Privacy Policy

Last updated: February 6, 2025

This Privacy Policy outlines Optania’s privacy practices regarding the use of personal information collected through your use of the Psylio platform (website, web platform, and mobile version). It also aims to inform you about:

The personal information we collect from you
How we use your information and with whom we are likely to share it
Your rights regarding the collection, use and distribution of information
The types of security procedures that are in place to protect your information from loss, misuse or modification of the information under our control
How you can correct inaccurate information and contact us

*This Privacy Policy applies only to information collected by Optania as part of your use of the Psylio platform.

*This Privacy Policy does not apply to any information you may provide publicly in User forums of the Psylio platform (such as chat rooms, bulletin boards or other similar web pages), if applicable. Whenever you publicly disclose information about yourself online, this information may be collected and used by people you do not know. We are not responsible for any actions or policies of any third parties that collect any information disclosed by Users of the Psylio platform in such forums or other public sites.

*When a school service centre or school board wishes to subscribe to Psylio, we provide more detailed information regarding the handling of personal information. The contractual documentation outlines the connection with GRICS and the retention of data in student records. Please contact us for further information.

What Personal Information do we collect?

When an Organization is created:

Name of organization
Owner’s email address
Organization email address (optional)
Phone number (optional)
Practice location address (optional)
Billing information (credit card or bank details, depending on payment preferences)
Email addresses of invited members

When a Practitioner signs up for the Psylio platform:

First and last name
Credit card number (Essential plan only)
Professional email address or user email address
Grammatical gender for professional title in French (optional)
Professional phone number (optional)
Fax number (optional)
Business address

When a Client schedules an appointment with the Practitioner:

Name
Email address
Phone number

Management of a Client record by the Practitioner:

First and last name
Reason for consultation
Invoices and receipts
Progress notes
Documents uploaded to the record
Date of birth (optional)
Gender (optional)
Pronoun (optional)
Address (optional)
Phone number (optional)
Secondary phone number (optional)
Email address (optional)
Job/Occupation (optional)
Medication and diagnosis (optional)
Emergency contact (optional)
Emergency contact phone number (optional)
Referrer (optional)

Customer service request by email:

Name
Email address
Content of the email
Additional information with your consent (address, telephone, etc.)

Other information:

Your device’s IP address
Browser software
Operating system (Windows, Mac, Linux, etc.)
The date and time of use of the Psylio Platform
Cookies
Web beacons

*You are not required to provide personal information to visit the Psylio platform unless you register for the online platform or book an appointment with a Practitioner.

Who has access to this information?

Our commitment to privacy and the governance practices we follow to protect your personal information are our priority. To learn more, visit the following link: https://www.optania.com/privacy.

Customer service: Our customer service employees only have access to your contact information (name, email address, and emails) to communicate with you and follow up on interactions. This is done using third-party communications software (ticketing system, newsletters, etc.) that operates independently of the Psylio platform.

Administration: Your information (email address, invoice, payment history, last 4 digits of your credit card) is stored in a third-party subscription management platform. Access to this system is restricted to administrative staff for tracking payments, reconciling accounts and applying discounts.

Developers of the Psylio platform: The platform’s developers do not have access to the data contained in Client records. They are limited to managing the system infrastructure without handling personal information. In the event of a technical issue (e.g., display, synchronization or saving errors), we may request specific information from Users about the observed behaviour of the platform. This allows developers to reproduce the errors and make corrections without having access to Client data. Additionally, multiple layers of encryption are used to safeguard the confidentiality of personal information.

Operations and security team: To operate and maintain the platform, limited and strictly controlled access to certain Client data may be granted to a small number of operations team members, but only in exceptional and justified cases. The most sensitive data is protected with encryption keys, preventing direct access by the team. A system event log is used to rigorously monitor all access.

Service providers: Service providers, such as those offering hosting, anomaly management, and system performance monitoring, do not have access to personal information. Platform data is encrypted at multiple levels and can only be accessed using encryption keys.

For more information about our providers, please visit our security page.

*The Psylio platform may contain links to sites not affiliated with Optania. Optania is not responsible for the privacy practices of any other entities or of their websites and/or mobile applications.

How do we use your information?

We follow the principles of data segmentation, least privilege access control and strong authentication to guide how we use your personal information.

The personal information we collect is used to create Psylio accounts, identify Users, enhance security, perform statistical analyses, and optimize the platform’s performance.

Psylio platform registration: When you create your Psylio account, we validate your information to set up your access. You will be completely autonomous in setting up two-factor authentication.

To ensure quality customer service, your information is added to our customer management and payment systems.

*With your consent, we will add your email address to our list for communication and marketing purposes.

*No personal information about your Clients is held at this stage of the registration and subscription process.

Making an appointment: When a Client requests an appointment, their information is sent directly to their chosen Practitioner. They are the owner of the information transmitted, and they consent to the communication of this information by taking direct action. For more details on how information is handled in transit, please consult our security page.

Management of the Client record: When you create a Client record, you are the owner of that record. This includes all sensitive information you add, such as the reason for consultation, contact details, progress notes, attachments, and any other data related to your professional practice. You have full control over managing, editing, archiving, and deleting your records.

If you are part of an Organization, the Organization owns the records created by you and its other members. It can manage, edit, archive, or delete these records. The Organization may also assign specific roles, such as coordinators or practitioners, to facilitate these tasks.

This structure allows us to encrypt and securely store personal information in our databases without any human interaction on our part, helping to maintain the confidentiality and security of your information.

*Customer service is available at the following email address to help you manage your data: support@psylio.com

Support request: When you make a support request, your personal information is recorded in our Customer Relationship Management Software (Zoho CRM), which is a third-party provider. The information is stored in a customer file to ensure consistent service.

Other information: Other information, as mentioned above, is collected to provide you with the most appropriate version of the web page and to improve the overall user experience, including navigation and available content.

Cookies: The Psylio platform uses cookies and similar technologies, such as small data files, to identify Users when they return to the platform. These cookies are used to personalize the information you receive during your browsing. In compliance with current legislation, you will be informed of the use of these technologies and given the opportunity to activate or refuse them.

Web beacons: Our web pages or email messages may contain small digital images known as “web beacons” or “pixel tags.” These enable us to track and collect certain limited information about Users on the Psylio platform, such as the type of device requesting the beacon, the IP address of the device receiving it, and the time it is viewed. Web beacons are used to count visitors to our web pages and monitor browsing patterns on the Psylio platform. We may also use them in emails to track message openings and responses, helping us to compile statistics about our platform.

When must we obtain your consent?

We obtain your information with your consent or in compliance with applicable laws, notably in the following cases:

When authorizing cookies
When you subscribe to a new product or service
To provide you with information about products, services and/or promotional events
When we need to use your information for purposes other than those for which you have already given your consent

However, your consent is not required for every interaction. For example, if you have given your consent to receive promotional emails, they will be sent to you automatically unless you indicate otherwise.

When may we disclose your information without your consent?

Optania can disclose your personal information:

To comply with the law and legal procedures
To comply with a government request
To protect the rights, property or safety of Optania and its Users

Optania can transfer or otherwise disclose your personal information in connection with a merger, sale, consolidation or other corporate change.

What are your rights regarding your personal information and how can you enforce them?

Your information belongs to you and you have the right to withdraw your consent to its collection, use or communication except in the context of the legal or contractual obligations mentioned above.

However, it is important to note that certain information is necessary to provide you with our products and services. By using the Psylio platform and/or by providing us with your personal information, you consent to and accept the terms of this Privacy Policy, including any amendments, through your continued use.

Refusal: If you do not want your personally identifiable information to be used as outlined in this Privacy Policy, please discontinue your use of the Psylio platform. If you continue to use the platform, we will continue to collect certain data about you.

Access, amendment and deletion: You may submit an official request to access the information we hold about you, as well as to request an amendment or deletion.

Verification: We may verify the identity of individuals requesting access to their personal information. Any information collected for this purpose will be used strictly for identity verification.

Client personal information: Access to a Client’s personal information is restricted to the Practitioner or the Organization responsible for their record.

*If you are a Client and wish to withdraw your consent for the processing or sharing of your personal information by a Practitioner, you must contact the Practitioner directly.

Any formal request must be made in writing to the person responsible for access to information by one of the following means:

By email to the following address: prp@optania.com
By certified mail, prepaid postage and with acknowledgment of receipt to:

*We will respond to your request as soon as possible (no later than 30 days after receipt).

What are our security safeguards for storing your information?

Limited retention: Optania aims to retain users’ personal information only as long as necessary to fulfill the purposes for which it was collected. As a general rule, data is permanently deleted 90 days after a deletion request, although this timeframe may vary depending on the agreement between the parties.

Storage locations: Personal information collected in connection with your use of the Psylio platform will be stored in secure locations and on servers controlled by Optania.

For more information about our security practices and providers, visit our security page.

What other conditions accompany this policy?

Changes to this policy: Optania reserves the right to modify this Privacy Policy as needed. You will be informed through notices on our websites or other communication methods authorized by you.

How can you contact us?

If you have any questions or comments regarding security and privacy protection, you can contact us at prp@optania.com.

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