Privacy policy
Version 2026-10-25 · Draft
Cedar handles personal information for clinics and the people who work at them. This policy covers what we collect, why, where it's kept and how to reach us.
1. Who we are
Cedar is clinic-management software operated by [Cedar's legal entity name] ("Cedar", "we", "us"), [Mailing address]. This policy explains how we handle personal information about the people who visit this website and the people who use Cedar on behalf of a clinic (owners and staff).
Our privacy officer is responsible for our compliance with this policy and can be reached at privacy@cedarsuite.ca.
2. Clinic clients' information
When a clinic uses Cedar, the information it keeps about its clients (contact details, appointments, chart notes, forms, invoices and insurance claims) belongs to the clinic. The clinic is the custodian, or the organization responsible, for that information under its province's privacy law, and it decides why the information is collected and how it is used. Cedar handles it only as the clinic's service provider, under the service-provider agreement each clinic accepts.
If you are a client of a clinic that uses Cedar, the clinic's own privacy policy applies to your information. Questions and requests to see or correct your record should go to the clinic. If you contact us, we will pass your request to the clinic.
3. What we collect
Clinic owners and staff. Your name, work email address and role; a hashed password and two-factor authentication secret (we never store your password itself); and, for each sign-in, the IP address, browser or device, and the time. For the person who opens a clinic, we also record when they accepted our terms and service-provider agreement, and which version.
Clinic details. The clinic's name, web address, province, time zone, locations, and the business and billing contacts it gives us.
People who contact us. What you choose to put in an email to us.
Visitors to this website. This website doesn't use cookies, analytics or advertising trackers. Your browser stores your light or dark mode choice on your own device. Our hosting provider processes your IP address and the pages you request to serve the site and protect it from abuse.
4. How we use it
- To provide Cedar: sign you in, keep your account secure, and run your clinic's account.
- To protect the service: detect and stop unauthorised access, brute-force attempts and abuse, and keep an audit trail.
- To review and activate new clinics, and to contact owners about their account.
- To send service emails, such as sign-in codes, invitations and security notices.
- To answer your questions and support requests.
- To meet our legal obligations.
5. Where it's stored
Cedar's database, files, email delivery, backups and logs are hosted in Canada, in Amazon Web Services' Canada (Central) region in Montreal. A few service providers outside Canada handle limited information, as listed below. Information held outside Canada may be accessible to the courts and authorities of that country.
| Provider | What it does for Cedar | Where data is held |
|---|---|---|
| Amazon Web Services (AWS) | Hosting, file storage, email delivery (Amazon SES), backups and logs | Canada (ca-central-1, Montreal) |
| PlanetScale | The database, run on AWS | Canada (AWS ca-central-1, Montreal) |
| Stripe | Card payments, through each clinic's own Stripe account. Payment data only, never health information | United States |
| Twilio | SMS reminders and payment requests, with the clinic's name and the visit's date and time | United States |
| Sign-in with Google, only for clients who choose it | United States | |
| Cloudflare | Hosting this website (cedarsuite.ca). No clinic or client data | Global network |
6. How long we keep it
We keep account information while your clinic uses Cedar and for [retention period] afterwards. Sign-in sessions, with their IP address and device details, are deleted on a schedule after they expire. Audit records are kept for the period your clinic's privacy officer sets.
Clinic client records are kept for the retention period the clinic sets to meet its regulators' rules, then deleted under the service-provider agreement.
7. How we protect it
- Encryption in transit (TLS) and at rest.
- Two-factor authentication required for every staff login.
- Each clinic's data kept separate from every other clinic's.
- Access by role within a clinic, and an audit log of who viewed or changed records.
- Rate limits on sign-in and other public forms.
- Our own staff don't open a clinic's client records in normal operation.
8. Your choices and rights
You can ask to see the personal information we hold about you, ask us to correct it, or withdraw consent where we rely on it (which may mean we can't keep providing the service). Email privacy@cedarsuite.ca. We will answer within 30 days.
If you aren't satisfied with our answer, you can contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.
9. Changes to this policy
We will post any change here with a new version date, and tell clinic owners by email before a significant change takes effect.