Privacy Policy

This policy covers TherapiSync's clinician portal and sync service ("the Service"): the account a therapy practice creates, the clinicians who sign into it, and the journal data of clients who have chosen to link their account to that practice through the TherapiSync mobile app. It does not cover the mobile app's own local storage on a client's device, which this policy does not reach until that client links their account to a practice.

Account information. When a practice creates an office account, we collect the practice's name, the creating clinician's name and work email address, and a password — stored only as a salted hash, never in plain text.

Client journal data. Once a client links their account to a practice by entering that practice's join code, their device sends their daily journal entries — free text, mood tags, and activity tags — to the practice's account. We receive this data because the client's own device sent it, not because we collected it from them directly.

Activity records. We keep a log of security-relevant actions — clinician logins, join codes issued and redeemed, client links created or ended, and deletion requests — including the timestamp and, for portal actions, the IP address the request came from.

Cookies. The portal sets one cookie, to keep a clinician signed in. We do not use advertising or analytics cookies, and do not embed third-party trackers.

To operate the account and portal a practice signed up for: authenticating clinicians, showing a practice the clients linked to it, sending transactional email (an email-verification link, or a join code a clinician asked us to send to a client), and maintaining the audit log described above so that access to journal data is accountable after the fact.

We do not use client journal data to train models, and we do not sell it.

We share information only in these cases:

• with the practice a client has chosen to link their account to, for that client's care;
• with service providers who process it on our behalf under their own confidentiality obligations — currently Resend, for delivering verification and invite emails, and our database hosting provider; or
• where we are required to by law, or to protect the safety of a specific person.

We do not sell personal or health information, to anyone, for any reason.

Many practices using TherapiSync are covered entities under HIPAA and remain responsible for their own compliance with it, including obtaining any authorization they need from a client and sharing their join code only with their own clients. To the extent TherapiSync creates, receives, maintains, or transmits protected health information on a practice's behalf, we will enter into a Business Associate Agreement with that practice on request — see Contact to arrange one.

Only a client, acting from their own device, decides to link their journal to a practice. They can unlink at any time, without needing the practice's agreement, and can request that the data they sent be permanently deleted rather than merely hidden. A record that a deletion happened, and when, is kept in the audit log described in section 2 even after the underlying data is gone — that log entry contains no journal content itself.

TherapiSync is built for a client to keep their own journal directly, from their own account. If your practice serves a client who is a minor, your practice is responsible for obtaining any parental or guardian consent required under applicable law before linking that client's account to it — TherapiSync does not verify a client's age or consent status itself.

A client's journal data is retained for as long as their account remains linked to a practice, so the practice has continuity of the record. After a client unlinks, their data is retained only if they have not separately requested deletion; a deletion request removes the underlying records. Account and audit records for a practice are retained for as long as the practice's account exists, and for a reasonable period afterward for security and legal purposes.

How data is isolated, verified, and audited is described on the Security page.

We may update this policy as the Service changes. If a change is significant, we will make reasonable efforts to let account owners know before it takes effect.

Questions about this policy, or a request to access or delete data, can be sent to [email protected].