Therapist Sidekick Privacy Policy

Therapist Sidekick LLC (“Therapist Sidekick,” “we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, retain, and protect personal information when you use the Therapist Sidekick website, application, resources, features, and related services (collectively, the “Service”).

By using the Service, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We seek to collect only information reasonably necessary to provide, operate, secure, support, and improve Therapist Sidekick.

Depending on how you use the Service, we may collect the following categories of information.

Account Information

When you create or maintain an account, we may collect information such as:

• your name;
• email address;
• account identifiers;
• authentication and account-status information;
• subscription status;
• preferences, favorites, or other account settings; and
• information you voluntarily provide through your account or communications with us.

Subscription and Payment Information

Payments are processed through third-party payment processors, including Stripe.

Therapist Sidekick does not intend to directly collect or store full payment-card numbers.

We may receive and maintain payment-related information necessary to administer subscriptions, such as:

• payment processor customer identifiers;
• subscription identifiers;
• subscription plan and status;
• billing and renewal status;
• payment success or failure information;
• transaction identifiers; and
• limited payment-related metadata supplied by the payment processor.

Your payment processor handles payment information according to its own privacy and security practices.

Clinical Inputs

Therapist Sidekick allows users to enter generalized clinical information in order to obtain relevant professional resources or functionality.

Do not enter protected health information (“PHI”) or information that identifies or could reasonably identify a client or patient.

Clinical inputs should be appropriately generalized or de-identified.

Therapist Sidekick is not intended to function as an electronic health record, clinical recordkeeping system, or repository for identifiable client information.

Clinical inputs are processed for the purpose of providing the functionality requested by the user.

At launch, Therapist Sidekick does not use individual clinical inputs for secondary AI-model training or unrelated product-development purposes.

My Resources and Client Pack Data

My Resources allows you to upload reusable clinical PDF materials to private storage associated with your Therapist Sidekick account. Depending on how you use the feature, we may store the uploaded PDF itself and related information such as the original filename, the title and tags you assign, file size, page count, upload and update timestamps, rights-attestation information, and whether you indicate that you have permission to share the resource with clients.

The Current Client Pack is account-synced. It may store a de-identified introduction, selected resource identifiers and titles, presentation settings, rendered snapshots of applicable Therapist Sidekick resources, references to eligible My Resources uploads, and related timestamps or workspace metadata.

Do not place PHI or client-identifying information in uploaded PDFs, filenames, titles, tags, Client Pack introductions, or other My Resources or Client Pack fields. My Resources is intended for reusable clinical materials, not client records or client-specific documents.

Under our current implementation, uploaded My Resources PDFs are not evaluated or surfaced in Sidekick Search and are not sent to our AI provider for Sidekick Search, summarization, embedding, or secondary model training. We may process, store, retrieve, render, and transmit uploaded files as reasonably necessary to provide private storage, viewing, sharing-permission controls, Client Pack assembly and export, security, support, and deletion.

Locally Stored Information

Certain limited information or application state may be stored locally in your browser or device to support features and functionality. My Resources and the Current Client Pack are account-bound features and are stored with your account as described above rather than being solely browser-local.

Information stored locally may remain on the applicable device until it is cleared by the application, your browser, you, or another applicable process.

Communications and Support

If you contact us, provide feedback, request account deletion, report a problem, or otherwise communicate with us, we may collect your contact information and the contents of your communication.

Please do not include identifiable client information or PHI in support communications.

If you choose to opt in, we may send optional Therapist Sidekick product updates, new-feature announcements, and promotional or account reminders. You can withdraw that choice at any time through your account email preferences or an unsubscribe link in an applicable email. Opting out of optional promotional communications does not prevent account, security, billing, or other necessary service-related communications.

Technical and Usage Information

We and our service providers may automatically receive limited technical or operational information necessary to operate, secure, troubleshoot, understand, and measure use of the Service.

Depending on the applicable system, this may include information such as:

• request or event identifiers;
• browser or device information;
• general technical information;
• authentication or session information;
• pages or features accessed;
• timestamps;
• error and diagnostic information;
• subscription or account-state events;
• advertising or conversion-measurement events; and
• information concerning Service performance and security.

On limited public-facing portions of our website, advertising-measurement providers may also receive information such as the page URL, event type, timestamp, browser or device information, and provider-specific browser or cookie identifiers.

We seek to avoid including clinical-input content, authentication credentials, or unnecessary sensitive information in operational or advertising-measurement data.

2. How We Use Information

We may use personal information to:

• create, authenticate, and maintain accounts;
• provide requested Therapist Sidekick functionality;
• process and administer subscriptions;
• provide and personalize account features;
• maintain user preferences or saved resources;
• store, synchronize, display, and manage My Resources uploads and Current Client Packs;
• apply upload and client-sharing permission controls selected by the user;
• provide customer support;
• send transactional and service-related communications;
• send optional product updates, new-feature announcements, and promotional reminders when you choose to receive them;
• maintain and honor email communication preferences and unsubscribe requests;
• process account-deletion or privacy requests;
• maintain, troubleshoot, and secure the Service;
• prevent fraud, abuse, unauthorized access, or violations of our Terms of Use;
• understand Service performance and aggregate product usage;
• comply with applicable law and legal obligations;
• enforce our agreements and protect our rights and the rights of others; and
• establish, exercise, or defend legal claims.

We do not use individual clinical inputs for secondary AI-model training or unrelated product-development purposes at launch.

If we materially change how we use clinical inputs or other sensitive information in the future, we will update our practices and disclosures as appropriate before implementing that change.

3. Client Information and PHI

Therapist Sidekick is designed to be used with generalized or appropriately de-identified clinical information.

Users must not submit information that identifies or could reasonably identify a client or patient.

Examples of information that should not be submitted include a client's name, date of birth, address, telephone number, email address, medical-record number, insurance identifier, or other identifying information.

Removing a client's name alone may not be sufficient if other details could reasonably identify the person.

If you believe you accidentally submitted identifiable client information, please contact us promptly at:

hello@therapist-sidekick.com

We may take reasonable steps to investigate, contain, delete, or otherwise address an accidental disclosure as appropriate.

Therapist Sidekick does not represent that users may submit PHI merely because they are healthcare professionals, and users should not interpret the Service as an authorized repository for PHI.

4. How We Share Information

We may disclose information to third parties only as reasonably necessary for purposes described in this Privacy Policy, including the following circumstances.

Service Providers

We use third-party service providers to operate portions of Therapist Sidekick, such as hosting and infrastructure, database, authentication and private file-storage services, payment processing, technology or AI processing, communications, security, advertising measurement, and related operational services.

These providers may process information on our behalf or as otherwise described by their applicable terms and privacy practices.

We seek to provide service providers only the information reasonably necessary for their functions.

My Resources PDFs may be stored with our infrastructure or file-storage providers as necessary to operate the feature. Under our current implementation, those uploaded PDFs are not provided to our AI provider for Sidekick Search or AI analysis.

Advertising and Measurement Providers

We use Meta Pixel in a limited manner to measure visits to our public marketing website and certain subscription-conversion events. Meta may receive limited technical and event information associated with those events, such as the page URL, event type, timestamp, browser or device information, and Meta browser or cookie identifiers.

Our current implementation is designed so that Meta Pixel does not run during authenticated clinical-workspace activity. We do not intentionally send Meta clinical-input content, generated clinical-resource content, account credentials, or identifiable client or patient information.

Meta processes information it receives according to its own terms and privacy practices.

Payment Processing

Payment information and transactions may be processed by Stripe or another payment provider.

Therapist Sidekick may receive subscription and transaction-related information from the payment provider but does not intend to directly store full payment-card numbers.

Legal, Safety, and Security Purposes

We may disclose information where we reasonably believe disclosure is necessary to:

• comply with applicable law, regulation, court order, subpoena, or other valid legal process;
• respond to lawful requests from governmental authorities;
• investigate or prevent fraud, abuse, security incidents, or unlawful activity;
• enforce our Terms of Use or other agreements;
• protect the rights, property, or safety of Therapist Sidekick, our users, or others; or
• establish, exercise, or defend legal claims.

Business Transfers

If Therapist Sidekick is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar business transaction, information may be transferred as part of that transaction, subject to applicable law and applicable privacy commitments.

5. Sale, Sharing, and Targeted Advertising

Therapist Sidekick does not sell personal information for money.

We use limited advertising and conversion-measurement technology, including Meta Pixel, on the public marketing website and for certain subscription-conversion events. This may involve disclosure of limited browser, device, cookie, page, and event information to Meta for advertising measurement, attribution, and related advertising services.

Depending on the law that applies to you, certain advertising-related disclosures may be treated as a “sale,” “sharing,” or use for targeted advertising even when no money is exchanged for the information.

We do not intentionally use or disclose clinical-input content, generated clinical-resource content, account credentials, or identifiable client or patient information for targeted advertising.

Where applicable law provides a right to opt out of certain sale, sharing, or targeted-advertising practices, you may contact us at hello@therapist-sidekick.com. We will respond to applicable privacy requests in accordance with applicable law.

If our advertising or data-sharing practices materially change, we will update our disclosures and implement any additional choices or consent mechanisms required by applicable law.

6. Analytics and Advertising Measurement

Therapist Sidekick may use limited analytics, operational measurements, and advertising measurements to understand matters such as account activity, feature usage, Service performance, errors, aggregate usage trends, website visits, and subscription conversions.

Our current Meta Pixel implementation is intentionally limited. It is designed to send a public-site PageView and limited subscription-conversion events such as InitiateCheckout and Purchase without custom clinical, account, or resource-content parameters. It is not designed to track authenticated clinical-workspace activity.

We seek to minimize the information used for analytics and advertising measurement and do not intentionally use clinical-input content for advertising analytics.

We do not intentionally provide PHI or identifiable client or patient information to advertising or analytics providers.

We do not use invasive session-recording or session-replay technology to intentionally capture clinical-input content at launch.

7. Cookies and Similar Technologies

Therapist Sidekick may use cookies, local storage, or similar technologies that are reasonably necessary for:

• authentication;
• security;
• session management;
• account functionality;
• remembering preferences; and
• operation of the Service.

Our public marketing website may also use Meta Pixel or similar browser technologies for limited advertising measurement and conversion attribution. These technologies may read or set provider-specific browser identifiers or cookies, depending on the provider, browser, device, and applicable settings.

You may be able to control certain cookies or browser storage through your browser, device, or applicable third-party account settings. Disabling necessary technologies may interfere with Service functionality, while limiting advertising technologies may affect measurement or attribution.

Where applicable law requires additional notice, consent, or opt-out mechanisms for nonessential advertising or analytics technologies, we will implement appropriate measures.

8. Email and Communications

We may send transactional or service-related communications concerning:

• account creation or authentication;
• password or security matters;
• billing, payment, or subscription status;
• important Service changes;
• legal or policy updates;
• account support; or
• other communications reasonably necessary to provide or administer the Service.

Creating an account does not, by itself, mean that you must receive unrelated promotional marketing email.

If we send optional promotional marketing communications, we will provide applicable unsubscribe or opt-out mechanisms.

Opting out of marketing communications does not prevent us from sending necessary transactional, account, billing, security, or legal communications.

9. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to:

• provide and maintain the Service;
• administer accounts and subscriptions;
• maintain security and prevent fraud or abuse;
• comply with legal, tax, accounting, or regulatory obligations;
• resolve disputes;
• enforce agreements; and
• establish, exercise, or defend legal claims.

Different categories of information may have different retention periods.

We seek to minimize retention of clinical-input content and do not intend to maintain longitudinal client records.

My Resources files and metadata generally remain associated with your account until you delete the applicable resource or delete your account, subject to technical, legal, security, and backup-retention limitations described in this Policy. The Current Client Pack remains associated with your account until you clear or replace it, delete your account, or it is otherwise removed through Service functionality.

Canceling a subscription does not, by itself, delete your account, My Resources uploads, or Current Client Pack data.

Information may remain for a limited period in backups, security systems, logs, or other technical systems after deletion from active systems where immediate removal is not technically practical or where continued retention is reasonably necessary for security, legal, or operational purposes.

We will not retain information indefinitely merely because it may someday be useful.

10. Account Deletion

Cancellation of a subscription and deletion of an account are separate actions.

Where the in-product deletion option is available, you may delete your Therapist Sidekick account through the Account area after satisfying any applicable subscription-lifecycle requirements. You may also contact us at hello@therapist-sidekick.com for account-deletion or privacy support.

When an account deletion completes under our current implementation, Sidekick deletes active My Resources PDF objects associated with that account before removing the account, and account-linked My Resources metadata and Current Client Pack data are removed through the account-deletion lifecycle. We also take reasonable steps to delete or de-identify other personal information associated with the account that we no longer need.

We may retain limited information where reasonably necessary for:

• legal or regulatory obligations;
• tax or accounting records;
• transaction and payment records;
• fraud prevention;
• security;
• dispute resolution;
• enforcement of agreements; or
• establishment, exercise, or defense of legal claims.

Some information may temporarily remain in backups or other technical systems as described above.

11. Security

Therapist Sidekick uses reasonable administrative, technical, and organizational measures designed to protect personal information appropriate to the nature of the information we maintain.

Our practices include efforts to limit unnecessary collection, restrict administrative access, avoid unnecessary sensitive information in logs, and use established third-party providers for functions such as authentication, infrastructure, and payment processing.

However, no internet service, transmission method, or storage system can be guaranteed to be completely secure.

You are responsible for maintaining the security of your account credentials and should notify us promptly if you believe your account has been compromised.

12. Accidental Disclosure of Client Information

Therapist Sidekick prohibits submission of identifiable client information and PHI.

If we become aware that such information may have been submitted accidentally, we may take reasonable steps to:

• investigate the circumstances;
• limit further access or exposure;
• delete information where appropriate and technically feasible;
• preserve information where legally required;
• assess applicable legal obligations; and
• take other appropriate security or remedial measures.

Users should report suspected accidental submissions promptly to:

hello@therapist-sidekick.com

13. Your Privacy Choices and Rights

Depending on where you live and applicable law, you may have rights concerning your personal information, which may include rights to request access, correction, deletion, or information regarding our processing practices.

You may contact us at hello@therapist-sidekick.com to submit a privacy request.

We may need to verify your identity before fulfilling certain requests.

We will respond to applicable privacy requests in accordance with applicable law.

We will not unlawfully discriminate against you for exercising applicable privacy rights.

Not every privacy law or statutory right applies to every user or to Therapist Sidekick in every circumstance. Nothing in this Privacy Policy is intended to limit rights that cannot lawfully be limited.

14. Children

Therapist Sidekick is intended for users who are at least 18 years old.

The Service is not directed to children, and we do not knowingly solicit personal information from children through the creation of Therapist Sidekick user accounts.

If you believe a child has provided personal information to us contrary to this policy, please contact us at hello@therapist-sidekick.com.

15. Third-Party Services and Links

The Service may contain links to, rely on, or integrate with third-party websites, platforms, or services.

Third parties operate under their own terms and privacy practices. This Privacy Policy does not govern third-party services that Therapist Sidekick does not control.

We encourage users to review applicable third-party privacy notices where appropriate.

16. International Users

Therapist Sidekick LLC is based in the United States.

If you access the Service from outside the United States, information may be processed or stored in the United States or other jurisdictions where our service providers operate.

Privacy laws in those jurisdictions may differ from those in your location.

Where applicable law imposes additional requirements on international transfers or processing, those requirements may apply.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• our Service;
• technology;
• vendors or data practices;
• legal or regulatory requirements; or
• other legitimate operational needs.

The updated Privacy Policy will identify its effective date.

If we make material changes, we will provide notice or obtain consent where appropriate or required by applicable law.

We will not rely on an updated Privacy Policy to retroactively authorize materially different uses of previously collected sensitive information where additional notice or consent is required by applicable law.

18. Contact Us

If you have questions about this Privacy Policy, believe you accidentally submitted identifiable client information, wish to exercise an applicable privacy right, or want to request account deletion, contact:

Therapist Sidekick LLC Email: hello@therapist-sidekick.com