Privacy Policy

We have designated a Privacy Officer who is accountable for our compliance with this Policy and with Canadian privacy law, including acting as the person in charge of the protection of personal information for the purposes of Quebec law. You can reach our Privacy Officer at contact@doulaone.com with “Privacy Officer” in the subject line.

Information about you, site visitors, and inquiries. When you create an account, visit our website, or request a demo, we decide how and why your personal information is handled. This Policy describes that handling.

Information you enter about your clients. When you store client records, notes, contracts, birth preferences, intake forms, invoices, and documents in DoulaOne, your practice is the organization responsible for that information and we handle it on your behalf to provide the Service. Our handling of it is governed by our Data Processing Agreement. You are responsible for telling your clients what you collect and why, for obtaining meaningful consent — which for health information should be express consent — and for the accuracy of what you record.

If you are a client of a birth worker who uses DoulaOne and want to access, correct, or complain about information held about you, please contact that birth worker directly. We will assist them as the provider of their software.

Account and authentication

• Name and email address
• Password (stored securely via our authentication provider)
• Google account information if you choose “Continue with Google” (email and basic profile details)
• Workspace name, team membership, and role
• Business details you add for invoicing and receipts, such as trading name, address, province, GST/HST and QST numbers, Interac e-Transfer email, and certification or membership details

Practice and client information you enter

• Client names, contact details, and due dates
• Pipeline stage, appointments, and calendar information (including the time zone a family chose when they booked)
• Care notes (prenatal, birth, postpartum), birth preferences, and follow-up records
• Contracts, intake form responses, and e-signatures
• E-signature audit information captured when a client signs a document (signer name, IP address, browser/user-agent, the signature image, and a tamper-evidence hash of the signed document)
• Invoices, receipts, service packages, sales tax details, and payment records. Card details are handled by Stripe and are not stored by DoulaOne (see Section 10).
• Documents and files you upload, and documents we generate for you
• Messages and communications you record in the platform
• Whether a client has agreed to, or unsubscribed from, automated emails

Technical and usage information

• IP address, browser type, device information, and access logs
• Session and authentication cookies (see Section 17)
• Error and performance data necessary to operate the Service
• Approximate region derived from your IP address (country and time zone) so we can show CAD pricing and Canadian defaults. We use hosting-provider location headers and, where needed, a lookup via ipapi.co.
• First-party interaction counts on public profile and directory pages so birth workers can see how their public pages perform. These aggregate counts do not store your IP address or otherwise identify you.

Demo and inquiry information

When you request a demo, we collect the details you submit: your name, email, optional phone number, practice name, role, team size, and how you plan to use DoulaOne. We record whether you agreed to this Policy and whether you opted in to product updates. These records are kept only as long as needed to follow up and are then deleted automatically.

Birth work routinely involves health information, which Canadian privacy regulators treat as sensitive. Pregnancy and birth details, care notes, and intake responses will usually fall into this category.

Sensitive information generally requires express consent, and collection should be limited to what is needed for the purposes you have explained. Because your practice — not DoulaOne — decides what to record about a client, you are responsible for obtaining that consent and for telling your clients that their information will be stored in a practice-management platform hosted outside Canada.

If you are a regulated health professional or a health information custodian under a provincial health-information law (for example, Ontario's Personal Health Information Protection Actor Alberta's Health Information Act), you are responsible for meeting the requirements of that law. Contact us before storing client information if your obligations require controls we do not currently offer.

To help you protect this information, DoulaOne provides workspace isolation enforced in the database, notes that can be restricted to the workspace owner, consent-gated and reduced access for backup practitioners, and private document storage. Optional AI features are off unless a workspace owner turns them on.

We identify our purposes before or at the time of collection. We use personal information to:

• Create, secure, and manage your account and workspace
• Provide, maintain, and improve the Service
• Authenticate you and keep your session secure
• Store and display the practice information you enter
• Enable client-facing features such as contract signing and intake forms
• Process subscription billing and, where you enable it, online client payments through Stripe
• Detect your approximate region to show CAD pricing and Canadian defaults
• Send transactional emails you request, such as appointment reminders
• Sync appointments to Google Calendar, Zoom, or Calendly where you connect them, and, if you opt in, read busy times from Google Calendar so booked time is hidden from your booking page
• Respond to demo requests and support inquiries
• Detect, prevent, and address fraud, abuse, and security incidents
• Comply with our legal obligations and enforce our Terms of Service

We do not use or disclose personal information for a new purpose without your consent unless the law permits or requires it. We do not make decisions about you based exclusively on automated processing.

Withdrawing consent. You can withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent to information we need to provide the Service, we may no longer be able to provide it to you, and we will explain the consequences.

We send marketing or newsletter emails only where you have given consent — for example by joining our waitlist, subscribing to our directory newsletter, or ticking the updates box when requesting a demo — or where Canada's Anti-Spam Legislation (“CASL”) otherwise permits it. Every commercial message identifies us, includes our mailing address, and has a working unsubscribe link. We action unsubscribe requests within 10 business days.

Opting out of marketing does not affect the transactional emails required to operate your account.

Emails you send to your clients. Automated emails you send to clients through DoulaOne include your business address (when you add it in Settings) and an unsubscribe link, and clients who unsubscribe are skipped automatically. You are responsible for having consent to send those messages under CASL.

We do not sell personal information, we do not disclose it to third parties for their own marketing, and we do not use third-party advertising trackers.

We disclose personal information to the service providers below, which handle it on our behalf under written agreements that limit their use of it and require comparable protection:

• Supabase— database, authentication, and file storage (European Union, Paris region)
• Vercel— website and application hosting
• Brevo— transactional email and, where you opt in, marketing email
• Stripe— subscription billing and optional online client payments
• Mapbox— map display on our public birth worker directory
• ipapi.co— IP-based region lookup, used only where hosting-provider location data is unavailable
• Google, Zoom, Calendly, and OpenAI — optional integrations, used only if you connect or enable them (see Sections 8 and 9)

We may also disclose personal information where required or authorized by law, to respond to lawful requests, to protect our rights or the safety of others, or in connection with a merger, acquisition, or sale of assets.

DoulaOne stores information outside Canada. Our database, authentication, and file storage run in the European Union (Supabase, Paris region), and we operate from the United Kingdom. The service providers listed in Section 6 may also handle information in other countries, including the United States.

We use contracts and other measures to give information a comparable level of protection while it is handled by our providers. While it is outside Canada, personal information is subject to the laws of the country where it is held and may be accessible to the courts, law enforcement, and national security authorities of that country.

Quebec.Quebec law requires an organization to complete a privacy impact assessment before personal information leaves Quebec, including when a service provider stores it elsewhere. If your practice is in Quebec, that assessment is yours to complete for your clients' information. We will give you the information you need about where data is held and the safeguards we use.

You can request details of the safeguards we rely on for a particular provider by emailing contact@doulaone.com. If your practice, funding body, or professional association requires Canadian data residency, please contact us before storing client information in the Service.

This section describes how DoulaOne accesses, uses, stores, and deletes information received from Google when you use Continue with Google to sign in or connect Google Calendar in Settings. Both are optional and require your consent.

Data accessed. With your permission, we may access your Google account email (userinfo.email), basic profile information if you sign in with Google, Google Calendar events (calendar.events) only when you connect Google Calendar, and the OAuth tokens Google issues so the integration can operate.

How we use it. We use Google user data only to authenticate you, to sync appointments you create in DoulaOne to your Google Calendar, to optionally add Google Meet links, to show which account is connected, and to operate and troubleshoot these features. If you turn on the optional busy-time or show on calendar settings, we also read the start and end times, busy/free status, and titles of events on your main (primary) Google Calendar so we can hide times you are busy from your public booking page and show those events to you, read-only, on your DoulaOne calendar. These events are read on demand when a page loads and are not storedin DoulaOne; your clients only see that a time is unavailable. Both settings are off by default and can be turned off at any time under Settings → Integrations. We do not use Google user data for advertising, profiling, or to train artificial intelligence or machine learning models, and we do not sell it.

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

Retention and deletion. We keep Google tokens and connection data only while the integration is connected. Click Disconnect under Settings → Integrations to delete the stored tokens, or revoke access at myaccount.google.com/permissions.

Zoom. When you connect Zoom, we access your Zoom account email to show which account is connected, create scheduled meetings for appointments you book in DoulaOne, and store the OAuth tokens Zoom issues. We do not read your existing meetings, join meetings on your behalf, or access recordings or transcripts.

Calendly.When you connect Calendly, we access your account email and OAuth tokens and register a webhook so Calendly can notify us of new and cancelled bookings. For each booking we receive the invitee's name, email address, event name, and scheduled time, which we use to create or update a matching client and appointment.

We do not sell Zoom or Calendly data or use it for advertising, profiling, or model training. Tokens are kept only while the integration is connected and are deleted when you disconnect it under Settings → Integrations.

We use Stripe to process card payments. Stripe handles card and transaction data under its own privacy policy. DoulaOne does not receive or store full card numbers.

When you subscribe to a paid plan, Stripe processes your payment method and billing details and we store references such as your Stripe customer and subscription IDs, plan, billing status, and renewal dates. If you enable online client payments, you connect your own Stripe account and become the merchant for payments your clients make to you; Stripe collects their payment details directly and we record the payment status and Stripe references against the invoice. Fees are described in our Terms. On accounts set up now, or where you connect a Stripe account you already have, DoulaOne's fee and Stripe's card fee are charged separately. On earlier Express accounts, one fee that includes Stripe's card processing is taken from your payout.

Interac e-Transfers, cash, and cheques are paid directly to you outside DoulaOne. We only store the payment details you record.

We protect personal information with security safeguards appropriate to its sensitivity, including:

• Row-level security isolating each workspace's data
• Private, access-controlled file storage with signed URLs
• Encryption in transit (HTTPS/TLS) and encryption at rest
• Server-side authentication, session controls, and idle logout
• Owner-only access controls for sensitive notes
• Restricted access to production systems and secrets

No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

If we become aware of a breach of security safeguards involving personal information — for example unauthorized access, disclosure, or loss — we will assess it promptly and take steps to contain and remediate it. We keep a record of every breach for at least 24 months.

Where a breach involves information we hold on your behalf, we will notify you without undue delay and give you the information reasonably available to us so you can decide whether it creates a real risk of significant harm (or, in Quebec, a risk of serious injury) and make any required report to the Office of the Privacy Commissioner of Canada, the Commission d'accès à l'information du Québec, or the Office of the Information and Privacy Commissioner of Alberta, and notify affected individuals. Where a breach concerns information we handle in our own right, we will assess, report, and notify as the law requires. Notifying you of an incident is not an admission of fault or liability.

We keep personal information only as long as needed for the purposes we collected it for, or as required by law. We keep your account and workspace information for as long as your account is active. If you close your account, we delete or anonymize your information within a reasonable period, except where we must retain it to comply with the law, resolve disputes, prevent fraud, or enforce our agreements. When you delete your account we keep a short closure record for 12 months: your name, email address, practice name, and the Stripe customer and subscription identifiers. We use it only to confirm the account was closed and that billing stopped. It does not include your clients or practice records, and we delete it after 12 months.

Client information you store in DoulaOne is retained according to your instructions and our Terms of Service. You can export or delete it through the platform at any time. Your own record-keeping obligations — including any professional, insurance, tax, or provincial health-records requirements that apply to your practice — are yours to determine and meet.

Automated jobs also delete demo and inquiry records, support messages, email event logs, and stored email bodies on fixed schedules.

You can ask us for access to the personal information we hold about you, how it has been used, and who it has been disclosed to, and ask us to correct it if it is inaccurate or incomplete. Most of it is available directly in the app: you can edit your profile and workspace details, export your full workspace as JSON from Settings, and delete individual clients or your entire account.

If you are in Quebec, you can also ask us to give you computerized personal information you provided in a structured, commonly used technological format, and to stop disseminating or de-index information where the law allows.

To make a request, email contact@doulaone.com from the address associated with your account. We will verify your identity and respond within 30 days, or tell you within that time if we need an extension allowed by law. Requests are free. If we refuse a request, we will tell you why in writing and how to complain.

If you are a client of a birth worker who uses DoulaOne, direct your request to that birth worker, who controls the record. We will assist them in responding.

If you have a concern about how we handle personal information, please contact our Privacy Officer first at contact@doulaone.com with “Privacy complaint” in the subject line. We will acknowledge your complaint, investigate it, and respond in writing, normally within 30 days. If we find a complaint is justified, we will take appropriate steps, including changing our practices.

If you are not satisfied with our response, you can contact:

• The Office of the Privacy Commissioner of Canada — priv.gc.ca, toll-free 1-800-282-1376, 30 Victoria Street, Gatineau, Quebec K1A 1H3
• In Quebec, the Commission d'accès à l'information du Québec — cai.gouv.qc.ca
• In Alberta, the Office of the Information and Privacy Commissioner of Alberta — oipc.ab.ca
• In British Columbia, the Office of the Information and Privacy Commissioner for British Columbia — oipc.bc.ca

We do not collect or use government identifiers such as Social Insurance Numbers, provincial health card numbers, or driver's licence numbers, and you should not store them in DoulaOne unless you have a lawful reason to. The GST/HST or QST number you may add is business information you choose to display on your own invoices and receipts.

We use essential cookies and local storage required for authentication, session management, security, and remembering your preferences. These are strictly necessary for the Service to function.

We do not currently use third-party analytics or advertising cookies on our public pages. If we introduce non-essential cookies in the future, we will update this Policy and ask for your consent through our cookie banner first.

The Service is intended for professional use by adults and is not directed at children. We do not knowingly collect personal information directly from children. Information a birth worker records about a baby or a young family member forms part of their client record, and the birth worker is responsible for collecting it appropriately, including obtaining consent from a parent or guardian where required (in Quebec, for a child under 14).

The Service may link to third-party websites and services we do not control. This Policy does not apply to them, and we encourage you to review their privacy notices.

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the effective date. For material changes, we will provide notice through the Service or by email where appropriate.

For privacy questions, access and correction requests, or complaints:

Privacy Officer — contact@doulaone.com

Aku Online Limited, 167-169 Great Portland Street, London, W1W 5PF, United Kingdom

See also our Terms of Service and Data Processing Agreement.