Where the data goes

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

What is sent, 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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

Apart from the online features you turn on (booking confirmations and reminders, pay links, client forms and messages), the app emails nothing itself: invoices and your own reminders open in your own email program. The app does not yet encrypt its own files (that is coming next). Until then, turn on Windows disk encryption (BitLocker or Device encryption), which the app checks for. Sign-in is on from the first run, with Windows sign-in offered first. Backups and transfer files are encrypted when you set a password. You remain the custodian of your records.