SLP Nova Privacy Policy
Version 2026-10-launch-privacy-v5 · Last updated October 20, 2026.
1. Accountability and contact
SLP Nova is operated by Sebastian Gonzalez, an individual carrying on business as SLP Nova, from British Columbia, Canada. Public seller details: SLP Nova · 4125 Hastings Street, Burnaby, BC V5C 2J3, Canada. The individual operator is responsible for privacy and security. Contact hello@slpnova.com for support, rights, complaints or suspected incidents without sending clinical content; we arrange secure handling when necessary.
Your clinician/practice determines clinical purposes and lawful instructions and is the responsible provider, organization or custodian under applicable law. Nova processes clinical records for that service and has its own legal duties. We separately handle professional-account, billing and security information. This notice does not replace patient consent, a BAA, a processing agreement or institutional permission.
Quebec accounts and Quebec-regulated client/organization workflows are unavailable. We collect country, province/region and whether a workflow involves Quebec-regulated records to enforce that boundary. Existing affected records remain protected and exportable; no new clinical writes, trial or purchase is permitted for that workflow.
2. Information and purposes
On Free, we process your account details and, for SLP accounts, the child and session information you choose to save under this Privacy Policy. Parent accounts do not create child records, save results or record audio. Free does not enable AI or speech processing.
Español (Chile): En el plan Gratis, tratamos los datos de tu cuenta y, para las cuentas de fonoaudiólogos, la información de niños y sesiones que decidas guardar, conforme a esta Política de Privacidad. Las cuentas de madres y padres no crean registros de niños, guardan resultados ni graban audio. Gratis no habilita procesamiento con IA ni de voz.
| Information | Purpose and limits |
|---|---|
| Adult account | Name/email, authentication identifiers, Supabase-maintained password hash, session/recovery and security metadata, organization and plan. No child identity belongs in authentication fields. |
| Agreements and authority | Accepted text/version/hash/time, customer and authorized signatory details, notice contact, account linkage, proportionate IP/browser evidence, location and professional/recording attestations. |
| Clinical workspace | Child alias, approximate birth year, relevant context, goals, sessions, participant/speaker labels, independent/assisted trial evidence, notes, material use, carryover and report drafts. Use minimal identifiers; aliases can remain identifying. |
| Optional audio/transcription | Voices, recording permissions/metadata, transcript timing/text, speaker separation and clinician corrections. Other participants may be recorded. |
| Requested AI functions | Minimized clinical context and prompts for report drafts/planning/assistants, generated results and clinician edits/review. |
| Duplicate-request protection | Content-free account/operation metadata and hashes in billing_request_keys; short-lived private clinical reply copies or record references in clinical_request_results. Replay copies never enter exports, analytics or logs. |
| Adult billing | Contact/address/tax data, Stripe customer/subscription/payment identifiers, invoices and status. Stripe handles card information; clinical information is excluded. |
| Support and security | Nonclinical requests, minimal access/audit/error metadata and device/IP information needed to operate and protect the service. Sensitive assistance uses a secure route. |
We receive information from adult users, their authorized clinical work and recordings, and authentication/billing/security providers. We use it to provide the service, authenticate users, enforce the disclosed offer, preserve necessary contract/consent evidence, protect/recover systems and fulfil lawful instructions and rights requests.
We do not sell personal information, use clinical records for advertising, permit general-purpose model training or unrelated research, aggregate clinical content across customers, or create voiceprints for identification. Service acceptance gives no such permission. Product measurement uses nonclinical operational information. Legally compelled disclosures are limited to what law requires, with verification and notice when permitted. Confidentiality survives the end of a staff or contractor role.
3. Children, recording and choice
Professional accounts belong to adults acting professionally. In professional workflows, children participate under clinician supervision and do not create independent accounts. Recording/transcription is optional. Before each recording/upload, the clinician obtains legally required child/representative and participant permissions and confirms the session gate. The stored clinician attestation does not mean Nova personally obtained a caregiver's consent.
Refusing recording permits the supported nonrecording workflow. Care consent does not automatically authorize audio, AI, foreign processing, publication or research. The clinician keeps completed identified consent forms in its protected record. Capacity, custody, school and local-law requirements govern who may consent. Institutional integrations and identification through voice characteristics are outside the service's permitted clinical purposes.
4. Providers and foreign processing
Clinical application, PostgreSQL records and private Blob audio are hosted in Microsoft Azure East US 2, United States. Requested AI functions use Azure OpenAI; processing can occur in other Microsoft regions, including outside the core hosting region. Default abuse monitoring may retain flagged prompts/completions and allow authorized human review. This is separate from Nova's record retention; deleting a child does not immediately erase a Microsoft safety copy. Nova does not authorize clinical prompts/completions for general model training. Microsoft's published processing and abuse-monitoring terms apply to its copies.
Azure AI Speech Fast Transcription processes requested audio and speaker separation. Microsoft states that the fast service does not retain supplied input/output after processing. Nova separately retains the audio and returned transcript under the Retention Policy. Speaker labels require clinician review and do not authorize persistent voice identification.
Supabase holds no customer clinical data. It handles adult authentication and a separate public cache of generic game audio. Microsoft Azure AI Speech text to speech generates game prompt clips from curated, non-identifying words only; generated clips are cached in that public game-audio store. No customer clinical data or session recordings enter this synthesis or cache path. Resend sends nonclinical authentication/notification/support emails; its processing is in the United States. Stripe handles adult billing internationally under its applicable terms. Cloudflare provides DNS and does not proxy clinical HTTP traffic. Ordinary email and the public game cache are not clinical-support stores.
Clinical records are not sent to direct OpenAI API, AssemblyAI, advertising or unrelated services. The Subprocessor List identifies functions and boundaries. Providers' international service/support infrastructure and foreign laws may permit authority access. Nova and the customer fulfil applicable notices, assessments, contractual safeguards and institutional restrictions; acknowledging this policy does not authorize a prohibited transfer or a Canada/Chile-only workflow.
5. Retention, expiry and deletion
Raw audio expires 30 days from creation, with earlier lawful deletion available. Transcripts, notes and report drafts are separate records and can remain after audio deletion until their own lawful deletion. Trial expiry, grant ending or cancellation alone does not charge or delete records; retained records remain viewable/exportable, independently of audio expiry.
Private replay replies expire after the duplicate-request window (normally 120 seconds), or no later than 24 hours for an explicit request key. Cleanup removes expired copies; they are unavailable for replay after expiry, never exported or analysed, and are deleted on account erasure. Content-free request metadata expires after 30 days. These controls do not reset quotas or change original clinical-record retention.
Account deletion is separate from billing cancellation. A deletion request has a revocable seven-day waiting period; we complete active-copy destruction within 30 calendar days of verified instructions, with earlier action when law requires. We provide usable return/access assistance within 10 calendar days or sooner for an applicable deadline. Identity/authority verification and narrowly documented lawful holds apply.
PostgreSQL backups have a 14-day rolling window. Other protected processor/backup copies follow their applicable retention cycles; we identify the copy, reason, restricted purpose and expiry when a lawful retention or infeasible-destruction exception applies. We prevent routine use and reapply deletion after recovery. No promise of immediate universal vendor erasure is made. Minimal legally necessary contracts/security evidence and financial records are retained separately, without keeping unnecessary clinical content. Details are in Retention, return and deletion.
6. Rights and complaints
Use account controls or contact hello@slpnova.com without clinical attachments for access, correction, export, deletion or a complaint. We verify authority and deliver sensitive copies securely. Clinical patient/caregiver requests are coordinated with the responsible clinician/custodian while preserving Nova's independent statutory duties. Structured account export includes retained clinical records, transcripts and reports, not raw audio files or replay-cache copies; request retained audio securely through the verified support route.
We fulfil applicable statutory deadlines and explain any lawful restriction and review/complaint route. Our contractual ten-day assistance target does not extend a shorter legal deadline, including Chile's two-business-day silence/remedy trigger under the law applicable before December 1, 2026. Depending on the governing regime, oversight includes Canada's OPC, provincial privacy commissioners, Chilean courts and Chile's data-protection authority when its framework takes effect. Free access does not waive rights.
7. Incidents and changes
We maintain safeguards appropriate to sensitive clinical information, investigate suspected unauthorized handling and notify the affected customer without unreasonable delay and within 24 hours of discovering an actual or suspected incident involving unauthorized access, use, disclosure, loss, alteration or material disruption of its information. We provide available facts and updates securely and meet any shorter applicable deadline. Patient/regulator notifications follow the relevant law and agreement; this is not a universal statutory 24-hour deadline.
We give required material-change notice and obtain fresh agreement/consent before broadening purposes or affected processing. Document versions and exact accepted copies remain identifiable. No compliance certification or clinical validation is implied by software use.