Privacy Policy

Avail (“we,” “our,” or “us”) operates TherapNote, a web-based AI documentation tool for licensed therapists and counselors. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and the rights you have with respect to your data.

TherapNote is a productivity tool for mental health professionals. We are not a HIPAA Covered Entity. The therapists and counselors who use TherapNote are the Covered Entities under HIPAA; we are a technology vendor they use to assist with clinical documentation. We take our responsibilities seriously and have designed our data practices with privacy and security in mind.

If you have questions about this policy, contact us at hello@therapynote.com.

1. Information We Collect

Account Information

When you create a TherapNote account, we collect your email address and a hashed version of your password. We do not store your password in plaintext. We also collect the date and time your account was created and your subscription status.

Session Transcripts and Generated Notes

To generate a therapy note, you provide a spoken or written description of your session. This transcript is transmitted to our AI provider (Anthropic) for processing and returned to you as a structured clinical note. We do not permanently store session transcripts. Transcripts exist only in memory during active processing and are discarded immediately after the note is generated. Generated notes are displayed in your browser but are not stored in our database. Once you copy your note and leave the page, it is gone from our systems.

Because we do not store session content, we do not maintain a library of your patients’ information. TherapNote is a pass-through processing tool, not a clinical record system.

Payment Information

Payments are processed by Stripe. We do not collect or store your credit card number, CVV, or bank account details. Stripe provides us with a customer identifier and subscription status so we can manage your account. Stripe’s privacy policy governs the handling of your payment data.

Usage Data

We collect standard server logs including your IP address, browser type, pages visited, and timestamps. This data is used for security monitoring, debugging, and understanding how TherapNote is used at an aggregate level.

Cookies

We use session cookies to keep you logged in between page loads. We do not use third-party advertising cookies. We do not sell your data or use it for advertising purposes.

2. How We Use Your Information

We use your information to:

• Provide, operate, and improve the TherapNote service
• Authenticate your identity and maintain your session
• Process payments through Stripe and manage your subscription
• Send transactional emails (account confirmation, password reset, billing receipts)
• Detect and prevent fraud, abuse, and security incidents
• Comply with legal obligations

We do not use your data for advertising. We do not sell your personal information to third parties. We do not train AI models on your session content.

3. Third-Party Services

4. Data Retention

We retain your account information (email address, hashed password, subscription status) for as long as your account is active. If you delete your account, we will delete your account data within 30 days, except where we are required to retain it by law (for example, for tax and billing records, which we retain for 7 years in accordance with standard accounting practices).

Session transcripts are not retained. Generated notes are not stored. You are responsible for saving your generated notes before leaving the page.

5. Your Rights

Depending on your jurisdiction, you may have the following rights with respect to your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request that we correct inaccurate or incomplete data.
• Deletion: Request that we delete your account and associated data.
• Portability: Request your data in a structured, machine-readable format.
• Objection: Object to certain types of processing.

To exercise any of these rights, email us at hello@therapynote.com. We will respond within 30 days.

6. Security

We implement reasonable technical and organizational measures to protect your personal data, including TLS encryption for data in transit, encrypted storage for data at rest, hashed password storage, and access controls that limit who can access production systems.

No system is perfectly secure. If you believe your account has been compromised, contact us immediately at hello@therapynote.com.

7. Children’s Privacy

TherapNote is intended for licensed mental health professionals and is not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe a child under 18 has provided us with personal information, please contact us and we will delete it.

8. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the “Last updated” date at the top of this page. Your continued use of TherapNote after the effective date of any change constitutes your acceptance of the updated policy.

9. Contact

If you have questions about this Privacy Policy or our data practices, please contact us: