Information we use
Account records include your name, email address, password hash, business memberships, sign-in dates and security records such as IP address and browser details. An authenticator secret is encrypted when two-factor authentication is enabled. We do not store your password as readable text.
Businesses enter or import contacts, client details, bookings, tasks, form answers, coaching notes, goals, consent records, files and other content. Depending on what a business enters, this can include phone numbers, birth dates, pronouns, language preferences and emergency contacts. Businesses can upload logos and images and publish information on their pages.
Invoices and subscriptions include amounts, payment status and payment references. Stripe handles its payment pages. Do not enter full card numbers in Rella fields. If a business buys a phone number or phone credit in Rella, Rella keeps the number, the credit balance with each top-up, call and text charge, and the Stripe customer and saved-card references needed for automatic top-ups. Stripe keeps the card details. Support messages, feedback, record-access history and lesson progress are also stored.
Why we use it
We use this information to sign you in, apply business permissions, provide the features you request, send service messages, manage subscriptions, respond to support requests and protect the service. Feedback and usage information help us decide what to improve.
Rella sends account, setup, feedback and free trial ending messages. Some free trial ending messages describe paid plans and link to them. You can pause optional setup and feedback emails in onboarding. Businesses choose the recipients and content of their own campaigns. Those campaigns have their own unsubscribe links and consent records.
The public marketing website at rella.ca asks permission before recording visit reports. If you allow it, Supabase stores the public page path, a random browser-session identifier, referring website or campaign label, country and region, device type and browser information. Reports count clicks to registration and contact pages. IP addresses are used temporarily for location and owner/bot exclusions, and are not stored in visit reports. You can decline tracking, or exclude your own browser from the private traffic report. This website tracking does not read your signed-in business workspace or client records.
Public sign-in and sign-up page counters store daily visit totals separately from named accounts. They do not use tracking cookies or store visitor IP addresses for that counter. Authentication and security records are separate.
Access and service providers
Business roles and assignments control access within a workspace. A business controls its client records and the content it publishes or sends. Platform administrators can view business, team, plan and usage details to operate Rella. Please contact your business about the information it collects from you.
Rella uses hosting, email delivery and payment providers. The application server and database are hosted by Amazon Web Services (AWS) in Montréal, Canada. Amazon Simple Email Service (Amazon SES), an AWS service, handles outgoing email through the Canada (Central) region. Twilio handles text messages and calls to business texting numbers, Stripe handles its payment services, and Cloudflare provides domain and network services. Optional Google connections are described below. These providers process the information needed for their services under their own terms. Some processing may occur outside Canada.
Public pages, emails, exports and files shared outside Rella are available to their intended recipients. Protect exported files because they can contain personal information. Access controls and HTTPS reduce risk but do not remove every risk.
Therapy and counselling practices
Businesses in Canada that keep personal health information, such as enquiries from people seeking therapy, can switch on health privacy mode. An owner first accepts a service provider agreement with Rellatech. Under laws like Ontario's Personal Health Information Protection Act (PHIPA), the business is responsible for that information and Rellatech acts as its service provider.
Under that agreement, Rellatech uses the information only to provide Rella to the business. It does not sell it, use it for its own marketing or use it to train AI models. Two-factor authentication is required for everyone in the business, and each time a client record is opened it is recorded in the business's audit log. If health information is lost or accessed without authorization, Rellatech tells the business so it can notify the people affected.
If you are a client of a therapy or counselling practice that uses Rella, please contact that practice with questions about your information or to ask for a copy or a correction.
Retention and deletion
Business records remain while the business keeps them in Rella. Ending a subscription does not automatically delete them. An owner can export records and schedule business deletion in Settings. Business deletion has a 30-day waiting period and can be cancelled during that period.
You can delete your own account after signing in. This removes your sign-in profile, sessions, password reset tokens, saved Google connections and personal feedback. Shared business records remain with the business, and historical team entries say Deleted member. A sole owner must add another owner or schedule business deletion first.
Account deletion does not erase shared appointments, invoices, signed notes, business messages or security audit history. Business audit history remains until that business is deleted. Account-level security records and a separate record of completed business deletion do not currently have an automatic expiry. A completed business deletion record can contain the business name, request date and requester email. Contact us about these retained records.
Earlier backups are not removed immediately when a record is deleted from the running service. Weekly server backups are enabled. Backup copies are separate from the running database. Delivered emails, payment-provider records, Google calendars and copies saved in other apps follow those services' retention and deletion processes.
iPhone and iPad candidate
The native candidate opens Rella's hosted workspace and provides password sign-in, authenticator entry, navigation, sharing and a local session timer. The hosted pages process the information described in this notice. The native candidate has no advertising SDK or native location, contact-book, camera, microphone or recording permission.
The timer stores no client details and resets when closed. Downloads use protected temporary files. Signing out clears the app's WebKit data and temporary downloads. A copy you save or share into another app is controlled by that app and is not removed by Rella's temporary-file cleanup.
Google sign-in
When you choose Google sign-in, Google verifies your account. Rella uses and stores your name, verified email address and Google account identifier to create or link your Rella account and sign you in. Your Google password is never sent to Rella. Sign-in does not give Rella access to Gmail, Drive or your Calendar.
A temporary verification record binds the sign-in to your browser. It expires after ten minutes. Expired verification records are removed when the app starts and by an hourly cleanup.
Google Calendar is a separate choice
Coaches can separately connect Calendar from Settings, then Connections. Rella requests busy-time availability on your primary Google calendar and permission to manage calendars created by Rella. Availability checks read busy intervals, not personal event titles, descriptions or attendees. Those intervals are used to avoid offering occupied times in online booking and are not stored as Rella client records.
Rella creates a calendar called Rella appointments. It sends appointment identifiers, start and end times, and cancellation updates to that calendar. Events are titled Rella appointment. Client names, contact details, session notes and form answers are not included.
Rella stores the connected account identifier and email, calendar identifier, encrypted authorization credentials and sync status on its server. The credentials allow updates while you are signed out. Each connection belongs to the coach who connected it in that business.
Google Ads is a separate choice
Where available, business owners and administrators can connect Google Ads from Reports, then Advertising. Rella reads the accounts available to the connected Google login and imports daily spending, campaign names and identifiers, and ad group names and identifiers for the account you select. It uses these records to show advertising costs in your business reports.
Google's Ads permission includes managing advertising accounts. Rella uses this connection only to read account and spending information; it does not create or change ads, budgets or campaigns. It does not send client records, notes or form answers to Google through this connection.
Rella stores the connected Google identifier and email, selected advertising account details, encrypted authorization credentials, spending records and sync status. Credentials allow daily updates while you are signed out. Access to reports and connection settings follows your business's Rella permissions.
Use and sharing
Google sign-in information is used for your Rella account and account messages as described above. Calendar data and authorization credentials are used for the connected features. Rella does not sell Google data, use Calendar data or authorization credentials for advertising, train AI models with Google data, or export Google credentials and personal calendar events through Zapier. Google processes requests under its own policies; connecting Google may involve processing outside Canada.
Rella's Google connections are governed by the Google API Services User Data Policy, including its Limited Use requirements.
Disconnecting and deletion requests
Disconnect Google Ads from Reports, then Advertising, to remove its authorization credentials from the running app and stop future syncing. Previously imported spending remains in your business reports. To revoke Google access, use Google Account connections; revoking Rella there can also affect other Google features you connected. Contact us to request deletion of retained advertising records.
Disconnect Google sign-in in Settings, then Connections, to remove the linked Google account identifier. Your Rella account name and email remain part of your Rella account. Google-only accounts need a password set through Forgot password before disconnecting sign-in.
Disconnect Calendar in Settings, then Connections, to remove its authorization credentials from the running app and stop syncing. Rella also attempts to revoke access at Google. You can revoke it yourself in Google Account connections. Existing calendars and events remain in Google until you remove them there. Earlier backup copies may remain until those backups are replaced.
You can request access or correction and ask questions about retention or this notice through the Rella contact form or hello@rella.ca. We may need to verify your identity. For a client record held by a business, contact that business too. Account deletion is available directly from Delete your account, without opening a support request.