Privacy Policy

1. Introduction

Welcome to Cliently ("we," "our," or "us"). We are committed to protecting the privacy and security of your personal information and the sensitive client data you entrust to our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our client management system (CRM) designed for solo practitioners.

By using Cliently, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our service.

2. Information We Collect

2.1 Account Information

When you create an account, we collect:

• Email address
• Name
• Password (stored securely using bcrypt hashing)

2.2 Client Data You Store

As a CRM platform, we store the client data you input, which may include:

• Lead and client names, contact information (email, phone, address)
• Emergency contact information
• Session notes, transcripts, and AI-generated summaries
• Client goals, intake notes, and health-related information
• Scheduling and appointment data

Important: You are responsible for ensuring you have appropriate consent from your clients before entering their information into Cliently.

2.3 Payment Information

Payment processing is handled by Stripe. We store your Stripe customer ID and subscription status but do not store full credit card numbers on our servers.

2.4 Usage Data

We automatically collect certain information when you access our service, including IP address, browser type, pages visited, and access times. This helps us improve our service and troubleshoot issues.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our CRM service
• Process your transactions and manage your subscription
• Generate AI-powered session summaries and client journey insights (when you choose to use these features)
• Send you service-related communications
• Respond to your inquiries and provide customer support
• Detect, prevent, and address technical issues or fraud
• Comply with legal obligations

4. AI Features and Data Processing

Cliently offers optional AI-powered features including session summarization and client journey insights. When you use these features:

• Your session notes and client data are processed by AI language models to generate summaries
• AI processing is performed only when you explicitly request it (by clicking "Generate Summary" or similar buttons)
• Generated summaries are stored within your account for future reference
• We do not use your client data to train AI models

5. Data Security

We implement industry-standard security measures to protect your data:

• All data is transmitted over HTTPS/TLS encryption
• Passwords are hashed using bcrypt with a cost factor of 12
• Database connections use SSL encryption
• Session tokens are securely generated and stored
• We use secure, reputable cloud infrastructure providers

However, no method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Sharing and Disclosure

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

• Service Providers: With third-party vendors who assist us in operating our service (e.g., hosting providers, payment processors)
• Legal Requirements: When required by law, subpoena, or court order
• Safety: To protect the rights, property, or safety of Cliently, our users, or others
• Business Transfers: In connection with a merger, acquisition, or sale of assets, where your data would be transferred to the new owner

7. Data Retention

We retain your data for as long as your account is active or as needed to provide you services. You can delete your account at any time by contacting us. Upon account deletion:

• Your account data and stored client information will be permanently deleted within 30 days
• We may retain certain data as required by law or for legitimate business purposes (e.g., fraud prevention)
• Backups containing your data are automatically purged according to our backup retention schedule

8. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate data
• Deletion: Request deletion of your account and data
• Export: Export your data in a portable format
• Restrict Processing: Request that we limit how we use your data

To exercise any of these rights, please contact us at soulpath@polsia.app.

9. Your Responsibilities

As a practitioner using Cliently to manage client data, you are responsible for:

• Obtaining appropriate consent from your clients before entering their data
• Complying with applicable privacy laws and professional regulations in your jurisdiction
• Maintaining the confidentiality of your account credentials
• Ensuring your use of AI features complies with any client confidentiality obligations you may have

10. Cookies and Tracking

We use session cookies to maintain your logged-in state. These are essential cookies required for the service to function. We may also use analytics cookies to understand how our service is used. You can configure your browser to refuse cookies, but this may affect your ability to use our service.

11. Children's Privacy

Cliently is not intended for use by individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If you believe we have collected such information, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date. You are advised to review this policy periodically for any changes. Continued use of the service after changes constitutes acceptance of the updated policy.