Privacy policy

1. Who we are

Perenna Planning (perenna.ca) is operated by Consultants Cruxcheck Inc., doing business as OnYourX ("Perenna", "we").

Person in charge of the protection of personal information: write to info@onyourx.com.

2. Our role and the clinics' role

Clinics use Perenna to manage their patients' appointments and records. For that information, the clinic is the business responsible for it: it decides what is collected and how it is used. Perenna acts as its service provider and processes that information only to provide the service, on the clinic's instructions.

A question about your patient file? Contact your clinic first: its details and those of its privacy officer are at the bottom of its booking page. We help it answer you.

Perenna is responsible for information about clinic and staff accounts, visitors to perenna.ca and people who use the network search.

3. Information we collect

• Staff accounts: name, email, password (stored as an irreversible hash), role, clinic, phone and signature if you add one.
• Patients (entered by the clinic or the patient): identity and contact details, date of birth, appointments, payments, communications, intake forms, clinical notes, documents and, if the AI scribe is used, the audio recording and its transcript.
• Sign-in with Google or Microsoft: the name, email and account identifier the provider sends us.
• Calendar connection (staff, optional): permission to create, update and delete the Perenna appointments in your Google or Outlook calendar, and to read your busy times to avoid double bookings. We don't read the content of your other events.
• Payments: handled by Stripe. We never store card numbers.
• Technical data: logs (IP address, browser, pages viewed, errors) for security and troubleshooting.

4. Why we use it

• Provide accounts, scheduling and online booking.
• Send confirmations, reminders and other messages by email or text, on the clinic's behalf.
• Keep clinical records and produce receipts and reports.
• Prepare draft notes with the AI scribe at the professional's request; the professional reviews and signs them.
• Bill the subscription, keep the service secure (audit log, fraud prevention) and provide support.
• Meet our legal obligations.

We don't sell personal information, don't do targeted advertising and don't use patient data to train artificial intelligence models.

5. Data received from Google and Microsoft

Perenna's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Google or Microsoft data is used only for the sign-in and calendar sync you asked for. It isn't shared with anyone except as needed to provide those features, for security or to comply with the law; nobody reads it without your consent except for security or a legal obligation; it is never used for advertising or to train AI models. You can disconnect your calendar at any time in Perenna or in your Google or Microsoft account.

6. Where information is stored and who it is shared with

Perenna is hosted by Amazon Web Services in Canada (Montréal): the application, the database, files and outgoing email (Amazon SES). When the AI scribe runs on AWS, transcription (Amazon Transcribe) and drafting (Amazon Bedrock) also happen in Canada.

These providers may process some information outside Québec and Canada, mostly in the United States, only for the feature concerned:

• Twilio: sending text messages.
• Stripe: online payments and subscriptions.
• Google and Microsoft: sign-in and calendar, when you connect them.
• Anthropic: drafting with the AI scribe when that mode is used (the dictated or typed text is processed in the United States).
• OpenStreetMap (Nominatim): locating addresses and postal codes for the network search.
• Google Analytics (Google LLC): traffic measurement on the site's public pages, only with your consent.

7. Communication outside Québec

Before communicating information outside Québec, we assess the privacy factors as the law requires, and we bind our providers by contract to protect the information and use it only for the intended purposes.

8. How long we keep it

• Accounts: as long as they are active. When a clinic closes, its data is erased from our systems; backup copies expire within 7 days.
• Clinical records: according to the clinic's professional obligations (often at least 5 years after the last service). The clinic can turn on their automatic destruction after a period it chooses.
• AI scribe recordings: erased automatically within 7 days; transcripts too, unless the clinic chooses to keep them.
• Technical logs: 30 days.

9. Security

Traffic is encrypted (HTTPS) and data is encrypted at rest. Clinical notes, documents and recordings are encrypted a second time (AES-256-GCM). Access depends on each team member's role, and every time a record is opened it is written to an audit log. Backups are made daily.

If a confidentiality incident presents a risk of serious injury, we notify the Commission d'accès à l'information and the people concerned (or the clinic, which notifies its patients), as the law requires.

10. Cookies

Perenna uses essential cookies: your session, your language, your light or dark theme and temporary cookies during a sign-in. No advertising cookies.

Only if you agree, Google Analytics measures traffic on the public pages of perenna.ca (pages viewed, approximate region, type of device). It is never used in the app, on the clinics' booking pages or in the patient portal, and Google truncates IP addresses. You can withdraw your consent at any time with the "Cookies" link at the bottom of the site.

11. Your rights

You can ask to access your information, correct it, receive it in a structured technological format (portability), withdraw your consent or ask that it no longer be disseminated. Write to info@onyourx.com; we answer within 30 days. For a patient file, contact your clinic, which controls the file; we forward any requests we receive to it.

You can also file a complaint with Québec's Commission d'accès à l'information (cai.gouv.qc.ca).

12. Children

The file of a child under 14 is managed by their parent or guardian, who consents on their behalf.

13. Changes

We post any update here with its effective date. Clinics are told about significant changes by email.