Privacy Policy

The short version. We collect only what we need to deliver your plan and support you. Your health and food logs are yours: they are stored in your private account and never sold or shared for advertising. Your practitioner sees the meals and weight you log, so they can guide you. Your optional daily check-in and symptom log are seen only by you; section 5 explains the one exception during a HerRhythm round. You can export or delete them at any time by writing to contact@wellclinica.ca. Our public website uses analytics and advertising cookies (see section 8). In the WellClinica app, the assistant and meal-photo reading use our AI provider, Anthropic, only after you allow it. If you use the app from the App Store or Google Play, Apple or Google handles your payment, and our notification provider delivers the notifications you allow.

WellClinica Inc. (“we”, “us”) is a virtual functional nutrition practice based in Oakville, Ontario, founded by Jana El Jardali, CFNP (Certified Functional Nutrition Practitioner). We follow Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), Canada’s Anti-Spam Legislation (CASL) and, for people who live in Quebec, the Act respecting the protection of personal information in the private sector (“Law 25”).

1. Who is responsible

WellClinica Inc. is the organisation accountable for your personal information. Our privacy contact is Jana El Jardali, reachable at contact@wellclinica.ca.

2. What we collect

• Account details: name, email address, password (stored encrypted, never readable by us), and the language you choose.
• Purchase details: the plan you bought, billing status and invoices. Card numbers are handled entirely by Stripe; we never see or store them.
• App activity you enter: meals you log (including photos you choose to upload), water, weight, how you feel, habits, your food preferences (for example gluten-free, halal, kosher-style, sensitive digestion), your portion size, and the consents you give inside the app.
• Height, weight and age if you enter them to receive general portion guidance. These are optional.
• Gender and equation, if you choose to give them. Your gender (woman or man) and the calculation that fits your body best (female, male or middle estimate). Optional. If you choose “Another way” or “Prefer not to say”, we keep only the equation.
• Life stage and activity level, if you choose them (for example perimenopause or menopause), to set your portions.
• Meal photos. When you add a photo of a meal, the full photo is sent to our AI provider to read the meal and is not kept by us. A small thumbnail (about 96 pixels) stays in today’s log and in our 7 daily backups, then is removed.
• Questions you ask the assistant are not stored in your account. They stay on your screen while it is open. If a message suggests a safety concern, or is refused as abusive, its first 300 characters are emailed to your practitioner. If you tap “Report this answer”, that answer and your question are emailed to your practitioner.
• Questions you send to a practitioner (Write to a practitioner) and the replies are kept in your account so you can read them again in Ask us. They are deleted when you close your account.
• HerRhythm challenge details, if you join it: the track you choose (your cycle, the moon’s phases, or a steady menu) and, if you choose the cycle track, the first day of your last period and your usual cycle length. These are optional. If you tell us you are pregnant or breastfeeding, we record that choice so we can help you with a refund. And, if you choose to keep one, a daily symptom log: the items you tick from a short list (for example cramps, low energy or hot flashes). It is optional and off unless you turn it on.
• Cycle details, if you turn on Cycle Sync for the Gut & hormonal menu: the first day of your last period and your usual cycle length, or your answer that you don’t get a period (your menu then follows the moon’s phases instead). We also keep the list of recipes Cycle Sync chose for you, so your menu stays varied and doesn’t change after you’ve seen it. These are optional and off unless you turn them on.
• Daily check-in (Gut & hormonal plan, optional). If you turn it on, we keep the items you tick each day, with the date and the phase shown that day. Only you can see it. It is never shown to your practitioner, never sent to our AI assistant, never included in reports or emails, and never used for marketing. You can delete it at any time in Me. It is also erased if you turn the check-in off, close your account, or make no entry for 180 days, and it is included in your own copy of your data.
• Booking details: when you book a discovery call or a session, your name, email, phone (optional), the language you prefer, what you would like to work on, any notes you add, the time you chose and your time zone. Confirmations and reminders are sent to the email you give.
• Messages you send us through the app, email or social media.
• Technical data: sign-in times, device type, and security codes sent to your email to protect your account.
• If you use the app from the App Store or Google Play: a notification ID for your device, created by our notification provider, OneSignal; whether notifications are on; your subscription status (trial, active, cancelled, expiry date) from Apple or Google through RevenueCat. OneSignal also counts when the app is opened and when a notification is tapped, linked to your account number. Apple or Google handles your payment; we never see your card.
• Marketing preferences: whether you have consented to receive our emails, and your interactions with them (opens and clicks) so we can stop sending what you do not read.

3. Why we use it

• To create and secure your account and deliver your weekly menu, grocery list and app features.
• To choose which HerRhythm menu you see each week from the track you picked. Phase estimates are approximate and are a menu-planning aid only. They are unsuitable for fertility, contraception or any medical purpose. Your symptom log is a personal record for you. We don’t interpret it, score it or use it to change your menu, and we never use it for marketing.
• To choose which recipes you see each day when Cycle Sync is on. Phase estimates are approximate and are a menu-planning aid only; they are unsuitable for fertility, contraception or any medical purpose.
• To let your practitioner review your logs and offer general nutrition guidance, and to alert them when your logs suggest a check-in would help.
• To work out your energy, protein, fibre and portion estimates from the gender and equation you chose, and to show wording and features that fit you. We use them for nothing else.
• To answer your questions and read your meal photos with the assistant, when you have allowed it.
• To send the notifications you turned on (for example grocery day or your new week). You can turn them off in Me or in your phone’s settings.
• To give you access in the app when you subscribe through Apple or Google.
• To schedule your calls and sessions, place them on WellClinica’s calendar, and send you confirmations and reminders.
• To process payments, renewals, cancellations and refunds through Stripe.
• To send service emails (password, sign-in codes, payment and account notices) and, with your consent, encouragement and marketing emails you can stop at any time.
• To improve the app using aggregated, de-identified usage patterns.
• Your weekly menu is generated automatically from the choices you make in the app. You can change any choice at any time, and you can ask us to review a menu by email.
• To meet legal and accounting obligations.

WellClinica provides nutrition education and general guidance. It is not medical care, and the information you enter is not a medical record. If you have a medical condition, please consult your healthcare provider.

4. Consent and your choices

• You consent to this policy when you create an account, book a session or purchase a plan. Health-related entries in the app are always optional and made by you.
• Marketing emails are sent only with your express consent. Every email has an unsubscribe link; service emails about your account, bookings and payments continue while you are a client.
• You can turn encouragement emails off inside the app under Me → Encouragement emails.
• You may withdraw consent, ask what we hold about you, correct it, or ask us to delete it by emailing contact@wellclinica.ca. We respond within 30 days.
• HerRhythm cycle details are collected only with your separate consent inside the challenge app. You can change or delete them at any time under Me. If you delete them, the app asks you to choose a track again.
• Cycle details are collected only with your separate consent inside the app. You can change or delete them at any time under Me → Cycle Sync; deleting them returns you to the standard menu.
• The assistant and meal-photo reading start only after you allow them, and you can turn them off at any time in Me → Assistant.
• You can change or delete your gender and equation at any time in Me → Your numbers. They are included when you download your data (Me → Email me my data).
• Delete your account yourself: in the app, Me → Close my account, confirmed with your password. Your account closes straight away and you receive an email receipt. You can also use wellclinica.ca/delete-account or write to us. A subscription bought through the App Store or Google Play is cancelled in your Apple or Google subscription settings; closing your account doesn’t cancel it.
• You can opt out of advertising cookies and interest-based ads at any time, as described in section 8.

5. Who we share it with

We do not sell personal information. We share it with service providers that help us run WellClinica, each bound to use it solely for that purpose, and with the advertising and analytics partners named below:

• Stripe (payments and billing portal) — stripe.com/privacy
• Apple (App Store purchases and subscriptions) — apple.com/legal/privacy
• Google (Google Play purchases and subscriptions) — policies.google.com/privacy
• RevenueCat (keeps your store subscription in step with your account; receives your account number and purchase status, nothing about your food or health) — revenuecat.com/privacy
• OneSignal (delivers notifications; receives your account number, a device ID, device type and operating system, and counts app opens and notification taps) — onesignal.com/privacy
• USDA FoodData Central (when you search for a food, the words you type are sent to look up its nutrition; nothing about you is sent)
• Google Fonts (loads the app’s typeface; Google receives your device’s internet address)
• Meta Platforms (Facebook and Instagram): to show and measure our ads. When you visit our public website, the Meta Pixel and Conversions API tell Meta which pages you viewed and whether you started a trial or made a purchase (and its amount). If you give us your name, email or phone at sign-up or checkout, a scrambled (hashed) version may be sent so Meta can match the visit to a Facebook or Instagram account. The Meta Pixel does not run in the WellClinica app. — meta.com/privacy
• Google Analytics: to understand how our public website is used, through aggregated reports. — policies.google.com/privacy
• FunnelKit / WordPress hosting (our website, client accounts and email delivery)
• Email delivery and analytics providers used to send and measure our emails
• Google Calendar and Google Meet — when you book a call or session on wellclinica.ca, our own booking system writes the appointment to WellClinica’s private Google Calendar and creates a Google Meet link for video sessions. The event holds only the appointment details you gave us (name, email, phone if provided, what you would like to work on, notes). You are never added as a guest, and Google receives nothing about you beyond that private event. Google’s privacy policy: policies.google.com/privacy
• Anthropic (our AI provider), only after you allow it in the app: when you ask the assistant a question, Anthropic receives your question, your menu, your food profile (for example vegetarian, halal or an allergy), today’s log and your personal targets; when you add a meal photo or type a meal, it receives that photo or text. Anthropic processes this outside Canada, including in the United States, to produce the answer, does not use it to train its models, and deletes it within 30 days unless it is flagged for a safety review. Your check-in and your cycle dates are never sent. If you tap “Ask our AI for ideas for this phase”, your question names your current phase and nothing else about your cycle. — anthropic.com/legal/privacy

Some providers store data outside Canada (for example in the United States) and, for people who live in Quebec, outside Quebec. Where that happens, your information is subject to the laws of that country. We choose providers with strong security commitments and contractual protection. Our website and your account are hosted by WordPress.com (Automattic) in the United States.

HerRhythm cycle details stay with us. They are kept in a private part of our own website database. They are never sent to advertising or analytics tools, and they never appear on the leaderboard, in exports or in our marketing emails. Your practitioner’s dashboard shows only your track, your current phase name and group totals. If you tell us you are pregnant or breastfeeding, a short notice with your email address goes to our support inbox so we can arrange your refund. Only you can see your symptom log. It doesn’t appear on your practitioner’s dashboard, in any email or in any export other than your own data download. There is one exception during a HerRhythm round, because its menus are lower in calories: if you tick that your period is much heavier than usual, or late or missed, your practitioner receives a short notice with your name and the day, so they can check in with you.

Cycle details in the WellClinica app stay with us too. They stay in your private account on our own hosting, are never sent to advertising or analytics tools, and never appear in emails or exports other than your own data download. Your practitioner’s dashboard shows only whether Cycle Sync is on. The exception above belongs to HerRhythm only: nothing you tick in the app’s daily check-in is ever sent to your practitioner. Your gender and equation stay with us in the same way: only you and your practitioner, inside your own file, can see them. They are never in list exports, emails, our email platform, Stripe, Meta or any advertising tool.

6. How we protect it

Encrypted connections (HTTPS) everywhere; passwords stored as one-way hashes; a one-time email code on new-device sign-ins; access to client records limited to your practitioner and the technical staff who need it; regular backups; and prompt patching of our systems. No method is perfectly secure, and we will notify you, the Office of the Privacy Commissioner of Canada and, for people who live in Quebec, the Commission d’accès à l’information du Québec, of any breach that creates a real risk of significant harm.

The WellClinica app loads no advertising trackers. Our notification provider counts app opens and notification taps, as described in section 5. We do not track you across other companies’ apps or websites.

7. How long we keep it

• Account and app data: while your account is active and for 24 months after your last activity, unless you ask us to delete it sooner.
• Booking records: 24 months after the session, so we can honour your programme spacing and follow-ups.
• Purchase records: 7 years, as Canadian tax law requires.
• Marketing consent records: as long as you are subscribed, plus 3 years as CASL requires.
• HerRhythm cycle details and symptom log: until 60 days after your challenge round ends, or until you delete them, whichever comes first. After that they are erased.
• Cycle details in the app, and the list of recipes chosen with them: while Cycle Sync is on. Deleted when you turn it off, close your account, leave the Gut & hormonal menu, or after 180 days without an update.
• When you close your account we erase your app data straight away. Records kept by others: Apple or Google keep your store purchase records; RevenueCat keeps your subscription history until we ask it to delete it, which we do when you close your account; OneSignal keeps your notification ID for as long as its own retention rules allow; invoices stay with Stripe for 7 years as tax law requires.

8. Cookies

We use three kinds of cookies and similar technologies:

• Essential: to keep you signed in and remember your device. The app needs these to work.
• Analytics (Google Analytics): to understand how our website is used.
• Advertising (Meta Pixel): to measure our ads and show them to people on Facebook and Instagram, including people who have visited our website.

Your choice on arrival. If your device is set to a European time zone, our link pages ask before any analytics or advertising cookies load. Elsewhere, they load when you arrive, and you can switch them off at any time as described below.

You can block or delete cookies in your browser, and manage how Meta uses this information in your Facebook or Instagram Accounts Centre under Ad preferences. You can also opt out of interest-based advertising at youradchoices.ca.

9. Children

The WellClinica app from the App Store or Google Play is for adults 18 and over. Teens aged 13 to 17 are served only through a parent or guardian on wellclinica.ca: the parent or guardian holds the account and gives written consent. The WellKids menu is provided to a parent or guardian and contains no information about a specific child. We do not knowingly collect personal information directly from anyone under 18.

10. Changes

We will post any changes here with a new “last updated” date and, for significant changes, tell you by email or inside the app.

11. Questions or complaints

Write to contact@wellclinica.ca. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca or, if you live in Quebec, the Commission d’accès à l’information du Québec at cai.gouv.qc.ca.