's rules. Take advice where you need it.

If you stop subscribing

Your records are never held back. Without a subscription your records become a read-only archive: you can open, read, search, print and export every record, restore your backups, and delete records when your obligations allow. Recording, transcription, writing notes, the calendar, billing and the online services need a subscription.

Getting everything out: Export the whole practice writes every client's full record as a PDF, plus spreadsheets (CSV) of clients, sessions, appointments, invoices, payments, refunds, credit notes, write-offs and measures. These open without Olive Grove. You can seal the export with a password.

Your cloud backups and online records (bookings, pay links, payments, fees) are kept while your account is open, and for 12 months after your subscription ends, so you can download your backups and bring everything into the app first. You are emailed 60, 30 and 7 days before they are deleted.

Not for emergencies

Nothing in the tool is monitored by anyone. It will not call for help. If someone is at risk, act as your training and obligations require.

No warranty

Olive Grove is provided "as is" and "as available", without any warranty or condition of any kind, express or implied, including accuracy, completeness, reliability, fitness for a particular purpose, availability or freedom from errors.

No responsibility for outcomes

In these terms, "the publisher" means whoever publishes, develops or distributes Olive Grove at any time, together with their owners, directors, staff, contractors, licensors and suppliers.

To the fullest extent permitted by law, the publisher is not responsible or liable for anything that results from using, or being unable to use, this tool. That includes errors or omissions in anything the AI produces, lost, partial or damaged recordings or data, decisions made or actions taken on the strength of its output, complaints, claims, audits or regulatory findings, and any direct, indirect or consequential loss.

You agree to hold the publisher harmless from claims that arise from your use of the tool or from content you kept, signed or shared from it.

Limit of liability

If the publisher is found liable despite these terms, its total liability for all claims together is limited to the subscription fees you paid in the 12 months before the first claim, or CAD 100 if that is more. The publisher is never liable for loss of data, profit, business, reputation or registration, or for any indirect or consequential loss.

Indemnity

You will cover the publisher's losses and reasonable legal costs from any claim by a client, a regulator or anyone else that arises from: your use of the app or the online services, what you publish or send through them, fees you charge, or your breach of these terms or of the law.

Services from others

Stripe, the email service, calendar services, model downloads and anything else you connect run under their own terms. The publisher is not responsible for them.

Licence and ownership

Olive Grove is licensed to you, not sold. The publisher keeps every right in it: its code, prompts, models, designs and text. The publisher is named at olivegrove.app/terms. Your licence lets you install it and use it for your own practice while your trial, subscription or licence is active.

You may not copy, modify, translate or adapt it; decompile, disassemble or reverse engineer it, or try to extract its code, prompts or models; share, rent, lend, sell or sublicense it; or use it, or anything it produces, to build or train a competing product or service. Where a law that applies to you allows something despite these limits, they apply only as far as that law permits.

Your licence ends automatically if you breach these terms. Your records are yours and stay on your computer.

Suspension

The publisher may suspend an online service or an account to protect clients, other users or the service, for example after a security problem or misuse. Your records on your computer are never withheld.

Governing law

These terms are governed by the laws of the place where the publisher is registered, as named on the terms page, and disputes go to its courts, unless a law that cannot be set aside by agreement says otherwise. If Olive Grove moves to another publisher, the terms are updated and accepted again.

Changes

Changed terms are shown in the app and must be accepted again before you continue.

Subscriptions

Olive Grove is sold as a subscription, paid monthly or yearly. The price, the plan and when it renews are shown before you pay. Payments are processed by Stripe, and the subscription renews until you cancel it. You can update your card, download invoices or cancel at any time from your account page, under Manage billing. Without an active trial or subscription, Olive Grove becomes a read-only archive: you can still open, read, search, print and export every record and restore your backups, and your records are never held back. Recording, transcription, writing notes, the calendar, billing and the online services wait for a subscription. Your cloud backups and online records are kept for 12 months after a subscription ends, and you are emailed 60, 30 and 7 days before they are deleted.

Who publishes Olive Grove

Olive Grove is published by Canada Therapy & Wellness Inc., PO Box 223, 2301 Tenth Line Rd, Orléans ON K4A 3W0, Canada. Questions about these terms: support@olivegrove.app.