Privacy Policy

This Privacy Policy explains how ClearChart ("ClearChart," "we," "us," or "our") collects, uses, discloses, and safeguards information when you use our website and clinical documentation service (the "Service"). By using the Service, you agree to the collection and use of information as described here.

1. Information we collect

We collect the following categories of information:

• Account information. When you sign up, we collect your name, email address, specialty, and login credentials to create and secure your account.
• Client and session records. Information you enter about your own clients (such as name, email, date of birth, and primary condition), along with session content you provide — raw notes, voice recordings and their transcripts, and the AI-generated SOAP notes, follow-up messages, home exercises, pain scores, and clinical alerts produced from that content.
• Referral letters. Details you provide about a referring clinician and the AI-generated referral letters created from your session records.
• Contact form submissions. If you message us through the contact form, we collect your name, email, specialty, and message content in order to respond.
• Technical data. IP address and basic request metadata, used for abuse prevention and troubleshooting.

2. Account approval and access status

ClearChart currently onboards accounts by hand. After you sign up, you may need to request access before you can use the Service. When you do, we store your user ID, email address, the reason you gave for requesting access, the request timestamp, the reviewing admin, and the decision (approved or rejected). An admin may also activate or deactivate your account at any time after approval; we record who made that change and when. This information is used solely to manage access to the Service and is retained for as long as your account exists.

3. How we use your information

• To provide, operate, and maintain the Service, including transcribing session recordings and generating SOAP notes, follow-up messages, home exercises, and referral letters from your notes.
• To create and secure your account, and authenticate your sessions.
• To store your client and session history so you can revisit prior records and track outcomes over time.
• To surface clinical alerts for your own review based on patterns in your session notes.
• To send follow-up messages to your clients on your behalf, at your direction.
• To respond to support and contact requests.
• To detect, prevent, and address abuse, fraud, or security issues.

4. AI processing of session content

When you record or submit session notes, audio is sent to our transcription provider to produce a speaker-labeled transcript, and the resulting text is sent to our AI processing provider to generate your SOAP note, follow-up message, home exercises, and any clinical alerts. We do not use your session content to train AI models. Session content is processed solely to generate your results and is retained as part of your client and session history until you delete it or close your account.

5. Client data you enter is your responsibility

The Service is a tool for you, as a health practitioner, to document your own clients' sessions. You are responsible for obtaining any consent required from your clients before recording, uploading, or storing information about them in the Service, and for ensuring your use of ClearChart complies with the professional, confidentiality, and data-protection obligations that apply to your practice. ClearChart processes this information on your behalf and does not independently verify or take responsibility for the accuracy of information you or your clients provide.

6. Third parties we share data with

We do not sell your personal information. We share data only with service providers who help us operate the Service, under confidentiality and data-protection obligations:

• Authentication providers — to manage account sign-up, login, and session security.
• Hosting and database providers — to store your client records, sessions, and account-linked data.
• Audio transcription providers — to convert session recordings into speaker-labeled text.
• AI processing providers — to generate SOAP notes, follow-up messages, home exercises, clinical alerts, and referral letters.
• Email delivery providers — to send transactional email, client follow-up messages, and contact-form responses.

We may also disclose information if required by law, or to protect the rights, property, or safety of ClearChart, our users, or others.

7. Data retention

We retain account data, client records, and session history for as long as your account is active. If you delete a client or session, or close your account, we remove the associated data from our active systems within a reasonable period, except where retention is required for legal, security, or backup purposes.

8. Data security

We use industry-standard safeguards — including encrypted connections, access-controlled storage, and row-level restrictions on who can query your data — to protect your information. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Your rights and choices

You can access, update, or delete your account, client, and session information at any time from within the Service, or by contacting us directly. You may also request a copy of the personal data we hold about you, or ask us to delete it, subject to legal retention requirements.

10. Cookies

We use only the essential cookies required to keep you signed in and your session secure. We do not currently use advertising or third-party tracking cookies.

11. Children's privacy

The Service is intended for use by licensed and practicing health professionals and is not directed to individuals under 18. We do not knowingly collect account information from children.

12. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify you directly.

13. Contact us

If you have questions about this Privacy Policy or how your data is handled, contact us at support.clearchartai@proxels.com.