Thank you for using TheraBeeNotes.com, a service provided by Beehive Mental Health LLC dba TheraBee (“TheraBee,” “we,” “us,” or “our”) to support mental healthcare providers by reducing their administrative burden to increase focus on client (and self) care. Your privacy is important to us, and we are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and share your information when you use our website, www.therabeenotes.com, and our associated services (collectively, the "Services"). By using our Services, you agree to this Privacy Policy.

1. Description of Intended Users

The services provided by TheraBeeNotes are directed towards individuals who are 18 years of age and older. We do not knowingly collect personal information from children under the age of 18 through our Website. We encourage parents and legal guardians to monitor their children’s Internet usage and to help enforce our Privacy Policy by instructing their children never to provide personal information through our Website without their permission. If you have reason to believe that a child under the age of 18 has provided personal information to us, please contact us, and we will endeavor to delete that information from our databases.

2. Information We Collect

We collect several types of information from or about you, including:

a. Personal Information

When you sign up for an account, we may collect personal information such as your:

• Name

• Email address

• Phone number

• State of residence

Purpose: This information helps us create and maintain your account, communicate with you, and ensure that you have access to the full range of our Services.

b. Payment Information

For payment processing, we use Stripe, a third-party service. When you sign up for an account, your name, credit card information, address, postal code, and other sensitive payment details may be collected. This information is managed exclusively by Stripe and is not stored or collected by us. The collection and use of this information are governed by Stripe's (https://stripe.com/privacy).

Purpose: Payment information is collected to facilitate secure payment processing and manage subscriptions to the Services.

c. Engagement Data and Technical Information

Engagement Data includes all content you provide through the platform, such as summaries or transcripts of therapy sessions (scrubbed of personal identifiable information) and how you interact with the Services. It also includes technical data, such as:

• IP address

• Device type

• Browser information

• Cookies and other tracking technologies

Purpose: This information is used to enhance the functionality of the Services, personalize your experience, troubleshoot technical issues, and improve service offerings.

3. How We Use Your Information

We use the information we collect to:

• Provide and improve our Services, including generating progress notes (e.g., SOAP notes) for therapists and optimizing our Website and Platform.

• Facilitate communication with you, such as sending notifications, responding to inquiries, or sharing promotions or added features.

• Process payments via secure third-party payment processors.

• Ensure compliance with legal and regulatory requirements (e.g., HIPAA).

• Improve the functionality of our AI transcription tools

4. Sharing Your Information

We do not sell your personal information. We share your data only in the following circumstances:

• Service Providers: We use trusted third-party providers to assist with payment processing, cloud storage, and data security.

• Legal Requirements: We may share your information to comply with legal obligations, protect our rights, or in response to a legal request such as a court order.

• Business Transfers: In the event of a merger or acquisition, your data may be transferred as part of the business assets.

• Third-Party Advertising: We may use aggregated statistical information (that does not identify individual users) to describe our subscribers and to establish advertising and other business relationships with third parties. We do not provide any personal, subscriber-specific information to any third party, except as disclosed in this policy.

5. HIPAA Compliance

TheraBee is committed to protecting your personal information in accordance with the Health Insurance Portability and Accountability Act (HIPAA). Our processes ensure that we do not store any personal identifiable information from conversations between a subscriber and their clients that may come up during a therapy session, including but not limited to 1) only recognizing sessions by date and time and 2) ensuring the transcription process scrubs for any information regarding client names, relationships, or otherwise before any summary note is created. Additionally, we maintain safeguards to protect your privacy and comply with HIPAA’s standards for protecting sensitive information.

6. Data Security

The security of any information we collect from you is of the utmost importance to us. We take reasonable measures to protect your data from unauthorized access or disclosure. These include:

• Encryption: All data, including transcriptions and SOAP note summaries generated through our AI tools, is encrypted both in transit and at rest using industry-standard encryption protocols.

• Secure Cloud Storage: We utilize secure cloud storage providers such as AWS or Google Cloud, which adhere to strict security standards and compliance certifications.

• Regular Security Audits: We conduct regular audits of our security practices to ensure the highest level of protection for your data.

• Role-Based Access Controls: Access to sensitive information is restricted based on role-specific permissions, ensuring that only authorized personnel can view or manage such data.

• Vendor Compliance: Our third-party service providers, including those offering AI transcription and summarization services like Whisper API through Groq, are required to comply with robust security measures consistent with our standards.

• Incident Response Plans: We have established incident response plans to address any potential security breaches swiftly and effectively.

While no method of transmission over the internet or electronic storage is completely secure, we are committed to employing best practices and continually updating our processes to safeguard your information.

7. Cookies and Tracking Technologies

We utilize cookies and similar technologies to enhance your experience with our Services. These tools assist us in remembering your preferences, understanding how you interact with our website, and optimizing the performance of integrated AI functionalities. Specifically, cookies may be used to improve the functionality of AI tools such as transcription and summarization services by analyzing user interactions. We use various types of cookies, including essential, functional, and analytical cookies. Additionally, we may employ third-party cookies for purposes aligned with improving service delivery.

You have control over cookie preferences through your browser settings. Please note that disabling certain cookies might affect the functionality of our Services.

8. Data Retention

We retain your personal data only for as long as necessary to provide our Services or as required by applicable law. Specifically, transcription summaries of therapy sessions are anonymized immediately after processing and are not stored in their original form. The summary notes generated from these sessions are retained in our system for up to 30 days before being permanently deleted from both subscriber and our records, unless a longer retention period is mandated by legal obligations. This ensures that we handle your data responsibly while complying with all relevant legal requirements.

9. Notice to Non-US Residents

The Website, the Services, and their servers are operated in the United States. If you are located outside of the United States, please be aware that any information you provide to us may be transferred to, processed, maintained, and used on systems located outside of your local governmental jurisdiction, where privacy laws may not be as protective as those in your jurisdiction. By choosing to use the Website and Services, you consent to any transfer and processing of your personal information in accordance with this Privacy Policy and at your own risk.

10. Your Rights

You have the following rights regarding your data:

• Access: You can request a copy of the personal information we hold about you.

• Correction: You can ask us to correct inaccurate information.

• Deletion: You may request that we delete your data, except where we are legally required to retain it.

• Data Portability: You have the right to request the transfer of your data to another service provider.

To exercise these rights, please contact us at support@therabeenotes.com.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will notify you by email or by posting an updated notice on our website. Please review this policy periodically to stay informed about how we are protecting your information.

12. Contact Us

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

Email: support@therabeenotes.com

Telephone: +1-385-446-9539