Privacy Policy

Introduction and scope

PsychSuite Technologies, LLC respects your privacy. This Privacy Policy explains how we collect, use, and disclose information when you visit our marketing website or use our platform accounts (PsychSuite and PsychLocal). It is important to distinguish between standard site visitor data (governed by this policy) and Protected Health Information (PHI), which is handled strictly under a Business Associate Agreement (BAA) on behalf of our healthcare provider customers.

Information we collect

We collect information that you voluntarily provide to us, as well as data gathered automatically when you interact with our services:

• Contact Information: Names, email addresses, phone numbers, and practice details submitted through our contact and demo request forms.
• Account and Billing Information: Details required to provision your software subscription and manage invoicing.
• Usage and Device Data: IP addresses, browser types, log data, and interaction metrics collected automatically as you navigate our platforms.
• Cookies and Analytics: Tracking technologies used to analyze site performance and improve user experience.

How we use information

We use the collected information to operate, maintain, and improve our services. This includes provisioning your account, processing transactions, providing customer support, monitoring infrastructure health, and sending administrative or marketing communications (which you can opt out of at any time).

Payment processing

Subscription payments are securely processed by Stripe, our third-party payment processor. Your sensitive credit card details are tokenized and processed directly by Stripe; they are never stored on PsychSuite Technologies' servers or databases.

Protected health information and HIPAA

When our platforms are utilized by mental health practices to store patient data, we act as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). Any Protected Health Information (PHI) is processed exclusively in accordance with the executed Business Associate Agreement (BAA) and the specific instructions of the customer (the Covered Entity). We implement stringent administrative, physical, and technical safeguards to protect PHI.

How we share information and subprocessors

We do not sell your personal information. We only share information with trusted third-party subprocessors necessary to deliver our services. These include cloud hosting providers, payment processors, email delivery services, and analytics platforms. All subprocessors handling PHI are bound by downstream Business Associate Agreements and strict confidentiality obligations.

Data retention

We retain personal information only for as long as is necessary to fulfill the purposes outlined in this Privacy Policy, or as required by law. When an account is terminated, customer data (including PHI) is available for export for 30 days, after which it is securely deleted or anonymized in accordance with our data destruction protocols.

Security practices

Security is foundational to PsychSuite Technologies. We employ comprehensive security measures, including:

• Encryption of data in transit (TLS) and at rest (AES-256).
• Strict role-based access controls and multi-factor authentication.
• Continuous audit logging and intrusion detection.
• Mandatory HIPAA and security awareness training for all employees.
• Adherence to SOC 2 and HIPAA-aligned security frameworks.

Your rights and choices

Depending on your jurisdiction, you may have rights to access, correct, or request the deletion of your personal information. You also have the right to opt out of marketing communications by using the "unsubscribe" link in our emails. To exercise any of your privacy rights regarding your account data, please contact our support team.

Cookies and tracking

We use cookies and similar tracking technologies to analyze trends, administer the website, and track users' movements. You can control the use of cookies at the individual browser level. If you reject cookies, you may still use our site, but your ability to use some features or areas may be limited.

International users

PsychSuite Technologies' services are designed and intended exclusively for customers located in the United States. Our data processing and storage facilities are located within the US. By using our services, you consent to the transfer and processing of your information in the United States.

Children's privacy

Our B2B services are not directed to individuals under the age of 18. We do not knowingly collect personal information directly from children. Any pediatric patient data entered into our clinical systems by authorized providers is managed strictly under the terms of our BAA with that provider.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or regulatory requirements. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the effective date.