Privacy policy

Effective October 5, 2026

This policy explains how Joy handles personal information on joyforcare.com and in the Joy practice workspace. For privacy questions or requests, contact doruk@joyforcare.com.

Information we handle

• Account information. Your name, email address, account identifier, authentication information, and sign-in sessions. For email sign-in, we store a password hash rather than your readable password.
• Practice information. Information you enter or upload, including client details, appointments, notes, transcripts, reports, consent records, administrative records, conversations with Joy, and attachments. This information may include sensitive health information about your clients.
• Recordings. Audio you choose to record or upload. Recording requires your browser's microphone or tab-sharing permission. Joy can save recording chunks on your device to recover interrupted recordings. If you enable live transcription, audio is sent to Microsoft Azure while you record. Practitioners are responsible for obtaining the permissions required from participants before recording or submitting their information.
• Technical information. Request and security information such as IP address, browser and device information, timestamps, and error or activity records used to operate and protect the service.
• Communications. Information you provide when you email us, call us, request help, or schedule a conversation.

Google sign-in

If you choose Continue with Google, Joy requests only the basic OpenID Connect, email, and profile permissions. Google provides your Google account identifier, name, email address, email verification status, and profile picture if available. Joy also handles the authentication tokens needed to complete and maintain the connection.

We use this information to authenticate you, create or identify your Joy account, and display your account details. If your verified Google email matches an existing Joy account, sign-in can connect you to that account. Google sign-in does not grant Joy access to your Gmail, Google Drive files, calendar, contacts, or meeting recordings.

Google account information is stored with Joy's account records through Cloudflare. It is shared only as needed to provide authentication and operate the service, or for the legal and security reasons described below. We do not sell it, use it for advertising, or use it to train AI models. Joy's use of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements where applicable.

You can revoke Joy's access through your Google account connections. Revoking access stops future access through that connection; it does not automatically delete information already stored in Joy. Contact us to request account deletion.

Optional calendar connection

Connecting Google Calendar is a separate choice from Google sign-in. The availability-only connection imports busy time ranges from your primary calendar. If you enable event editing, Joy separately requests permission to read and edit Google Calendar events. Joy imports event titles, scheduling descriptions, locations, meeting links, guest details, and appointment times from your primary calendar when you sync. You can create events and save reviewed changes or cancellations back to Google. Google may notify existing guests when you confirm a calendar update. Joy-only appointment notes and client record identifiers are not included in calendar writes. Imported event details are stored with your practice records and are accessible according to your practice permissions. Joy stores the connection credentials needed to refresh access. You can disconnect the calendar connection in Joy or revoke access through Google.

Practice access and client links

Practice owners can invite staff and assign roles that determine access to the practice workspace. Invited staff must sign in with the verified email specified by the invitation. Information entered in a shared practice may be available to its authorised members according to their roles.

A practice can create expiring client links for intake responses, consent acknowledgements, or offered appointment slots. Someone with a valid link can view the material the practice included in that form and submit the requested response. Completed, expired, or revoked links stop accepting submissions. Responses, typed names, acknowledgements, and booked appointments are saved in the practice workspace. A typed acknowledgement does not independently verify the respondent's identity. Practitioners should share these links only with the intended recipient.

How we use information

We use personal information to provide the workspace, save and retrieve records, authenticate users, respond to requests, and keep the service secure. When you use an AI or transcription feature, we process the content submitted for that request to return a transcript or draft for your review. A response may appear progressively while it is being generated; an incomplete AI response is not saved as a completed draft. We also use technical information to diagnose problems and understand how the public website is used.

Practitioners decide what client information to submit and how to use the output. Joy processes practice content to provide the requested features. We do not use practice content for advertising or to train our own AI models, and we do not sell personal information.

Service providers and disclosures

• Cloudflare hosts Joy and provides request processing, account and practice databases, private file storage, and operational security services.
• Microsoft Azure processes text submitted to enabled AI features and audio submitted for transcription, including optional live transcription. These requests can contain the client information you include in the submitted content.
• Google provides optional sign-in, separately authorised calendar availability access, and public website analytics. The public website also requests fonts from Google Fonts.
• Resend delivers account emails such as password-reset messages. These messages include your email address and a secure reset link. Practice notes and recordings are not included in account emails.
• Scheduling and communication providers handle information you submit through their services. For example, following our scheduling link opens Calendly, which applies its own privacy policy.

We disclose information to service providers as needed for their work. Authorised Joy personnel may access information when necessary for support, security, or service operation. We may also disclose information when required by law, to protect people's safety or the service, or in connection with a business transfer subject to appropriate confidentiality protections.

Storage and security

Signed-in practice records use Joy's U.S. Cloudflare database and private U.S. file storage. The current Azure AI and transcription deployments are configured for U.S. processing. Hosting and service providers may process technical or account information in other locations; a storage location does not mean every request is processed there.

Recording recovery data can also be stored in the browser on your device, including when you use a signed-in workspace. Interrupted recordings remain available for recovery or discard; a successful submission removes Joy's local recovery copy. Clearing browser data can remove recoverable audio.

Where you use a browser-only workspace, records are stored on that browser and device. Clearing browser data can remove those local records. Browser storage does not prevent information from being sent to a provider when you choose a connected processing feature.

Connections to Joy and its Azure processing services use HTTPS with Transport Layer Security (TLS) to encrypt information in transit. Cloudflare automatically encrypts Joy's stored database records and file attachments at rest using AES-256, with encryption keys managed by Cloudflare. See Cloudflare's database security documentation and file storage security documentation.

Joy also uses authenticated access, account and practice access checks, and private attachment storage. Authorised services decrypt information when needed to provide the requested features, including AI processing and transcription. This is not end-to-end encryption. Browser-local records do not have a separate Joy encryption layer and depend on your device and browser protections.

No service can guarantee complete security. Keep your device and account credentials secure and only submit information you are authorised to provide.

Cookies and website analytics

Joy uses authentication cookies to keep you signed in and browser storage for local records and preferences. Blocking these can affect the workspace.

The public marketing website uses Google Analytics to measure visits, page interactions, and clicks on founder call links. Google Analytics may use cookies and receive browser, device, and network information. We do not install Google Analytics in the practice workspace or send practice notes or recordings to it. The privacy page itself does not load analytics.

You can manage cookies through your browser and use Google's Analytics opt-out browser add-on. Links to Google, Calendly, or other external services are governed by those services' policies.

Retention and deletion

We retain account information while your account remains active and as needed to provide the service, address security issues, and meet applicable legal obligations. Practice records and saved attachments remain available until removed or handled through a deletion request, subject to applicable recordkeeping requirements.

If you choose not to retain session audio, Joy still uploads temporary audio for transcription and removes those temporary files after processing completes. Cancellation and expiry also trigger temporary audio cleanup; scheduled cleanup retries failed removal. Failed or interrupted jobs can keep temporary audio until retry, cancellation, or expiry. This choice does not remove the transcript or notes saved from the recording, or copies you downloaded yourself. If you choose to retain audio, it is saved as a private session attachment.

Archiving a document hides it from the active workspace; it does not permanently erase the stored record. There is no automatic 14-day deletion rule for saved recordings. Where audio removal is available, it removes the saved audio attachment. Contact us for permanent account or record deletion requests. Some information may remain temporarily in provider backups or where retention is required by law.

Your choices and requests

You can choose email sign-in instead of Google, decline recording permissions, and decide what content to submit for AI processing. To request access, correction, a copy, or deletion of your personal information, or to raise a privacy concern, email doruk@joyforcare.com. We may need to verify your identity before acting. Depending on your location, you may also have rights to restrict or object to processing, withdraw consent, or complain to a privacy regulator.

If you are a client of a practice using Joy, contact your practitioner first about clinical records or recording consent. Your practice determines how it uses your information and which clinical records it must retain. Please do not include clinical records or sensitive client details in an initial email to Joy.

Children and changes to this policy

Joy accounts are intended for adult practitioners and practice staff. A practice may submit information about a minor where it has the required authority and permissions.

We will update this page and its effective date when our practices change. For material changes affecting existing users, we will provide notice through the service or another appropriate channel.