Sena Privacy Policy
Effective date: October 29, 2026
1. Who we are and what this policy covers
Vela EHR, LLC d/b/a Sena ("Sena," "we," "us," or "our") provides electronic health record and practice management software for midwifery practices. This policy explains how we collect, use, store, and disclose information through senaehr.com, the Sena application, related support services, and our optional Google Calendar integration.
For privacy questions or requests, contact hello@senaehr.com.
2. Information we collect
The information we process depends on how you use Sena and which features your practice enables:
Account and practice information, such as names, email addresses, phone numbers, organization details, account roles, preferences, and authentication information.
Practice and client information entered or uploaded by authorized users, such as client demographics, health and care records, appointments, messages, forms, signatures, documents, and billing records.
Subscription and payment information, such as billing contact information, subscription status, invoices, transaction records, and payment processor identifiers. Payment services process payment details as needed to complete transactions.
Communications you send us, including inquiries, mailing list subscriptions, support requests, and any attachments you provide.
Technical and activity information, such as IP addresses, browser and device information, access times, application activity, error information, and audit records.
Google Calendar information, if you choose to connect a Google account, as described in Section 4.
3. How we use information
We use information to provide and maintain Sena; authenticate users and administer access; support clinical documentation, scheduling, messaging, forms, billing, and other requested features; respond to support requests; communicate about accounts and services; identify and resolve errors; protect against unauthorized access and abuse; and meet applicable legal and contractual obligations.
When you subscribe to our mailing list, we use your contact information to send Sena news and product updates. You can ask us to stop sending marketing messages by contacting hello@senaehr.com. Account, security, and other service messages may still be necessary.
Some document processing features use automated text extraction or AI services to process documents submitted for that feature. For example, these services may extract information from uploaded lab reports or records for import and review. Google Calendar data is not used for these document processing features.
4. Google Calendar integration
Connecting Google Calendar is optional. Sena accesses Google Calendar through Google's authorization process after you grant permission. Sena does not receive your Google password. Declining or removing access prevents the connected calendar features from operating.
Permissions and information accessed
The integration requests Google Calendar read access and calendar event access through the calendar.readonly and calendar.events permissions. Google's permission descriptions cover calendars and events accessible to your Google account. Sena uses these permissions for the scheduling functions described here.
We access:
Calendar list information, including calendar identifiers, names, time zones, primary-calendar status, and access roles, to let you select a calendar. A calendar identifier may contain an email address.
Busy time intervals from your selected calendar to check availability and display busy blocks. This availability query returns start and end times, rather than the titles or descriptions of your personal events.
Event identifiers and event information needed to create, retrieve, update, or delete events associated with Sena appointments and approved call assignments.
OAuth access and refresh tokens, expiration information, and connection and synchronization settings needed to maintain the connection, including background synchronization when you are not actively using Sena.
How we use and share calendar information
We use Google Calendar information to help avoid scheduling conflicts, display availability, and synchronize Sena appointments and approved call assignments with the calendar you select. Authorized users with access to the relevant Sena scheduling views may see your busy intervals as generic busy blocks. Appointment availability offered to clients may also reflect those intervals.
When synchronizing an appointment, Sena sends its appointment type label, dates or start and end times, time zone where applicable, and internal synchronization identifiers to Google. Appointment type labels may include custom labels entered by your practice. Sena does not populate the event description or location with client chart information or add client names from the chart. Because custom labels are sent as event titles, do not put client names or other confidential information in those labels.
For approved call assignments, Sena sends the assignment date and role label, such as primary call midwife, backup call midwife, or clinic. Calendar content is subject to your Google Calendar sharing settings and Google's handling of information in your account.
We store encrypted access and refresh tokens, selected-calendar information, connection settings, and synchronization information such as event identifiers and status. Availability intervals are processed to answer scheduling requests and populate calendar views. We do not use the availability query to import the contents of your personal events into client charts. This integration does not request access to Gmail messages, Google Drive files, or Google Contacts.
Google data use restrictions
Our handling of information received through Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements:
Google API Services User Data Policy
Google user data is used only for the calendar and scheduling features described above. We do not sell it, use it for advertising, provide it to data brokers, use it for credit decisions, or use it to train generalized AI or machine learning models. These restrictions also cover information derived from Google user data.
We disclose Google user data only with your consent to operate these features, including through necessary hosting and service providers; to address security issues; or as required by law. Any transfer of Google user data in a merger, acquisition, or asset sale requires your explicit prior consent. People acting for Sena may access this data only with your affirmative permission for specific support needs, when necessary for security investigations, or when required by law. Our service providers and personnel must follow the same use restrictions.
Disconnecting and deleting Google information
You can disconnect using Disconnect Google Calendar in Sena's calendar integration settings. Disconnecting stops future synchronization through that connection and removes the connection record, including its stored access and refresh tokens, from Sena's active database. Turning synchronization off without disconnecting retains the connection information.
You can separately revoke Google's authorization for Sena through your Google Account connections page:
Google Account connections
Disconnecting or revoking access does not automatically delete events already created in Google Calendar. You can remove those events directly in Google Calendar. It also does not delete the underlying appointments or practice records in Sena. Synchronization references, logs, and backup copies may remain subject to the retention practices below. To request deletion of remaining Google-related information held by Sena, contact hello@senaehr.com and identify the Sena account and connection involved.
5. How we disclose other information
We disclose information as needed to operate Sena in these circumstances:
To your practice and its authorized users according to their roles, permissions, and the features you use.
To providers that support hosting, storage, communications, payment processing, document processing, security, and customer support, to perform services for Sena.
To recipients you or your practice direct us to share with, such as through an authorized message, fax, document export, or integration.
When required by law or necessary to address fraud, abuse, security incidents, or legal claims, subject to applicable restrictions on health information.
In connection with a business transaction, such as a merger or acquisition, subject to applicable law, contractual obligations, and continued protection of the information.
The more specific Google data restrictions in Section 4 apply to Google user data and take priority over these general provisions.
6. Health information and your practice
When we process health information for a healthcare practice, we do so on the practice's behalf under our applicable agreements, including a Business Associate Agreement where applicable, and applicable law. This policy does not replace your healthcare provider's Notice of Privacy Practices or authorize uses of health information that those obligations prohibit.
For requests concerning access to, correction of, or deletion of a medical record held by your practice, contact the practice directly. We assist practices with requests as required by our agreements and applicable law. Medical record retention requirements may limit deletion.
7. Cookies and information on your device
Sena uses browser storage and similar technologies to support authentication, preferences, application functions, and recovery of work. When offline features are used, selected records and unsynchronized work may be stored on your device to support offline access and later synchronization. Keep devices used to access Sena secure, particularly when they contain practice information.
Our website hosting service may also collect technical and website usage information through cookies or similar technologies. You can manage cookies and site storage through your browser settings. Blocking or clearing them can affect sign-in, preferences, offline access, and work that has not synchronized.
8. Security
We use safeguards designed to protect information, including encrypted connections, authentication, access controls, and audit logging. Google OAuth tokens are encrypted before storage. Access to information is limited according to service responsibilities and permissions. No method of transmission or storage can guarantee absolute security.
9. Retention and deletion
We retain information for as long as needed to provide the services, maintain necessary business and security records, meet legal or contractual obligations, and resolve disputes. Retention depends on the type of information, its purpose, the practice's instructions, and applicable requirements. We delete or de-identify information when it is no longer needed for these purposes, subject to applicable restrictions.
Removal from active systems may not immediately remove copies in backups or logs. Such copies remain protected and are retained only for applicable backup, security, legal, or contractual purposes until deleted under the relevant retention process. Google data remains subject to Section 4 during any retention period.
Contact hello@senaehr.com to request account closure or deletion of information. We may need to verify your identity and authority before acting. Where information is controlled by your practice, we may refer the request to that practice. Removing a Google connection, closing an account, and deleting medical records are separate actions.
10. Your choices and requests
You can update information available through your account settings, manage optional integrations, adjust available notification preferences, and contact us about your information. Depending on applicable law and our role in processing the information, you may have rights to access, correct, receive a copy of, or request deletion of personal information, or to withdraw consent where processing depends on consent. Contact hello@senaehr.com to make a request or raise a privacy concern.
11. Children and patient records
Sena's website and professional account registration are intended for adults. Healthcare practices may use Sena to maintain records about infants and other minors and to communicate with authorized parents, guardians, or patients. We handle those records on behalf of the practice as described in Section 6.
12. Changes and contact
We may update this policy as Sena changes. We will post the revised policy and effective date on this page and provide additional notice where required. Before using Google user data for a new purpose, we will update our disclosures and obtain the consent required by Google's policies and applicable law.
For privacy questions, requests, or concerns:
Vela EHR, LLC d/b/a Sena
Email: hello@senaehr.com
Website: https://www.senaehr.com