Privacy Policy
We built TrustedPsych on the premise that your records and your clients' records are private. This policy explains what information we collect, why we collect it, and how we protect it.
Effective date: October 6, 2026
Previous version effective August 18, 2026. This update adds Zoom to Section 4: what Zoom receives when you hold sessions in TrustedPsych, and how that information is protected.
1. Who this policy covers
This Privacy Policy applies to TrustedPsych, LLC (“TrustedPsych,” “we,” “our,” or “us”) and the TrustedPsych platform. It covers:
- Therapists — licensed practitioners who register for an account and use the platform to manage their practice.
- Clients — individuals whose information therapists enter into the platform, and clients who access the client portal directly.
- Visitors — anyone who browses our marketing pages or public directory without an account.
For clients whose records are managed by a therapist, the therapist is the covered entity under HIPAA and controls how their clients' Protected Health Information (PHI) is used. TrustedPsych acts as a Business Associate. See our HIPAA Notice for more detail.
2. Information we collect
Therapist account information
When you register as a therapist, we collect:
- Name, email address, and password (bcrypt-hashed — never stored in plaintext).
- Professional information: license number, NPI, professional title, practice name, specialties, bio, and service fee.
- Payment information for your platform subscription, processed and stored by Stripe — we never see or store your raw card number.
- Profile photo (stored in AWS S3, publicly readable if you publish your directory listing).
- Integration tokens for Google Calendar and Zoom, stored encrypted and used only to sync your schedule and to create your Zoom meetings.
Client information (PHI)
When you enter client information into TrustedPsych, we store it on your behalf. This includes names, contact details, dates of birth, diagnoses, session notes, and billing information. All PHI fields are encrypted at rest using AES-256-GCM before they are written to our database. Decryption happens server-side only — plaintext never travels to the browser in list views.
Usage and technical data
We collect standard server logs, including:
- IP addresses, browser type, and operating system (for security and debugging).
- Pages visited and timestamps (to understand how the platform is used).
- Audit logs — every access to a client record is logged with a timestamp, action type, and therapist ID. Audit logs never contain PHI, only identifiers and action types. They are append-only and cannot be deleted.
Cookies and session data
We use a session cookie to keep you logged in. It contains your user ID and email — no PHI. We do not use advertising cookies or share cookie data with ad networks. Your session expires after 30 minutes of inactivity and you are automatically logged out.
3. How we use information
We use the information we collect to:
- Provide and improve the TrustedPsych platform.
- Process your subscription payment via Stripe.
- Send transactional emails (session reminders, document signing links, magic login links) via Amazon SES.
- Send one-time passcodes and verification codes by SMS via Amazon SNS, only when you have checked a separate consent box. These are transactional verification texts, not marketing. Message frequency varies. Message and data rates may apply. Reply HELP for help or STOP to opt out.
- Sync your calendar schedule with Google Calendar (busy times only — client names are never sent).
- Create Zoom meetings on your own Zoom account and let you and your clients join them inside TrustedPsych, only if you connect Zoom. Participant names are shown in the call. See Section 4 for what Zoom receives.
- Process client session card payments via Stripe (client nickname is used, never their real name).
- Verify your license and identity during the therapist verification process.
- Respond to your support requests.
- Comply with legal obligations.
We do not use your data or your clients' data for advertising. We do not share it with ad networks, use it to target ads at anyone, or let anyone else do so. We do not sell protected health information, and we do not sell any information that identifies you, your practice, or a client. We do create de-identified data and may use, publish, license, or sell aggregate statistics derived from it, including in our own marketing. See “De-identified data” below.
4. Third-party services and how PHI is protected
We share information with third parties only as necessary to operate the platform. Here is what each service receives:
AWS (Amazon Web Services)
Our database and file storage run on AWS. AWS stores encrypted PHI — they cannot read it without our encryption key. We maintain a BAA with AWS. Storage encryption (AES-256) is enabled on all RDS databases. TLS is required on every connection. When you consent to SMS verification, Amazon SNS receives only the phone number and the one-time code — never a name, email, or clinical information.
Stripe
Stripe processes your platform subscription payments and receives your name, email, and payment card data for that purpose. Stripe is also used to process client session payments: the client is identified to Stripe only by a de-identified reference and a generated nickname, never their real name, email, diagnosis, or session notes. Stripe's identity verification tool is used to verify therapists only: it collects a photo ID and a live selfie directly from the therapist, through Stripe's own hosted page, not through TrustedPsych. Clients verify their identity with a text-message code instead, which never involves Stripe at all. We do not currently have a signed Business Associate Agreement with Stripe.
Google Calendar
When you connect Google Calendar, we sync session times and availability blocks. Client names are never sent to Google — we use client nicknames for any schedule entries. No BAA is required.
Zoom (video sessions)
If you connect Zoom, TrustedPsych creates meetings on your own Zoom account and lets you and your clients join the call inside TrustedPsych using Zoom's Meeting SDK. Because the meeting is hosted on your Zoom account, Zoom's agreement is with you, and TrustedPsych does not have a Business Associate Agreement with Zoom. We ask every therapist to sign a BAA with Zoom for their own account before using it with client information, and the Integrations screen in Settings links to Zoom's instructions.
What Zoom receives. The meeting title is generic (“Session” or “Consultation”), along with the start time and duration. When someone joins, the name shown in the call is sent to Zoom as the participant name: your name for you, and the client's name for the client. Zoom also sees what any video service sees, including the participant's IP address and the call's audio and video, which travel directly between the participant's browser and Zoom over an encrypted connection. We never send Zoom a client's email address, agenda, diagnosis, session notes, or any other clinical information. We use no Zoom registration, which would send a client's email to Zoom, and we turn off Zoom's AI Companion summaries and questions when we create meetings. A waiting room means only people you admit can enter, and recording and in-meeting chat are disabled in the call screen we provide.
What we store and how it is protected. Your Zoom connection tokens are encrypted with AES-256-GCM before they are saved and are used only on our servers, never sent to your browser. For each meeting we store the meeting ID, join link, and passcode in our database, which has storage encryption enabled. The passcode is given only to the therapist who owns the session and the client it belongs to, and is never written to our audit logs. For each call we issue a short-lived signed join token to the participant's browser, and a short-lived host token to the therapist only. Neither is saved. We do not record, store, or transcribe call audio, video, or chat. Disconnecting Zoom in Settings deletes your tokens and revokes our access to your Zoom account.
Amazon SES (email)
We send transactional emails through Amazon SES: session reminders, magic login links, document signing notifications, and superbill delivery links. Emails may contain a client's email address in the recipient field but are designed to minimize PHI in the email body. Signed documents are sent as a link rather than an attachment. Amazon SES is covered by our BAA with AWS.
Audio transcription (Whisper)
If you dictate notes after a session, we transcribe that audio using a self-hosted Whisper model running inside our own AWS infrastructure. We do not record, listen to, or transcribe therapy sessions themselves. Audio and transcripts never leave our infrastructure and are not sent to any third-party AI service.
De-identified data
We remove all identifying details from platform activity to create de-identified data, using the standard set out in HIPAA at 45 CFR 164.514(b). Once de-identified, this information no longer identifies you or any client and is no longer protected health information.
We use it to improve the platform, to understand how independent practices operate, and to produce aggregate statistics and benchmarks — for example, the average number of sessions a solo practice runs in a month. We may use those aggregate statistics in our own marketing, and we may publish, license, or sell them.
We never sell or license anything that identifies you, your practice, or a client. We do not attempt to re-identify de-identified data, and we require anyone who receives it to agree not to attempt re-identification.
5. Data retention
We retain your account and client data for as long as your account is active and for as long as required by applicable law and professional standards. Many jurisdictions require mental health records to be retained for a minimum of seven years (or longer for minor clients). You are responsible for ensuring your retention practices comply with your jurisdiction's requirements.
If you cancel your subscription, your account becomes read-only at the end of the period you have paid for and stays that way for 90 days, so you can sign in and export everything. At the end of those 90 days we permanently delete your client data from our production systems. Backups may retain data for up to an additional 90 days before they are rotated and overwritten. We email you before the deletion date. Reactivating your subscription at any point beforehand restores your account in full.
Audit logs are permanent and append-only — they cannot be deleted, even by us.
6. Security
We take security seriously because the data you entrust to us is sensitive:
- All PHI fields are encrypted at rest with AES-256-GCM before being stored.
- All data in transit is protected by TLS.
- Passwords are hashed with bcrypt — we cannot recover your password.
- Passkey (WebAuthn) authentication is available as an alternative to passwords.
- Every PHI access generates an immutable audit log entry.
- Sessions auto-expire after 30 minutes of inactivity.
- PHI-bearing query parameters are automatically stripped from URLs by our middleware.
No system is perfectly secure. If you discover a vulnerability, please report it to [email protected] before disclosing it publicly. We will respond promptly and work to fix the issue.
7. Your rights
As a therapist, you can access, correct, and export your account data at any time from your account settings. You can delete your account by contacting us.
Your clients' rights to access or request deletion of their PHI are governed by HIPAA and managed by you as the covered entity. If a client contacts us directly requesting access to their records, we will direct them to you.
If you are in the European Economic Area or the United Kingdom, additional rights under GDPR or UK GDPR may apply. Contact us to exercise those rights.
8. Children
TrustedPsych is not directed to individuals under 18. Therapists who treat minor clients are responsible for obtaining parental or guardian consent as required by applicable law before entering those clients' records into the system.
9. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version here and notify you by email at least 14 days before material changes take effect. Your continued use of the platform after the effective date constitutes acceptance.
10. Contact
Questions, concerns, or rights requests? Email us at [email protected] or write to:
TrustedPsych, LLC
4539 N 22nd St #7488
Phoenix, Arizona 85016, USA
[email protected]