Legal notice

• Publisher — RDVnow Appointment scheduling, email reminders, receipt sending and customer satisfaction measurement SaaS
• Address — Montréal (QC), Canada
• Email — info@rdvnow.ca
• Primary data hosting location — Toronto (ON), Canada
• Hosting provider — Professional cloud infrastructure, with data centres mainly located in Toronto (Ontario, Canada) and security levels consistent with industry best practices.

Privacy Policy

At RDVnow, we process the minimum amount of data necessary to operate the appointment booking, email reminders, receipt sending and customer satisfaction survey platform. This policy explains which data are collected, for what purposes, and what your rights are.

1) Who is responsible?

RDVnow provides an online software (SaaS) used by professionals and businesses to manage appointments, send reminders, issue receipts and collect satisfaction feedback. As a general rule:

• the professional / business that invites you or follows you remains the controller of the data of its own clients,
• RDVnow acts as a technical service provider (“processor”) to host and process this data on behalf of that professional, according to their instructions.

2) Data we process

• Account data: email address, optional first/last name, interface language, account settings, user roles and configured service preferences.
• Appointment data: client name, contact details, related service, professionals involved, appointment date and time, status (confirmed, cancelled, rescheduled, no-show, etc.).
• Communication data: content of reminders, invitations, confirmation / rescheduling / cancellation links, as well as technical delivery information (opened / not opened, bounce, unsubscribe, clicks).
• Satisfaction data: 1-to-5 ratings and any comments left after an appointment, together with related metadata (date, time, professional or service involved).
• Payment data: payments are processed securely by our payment provider (for example, Stripe). We do not store your credit card numbers on our servers.
• Billing and receipt data: billing details, information about subscribed plans, billed amounts, transaction identifiers, as well as electronic copies of invoices and receipts sent or generated via the platform.
• Technical data: server logs, IP address, browser type, device configuration data, technical cookies, session identifiers and similar information, used for security, abuse prevention and aggregated usage statistics.

3) Why do we use your data?

• Providing the service: appointment booking, reminders, satisfaction surveys, sending and generating electronic receipts or invoices, exports and dashboards.
• Ensuring security: authentication, access logging, permission management, fight against spam and abuse, fraud prevention.
• Improving the platform: anonymised statistics, performance monitoring, usability, testing of new features.
• Managing subscriptions and billing for paid accounts (payment tracking, plan management, billing history).
• Informing you about important service updates (technical changes, security, terms of use, planned downtime).

4) Sub-processors and transfers

We may use specialised service providers (hosting, transactional email delivery, payment solution, monitoring or support tools). These providers only access the data to perform their tasks, under confidentiality and security agreements.

Application data are primarily hosted in data centres located in Toronto (Ontario, Canada), or in infrastructures offering an equivalent level of protection. Where data may be processed outside your country, we strive to select reputable providers and to frame such transfers appropriately.

5) Retention periods

• Account data: kept for the duration of your use of the platform, then archived for a short period in case of potential disputes or legal obligations.
• Appointment, communication, satisfaction and receipt data: kept as long as your account remains active, then deleted or anonymised according to operational needs, unless longer retention is required by law (for example for accounting purposes).
• Technical logs: generally kept for a few weeks to a few months, unless security or technical investigations require longer retention.
• Billing data: kept for the duration required under applicable tax law.

6) Cookies and similar technologies

We use strictly necessary cookies for login, security, session management and language preferences. Analytics and optimisation cookies or trackers may also be used to better understand platform usage in an aggregated way.

You can configure your browser to refuse optional cookies. Some services may then work less well or be less personalised.

7) Your rights

Depending on your situation and the applicable regulations, you may in particular:

• request access to your personal data,
• request rectification of inaccurate or incomplete data,
• request deletion of certain data, within the limits of legal obligations,
• object to certain processing or request restriction of processing, where permitted by law,
• withdraw your consent where processing is based on consent, without retroactive effect on processing already carried out.

To exercise these rights, or for any questions about this policy, you can contact us at info@rdvnow.ca. We may ask you for additional information to verify your identity before responding.

8) Updates to this policy

We may update this privacy policy to reflect changes in the service, legislation or our internal practices. In case of significant changes, we may inform you by email or via a message within the application.

9) Data security

We implement reasonable technical and organisational measures to protect data against loss, unauthorised access, disclosure or destruction.

• encryption of communications between your browser and our servers (HTTPS),
• access control and separation of environments (production / test),
• regular backups and infrastructure monitoring,
• restricted access to data to people who need it for their duties.

As no system is completely invulnerable, we cannot guarantee absolute security. In the event of a major security incident affecting your data, we may inform you when required by law.

10) Processing on behalf of professionals

When you use RDVnow as a professional to process data relating to your own clients (patients, users, members, etc.), you remain responsible for compliance with data protection laws and for providing any required information to those individuals.

• you have an appropriate legal basis to contact your clients (consent, contractual relationship, legitimate interest, etc.),
• you ensure that the content sent via the platform complies with applicable regulations (anti-spam, healthcare, professional secrecy, advertising, etc.),
• you determine retention periods appropriate to your activity and legal obligations.
• RDVnow processes data on your behalf solely to provide the service to you, in accordance with these terms and your configuration settings.

Terms of Use

By creating an account or using RDVnow, you agree to these Terms of Use. They describe the framework in which the platform may be used by administrators, staff members and end clients.

1) Purpose of the service

RDVnow is an online service that enables professionals to offer appointments, send automatic reminders, collect customer satisfaction feedback, generate and send receipts (for example as PDF or by email) and produce dashboards and reports.

The service is provided “as is” in SaaS (software as a service) mode, without local installation, based on the features available at the time of use.

2) Account creation and access

• You must be a business, organisation or professional acting within the scope of your activity to open an account.
• You are responsible for the accuracy of the information provided at registration and for keeping it up to date.
• You are responsible for keeping your login credentials confidential and for all use of your account (including use by your staff or collaborators).
• You must ensure that persons you authorise to use the platform on your behalf also comply with these terms.
• You must ensure that you are authorised to import or enter into the platform the contact details of the people you contact (clients, patients, users, etc.).

3) Subscription, free trial and termination

• The service may include a free trial period, limited in time and features, so that you can test the solution.
• After this period, continued use may require a paid subscription, according to the prices indicated on the site or in your management area.
• You may terminate your subscription under the terms specified in your billing area. Unless otherwise stated, amounts already invoiced are not refundable.
• We may change prices for future periods, with reasonable notice, for example by email or via the application.

4) Proper use and responsibilities

You agree to use the platform in compliance with applicable laws (data protection, professional secrecy, healthcare, advertising, anti-spam, etc.).

• You must not use the platform to send spam, or illegal, offensive, discriminatory or misleading content.
• You are responsible for the content of messages, receipts, forms and documents sent to your clients via the platform.
• You alone are responsible for the legal, tax and regulatory compliance of receipts, invoices and other documents that you generate or send using the platform.
• RDVnow does not provide medical, legal or financial advice: your relationship with your clients, the quality of services provided, diagnoses, prescriptions or recommendations remain your sole responsibility.

5) Service availability

We use reasonable efforts to ensure stable and secure operation, with regular backups and technical monitoring.

Temporary interruptions may nevertheless occur (maintenance, updates, incidents, force majeure). We strive to limit their duration and impact, but cannot guarantee 100% continuous availability.

Certain features depend on third-party providers (hosting, email, payments, etc.). Their unavailability or temporary restrictions may affect the service without creating liability beyond what is set out below.

6) Limitation of liability

To the fullest extent permitted by law, RDVnow shall not be liable for indirect or consequential damages, data loss, loss of business or loss of profit resulting from the use of, or inability to use, the platform.

You remain responsible towards your own clients (quality of services provided, message content, respect of deadlines, compliance of receipts and documents sent, etc.).

Where liability of RDVnow is established, its total aggregate liability to you, for all causes, shall in any event be limited to the total amount of subscription fees that you actually paid to RDVnow during the twelve (12) months preceding the event giving rise to the damage.

We are not liable for damages resulting from improper use of the service, inappropriate configuration, failure to secure your access, or from force majeure or incidents affecting our infrastructure providers.

7) Intellectual property

The platform, its design, features, code and logos are protected by intellectual property laws. You are granted a personal, non-exclusive, non-transferable right to use it, limited to the framework defined in these terms.

You agree not to attempt to reverse engineer the platform, copy it, resell it or make it available to third parties beyond the uses provided for your own professional needs.

You retain full ownership of the data you import or generate via the service (appointments, client lists, email content, receipts, etc.).

8) Processing of personal data on behalf of professional clients

When you use RDVnow to process data relating to your own clients, you are considered the data controller and RDVnow the processor under applicable data protection laws.

• you determine the purposes and means of the processing carried out via the platform (types of messages, content, retention periods, etc.),
• you properly inform your clients about the use of their data and the communications they may receive via the platform,
• you ensure that data subject rights are respected and respond to requests for access, rectification, objection, etc. addressed to you.
• RDVnow provides tools and settings enabling you to configure your processing and implements reasonable measures to ensure the security and confidentiality of data processed on your behalf.

In the event of any inconsistency between these terms and the Privacy Policy regarding personal data, the Privacy Policy shall prevail.

9) Indemnification

You agree to indemnify and hold the platform publisher harmless from any claim, action or demand from third parties (including your clients) related to:

• your non-compliant use of the service,
• any breach of these terms or of applicable laws (including data protection and anti-spam laws),
• any content you create, import or send via the platform (messages, receipts, documents, etc.).

10) Governing law and dispute resolution

Unless a more protective mandatory provision applies, these terms are governed by the laws applicable in the Province of Quebec and by the federal laws of Canada applicable therein.

In case of a dispute, we invite you to contact us first to seek an amicable solution. Failing this, any dispute relating to the validity, interpretation or performance of these terms shall be submitted to the competent courts of the judicial district of Montreal (Quebec, Canada).

11) Contact

For any questions about these terms or about how we handle your data, you can write to us at info@rdvnow.ca.