Privacy policy

Who we are

Tantôt is operated by Voff Digital, a company registered in the United States, 1309 Planted Pine St, Oakland, FL 34787, United States.

When a business uses Tantôt to manage its clients, that business remains responsible for its client records; Tantôt processes them on its behalf, following its instructions and this policy. A client who wants to exercise their rights over their record can contact the business or us; we then pass the request on to the business.

For information about businesses themselves, website visitors, the waitlist and the chat, Voff Digital is responsible.

Person in charge of personal information

Person in charge: the President of Voff Digital. Email: [email protected].

You can write to this person with any question, request for access or correction, or complaint.

Information we collect

Depending on how the service is used, we may process the following categories:

• Businesses and their team: name, contact details, business name, address, hours, services and prices, billing information and account settings.
• Clients of businesses: name, contact details, appointment history and, depending on what the business chooses to record, notes, forms, clinical records and other fields. Sensitive information is encrypted with a key specific to each business.
• Waitlist: email, business name, business type and region.
• Website chat: see the “Website chat” section below.
• Directory search: the words searched and the place entered. We don’t link them to your identity.
• Technical data: IP address, browser type, pages viewed, sign-in and access logs.

How we use it

We use this information to:

• provide the service: booking, calendar, client records, reminders, messages, directory and AI notes;
• create and manage accounts, bill the subscription and provide support;
• keep the service secure and prevent fraud and abuse;
• meet our legal obligations.

We don’t sell personal information. We don’t use a business’s client records for our own purposes, or to train an AI.

Consent and communications

Consent to text and email reminders is recorded, with its date and source. Every message offers a way to unsubscribe.

Mobile phone numbers and text-message consent are never shared, sold or rented to third parties or affiliates for their marketing or promotional purposes. Appointment texts are sent by Tantôt, from Tantôt’s own number, on behalf of the business the client booked with, and only concern the client’s appointments with that business (confirmations, reminders and replies). Message frequency varies; message and data rates may apply. Reply STOP to stop receiving them and HELP for help.

The business is responsible for obtaining its clients’ consent where the law requires it, including for recording a session with AI notes.

You can withdraw your consent at any time, subject to legal or contractual obligations. Withdrawing it may prevent some features, such as reminders.

Hosting and transfers outside Quebec

The database and the application run on DigitalOcean servers in Toronto (Ontario, Canada), which is outside Quebec.

We use the following service providers:

• DigitalOcean (Toronto, Canada): servers, database and backups.
• Sendwax: sending the service’s emails, from the same server in Toronto.
• Cloudflare (global network): domain names, attack protection and bot checks (Turnstile). Site traffic passes through it encrypted; pages containing personal information are not stored there.
• Amazon Web Services (Canada; processing possibly in the US): sending text messages, and AI notes, as described in the “AI notes” section below.
• Anthropic (US): the automated assistant in the website chat.
• Google (US): out-of-network directory results (Google Places), from the words searched and the place, with no identifying information. Google’s measurement and advertising tools set cookies only with your consent (details in the Cookies section).
• Apple and Google: delivering mobile app notifications, when you turn them on.

Voff Digital is registered in the United States, but the service is managed from Quebec. Our team accesses information only when needed for support, security or maintenance of the service.

Before each transfer outside Quebec, we assessed its privacy impact: how sensitive the information is, why it is used, the safeguards in place, including contractual ones, and the legal framework that applies. We transfer information only when we consider it adequately protected, and every service provider is bound by contract to confidentiality and security obligations.

AI notes (transcription and draft notes)

AI notes is only available to businesses that turn it on themselves. Every recording requires the client’s consent, recorded by the practitioner.

The audio is stored and transcribed in Canada (Amazon Web Services, Canada Central region), then deleted as soon as the transcript is done, within 24 hours at most.

To write the draft, the transcript text is processed by Claude (Anthropic) on Amazon Bedrock, in Canada or the United States. When it is processed in the United States, it is never stored there: it is processed in memory and erased as soon as the draft is returned.

Neither Amazon Web Services nor Anthropic keeps a copy of the audio, the transcript or the draft, and this data is never used to train AI. Anthropic has no access to it.

The transcript is kept in the business’s records until the note is signed, or for 30 days at most.

Retention and destruction

We keep information only as long as needed:

• Business account: as long as the account is active. After it is closed, you have 30 days to export your data; it is then deleted within 90 days of closing.
• A business’s client records: as the business chooses, since it may have retention obligations (for example, from a regulatory or licensing body). They are deleted with the business’s account.
• AI notes: audio deleted no later than 24 hours after recording; transcript deleted when the note is signed, or after 30 days at most.
• Website chat: as described in the “Website chat” section below.
• Waitlist: until you unsubscribe or create your account, and 24 months at most.
• Technical logs: 30 days for the application, 14 days for the web server.
• Backups: 30 days.
• Invoices we issue: as long as tax laws require.

At the end of these periods, information is securely deleted or made anonymous.

Your rights (Law 25)

You can ask to access your information, correct it, delete it, receive a copy in a structured, commonly used technological format, or withdraw your consent. Write to the person in charge named above.

We reply within 30 days. We may ask you to confirm your identity.

If you are not satisfied with our answer, you can file a complaint with the Commission d’accès à l’information du Québec or the Office of the Privacy Commissioner of Canada.

These rights apply wherever you are, including in the US.

Security

Security measures in place:

• Encrypted connections (HTTPS) across the website and the app.
• Sensitive information encrypted with a key specific to each business.
• Access log: every view of a sensitive record is recorded.
• Access limited to the members of our team who need it.
• Regular backups and attack protection.

If a privacy incident occurs, we record it in a register, act quickly to reduce the risk and assess the risk of serious injury. If that risk exists, we notify the Commission d’accès à l’information, the people concerned and the affected business customers, as the law requires.

Cookies

Necessary cookies, always on:

• session and form protection (XSRF-TOKEN): keep you signed in and protect forms;
• tantot_region: remember your country and language;
• tantot_chat: keep your chat conversation;
• your cookie choice: remember what you accepted or declined.

Measurement and advertising cookies are used only with your consent. Details are below.

Changes

We post any change on this page with its date. For a material change, we notify business customers by email at least 30 days in advance.

Country and language

To show the right language, currency and businesses near you, we estimate your country and province or state from your IP address (provided by our content delivery network) and your browser language. This estimate is used during your visit and is kept only in our anonymous visit statistics, described below. If you choose a country or a language, only that choice is kept in a "tantot_region" cookie for one year and, when you are signed in, in your profile.

Analytics and advertising cookies

The essential “tantot_consent” cookie remembers your cookie choices for 6 months.

If you accept analytics, Google Analytics sets cookies (_ga, _ga_*) used to count visits and waitlist signups.

If you accept advertising, Google Ads may set cookies (for example _gcl_au) used to see whether our ads lead to signups.

If you accept advertising, the Meta Pixel (Facebook, Instagram) loads and may set cookies (for example _fbp). It tells Meta which pages were viewed and about certain actions (search, signup, booking) so we can measure our ads. Until you accept, it isn’t loaded. If you had accepted advertising when you created your business’s account, we also report its first subscription payment to Meta from our servers (the amount, your email address in hashed form, and your browser’s Meta cookies).

If you accept advertising, the OpenAI pixel (ads in ChatGPT) loads and may set cookies (for example __oppref and __obref). It tells OpenAI which pages were viewed and about certain actions (search, signup, booking) so we can measure our ads in ChatGPT. Until you accept, it isn’t loaded, and it stops measuring if you withdraw your consent.

Until you accept, these cookies aren’t set. The Google tag may still send Google cookieless signals (consent mode), such as the fact that a page was viewed.

You can change your mind any time with the “Cookie preferences” link at the bottom of every page. Cookie preferences

To block bots, our forms use Cloudflare Turnstile, which checks your browser without advertising cookies. Cloudflare receives your IP address and technical browser signals for that purpose only.

Visit statistics

To know how many people use the site and what brings them here, we keep anonymous visit statistics on our own servers, without cookies. We record the country, province or state and city estimated from your network connection, the type of device, your browser language, the pages viewed and the site you came from (its domain name only), and the campaign tags of the link you followed, if it has any (source, medium, campaign name). We also note how far down a page you scroll, which of the site’s links and buttons you tap, and which form fields you reach or fill in, never what you type in them. Your IP address isn’t stored in these statistics, nor any secret part of a page’s address (such as an appointment link): an anonymous identifier that changes every day is used to count visits. These statistics are kept for 90 days.

Website chat

When you use the website chat, we collect your messages, the address of the page you write from and, only if you give them, your name and email. If you write from your Tantôt account, the conversation is linked to your account and the business you chose, and we attach the app page you write from, your browser, the window size, your language and the business’s subscription status, to help our team answer you.

An automated (AI) assistant answers first: your messages are processed by our AI provider, Anthropic, in the US.

Before this transfer outside Quebec, we assessed its privacy impact. Messages are encrypted in transit, Anthropic does not use them to train its models and deletes them within 30 days (longer only if they are flagged for abuse). We consider their protection adequate. Please don’t write health or financial information in the chat.

A person from the Tantôt team can read the conversation and reply. If you confirm your email, the answer can be sent to you by email.

A necessary cookie, tantot_chat, keeps your conversation on this device for 30 days.

A conversation is closed after 30 days without activity. It is erased entirely (messages, name, email and page) 12 months after it ends.