Privacy Policy

Version 1.1 — last updated 5 October 2026

1. Two different responsibilities

Sabaican is practice-management software used by massage therapists and physiotherapists in Canada.

• Your therapist is responsible for your record. They decide what is written about you, who may see it, and how long it is kept, under the rules of their professional college. Any question about your record goes to them.
• Sabaican is the software provider. We host and protect that information on the therapist’s behalf. We do not use it for anything else: we do not sell it, we do not rent it, we do not use it for advertising, and we access it only when needed to fix a technical problem or to meet a legal obligation.

Sabaican (sabaican.com) is operated by its owner, in Ontario. Person responsible for the protection of personal information: the owner of Sabaican. Contact: support@sabaican.com.

This line is not decorative: Quebec’s Law 25, section 3.1, requires that this person’s title and contact details be published on the site.

2. What we collect

If you are a therapist: your name and business name, email, phone, business address, province, profession, language, time zone, brand colour, password (hashed with PHP’s standard algorithm — never stored in readable form), sign-in history (IP address, browser, date) for security, and your subscription details (plan, payments).

If you are a client: first and last name, email, phone, mailing address (and the visit address for home services), date of birth, family members you register, emergency contact and payer if you provide them, your appointments, your invoices and receipts, the message you type in the booking form, and — where applicable — your health information: health-form answers, session notes written by your therapist, signed consents, and documents added to your record.

If you only leave your email address on our home page to be told when we open: your email, the date, a fingerprint of your IP address, and your browser (to prove consent was given). Nothing else, and no third-party advertising.

We never ask for a health-insurance number, a social insurance number, or banking information.

3. Why we collect it

To run the service, and nothing else: booking and confirming appointments, sending the emails tied to those appointments, letting your therapist keep your record, producing your invoices and receipts, keeping accounts secure (detecting abusive sign-in attempts), and meeting our legal and tax obligations.

4. Who else handles this information

We use two service providers, and only two:

• OVH — server and database hosting, in Canada, in Beauharnois (Quebec).
• Mailjet (a French company, part of the Sinch group) — email delivery. What passes through it: your name, your email address, the date, time and place of the appointment, the service name, a receipt amount, and links to your portal. No health information is ever sent by email: our messages contain no form answers and no session notes; they link to the secure portal. This processing may take place outside Canada.

We use no other service: no online payments (Sabaican collects nothing on your therapist’s behalf and stores no card), no advertising analytics, no third-party tracker, no advertising cookie. We do not sell or disclose your information to anyone else unless the law requires it.

5. How it is protected

• Your health information (forms, session notes, signed consents, documents) is encrypted before it is written to the database (AES-256-GCM); uploaded files are stored outside the web root and encrypted as well.
• Each practice’s data is kept separate: one practice never sees another’s.
• Traffic uses HTTPS; session cookies are HttpOnly, SameSite=Lax and Secure.
• Every time health information is opened, it is logged (who, when, which record — never the content).
• No screen of the platform shows your health information to the operator of Sabaican: the administration console never decrypts it, and he does not consult it.
• What we cannot promise: no security is absolute. If our servers were compromised together with our keys, encrypted information could be exposed. We would tell you (section 9).
• ⚠️ Messages you send us from the in-app help (therapists) are readable by the operator and are not encrypted: never write a client’s name or health condition there.

6. How long we keep this information

In short, here are the periods we apply:

• Your health record belongs to your therapist’s practice: it is kept under their college’s rules, which differ by province — for example 10 years after your last appointment in Ontario and Alberta, 16 years after the last entry in your record in British Columbia. For a child, the clock only starts at the age of majority: the record is therefore kept until age 28 in Ontario and Alberta, and until age 35 in British Columbia. These periods are the ones your therapist must meet before their college: Sabaican never deletes a health record on its own initiative, that decision belongs to your therapist.
• Invoices, receipts and accounting records: the same period as the record (professional colleges apply the same rule to financial records as to clinical ones), and at least 6 years after the end of the tax year they relate to, for tax obligations.
• Appointments: with the record.
• Access log: never purged for serious actions (operator access, erasures, account lifecycle, payments); 24 months for record views and sign-ins; 12 months for technical entries.
• Security and technical data: sign-in attempts 30 days; reset, activation and invitation links 7 days after they expire; email delivery log 3 months.
• Unconfirmed waiting-list request: automatically deleted within 48 hours.
• Email left for the launch announcement: it is used only to tell you when we open, and it is deleted on request at the contact address shown on this page.
• Backups: kept 7 days, encrypted. Deleted information may therefore survive up to 7 days in a backup, then disappears.
• Closed practice: When your account is closed, access to the service stops immediately. Within 90 days you may request a full export of your data. After that, Sabaican anonymizes your clients’ contact details and keeps encrypted, without accessing it, the health records and accounting records for the period set out in the retention schedule, so that you can answer a request from your college or the tax authorities. You may ask in writing for complete destruction; we will then remind you that such destruction may put you in breach of your college’s rules.

7. Your rights

• See your record: ask your therapist; the software lets them give you a complete copy.
• Correct inaccurate information: from your portal for your contact details, or by asking your therapist.
• Withdraw your consent: at any time, with your therapist. The withdrawal is recorded with its date. It may prevent further treatment, but it does not erase notes already written — your therapist must keep them.
• Receive your information in a readable format (portability): the copy you are given is a file another person or another system can read.
• Ask for erasure: your therapist can erase your record. What is deleted: your health form and answers, your documents, your consent records, your waiting-list entries, your access links. What is made anonymous: your name, date of birth, contact details, and the free-text notes on your appointments and invoices. What is kept: session notes (encrypted), appointments and invoices, to meet your therapist’s professional and tax obligations. The security log is never deleted, but your email address in it is replaced with a neutral value.
• Complain: to the Office of the Privacy Commissioner of Canada; in Quebec, to the Commission d’accès à l’information; in Ontario, to the Information and Privacy Commissioner.

For anything concerning Sabaican itself (not your record): support@sabaican.com. We answer within 30 days at the latest.

8. Children and represented persons

A health form requires a date of birth. If the person being treated is not old enough to consent alone — 14 in Quebec, 16 in Ontario and New Brunswick, 18 elsewhere in Canada (elsewhere the law sets no age: 18 is a precautionary threshold), unless your therapist’s college sets a different rule — the consent must be signed by a parent, guardian or legal representative, and the software requires it. Outside Quebec, if your therapist finds that a younger person is able to consent to their own care, they can note it in the person’s file: the person then signs for themselves, and the parent’s or guardian’s access to their file is reduced. If a date of birth is entered in the form but is unreadable or impossible (for example in the future), the software always requires a representative’s signature. If no date of birth is known, the software cannot apply these thresholds: the person signs for themselves, and it is up to your therapist to check their age.

Sabaican never collects information directly from a child: everything goes through the therapist or the adult who books.

9. If a privacy breach happens

If we discover loss, theft or unauthorized access:

1. We notify the therapist concerned without delay — they are responsible for their record and they inform their clients;
2. We tell them what happened, when, how many people are affected, and what to do;
3. Where there is a real risk of significant harm, the report is filed with the competent authorities (the Office of the Privacy Commissioner of Canada, and the Commission d’accès à l’information for Quebec), and the people concerned are notified;
4. We keep a register of every incident, including those with no serious risk, and keep it for at least 5 years.

10. Applicable laws

• PIPEDA — the federal private-sector privacy law: it applies to Sabaican across Canada and requires, among other things, that we not keep information longer than necessary.
• Law 25 (Quebec) — for Quebec practices and clients: transparency, destruction or anonymization once the purpose is fulfilled, reporting of confidentiality incidents, and consent from the holder of parental authority for anyone under 14.
• PHIPA (Ontario) — for Ontario practices: the therapist is the “health information custodian”, Sabaican is their electronic service provider; we use their information only to deliver the service, and we report any unauthorized access to them.

11. Changes to this policy

Any significant change is announced by email to therapists at least 30 days before it takes effect, and the date at the top of the page is updated.