Privacy Policy

Personal Information

We collect information you provide directly to us when creating an account or using our services:

• Name, email address, and contact information
• Professional credentials and license information
• Clinic or institution affiliation
• Billing and payment information
• User preferences and account settings

Protected Health Information (PHI)

As healthcare providers, you may store patient information in our system:

• Patient demographic information
• Assessment responses and clinical data
• Diagnosis codes and treatment notes
• Appointment records and scheduling information
• Generated reports and clinical documentation

Usage Information

We automatically collect certain information about your use of our platform:

• Device information (browser, operating system, IP address)
• Usage patterns and feature interactions
• Login times and session duration
• Error logs and performance data
• Cookies and similar tracking technologies

Service Delivery

• Provide, maintain, and improve our assessment platform
• Process and store clinical assessments securely
• Generate AI-powered analysis and reports
• Enable communication between healthcare providers and patients
• Facilitate appointment scheduling and management

Account Management

• Create and manage your user account
• Process subscription payments and billing
• Send service-related notifications and updates
• Provide customer support and technical assistance
• Verify professional credentials and licenses

Security and Compliance

• Detect, prevent, and respond to security incidents
• Monitor and prevent fraudulent activity
• Comply with legal obligations and regulations
• Maintain audit trails for HIPAA compliance
• Enforce our Terms of Service and acceptable use policies

Research and Development

We may use de-identified, aggregated data for:

• Improving AI algorithms and assessment accuracy
• Developing new features and assessment tools
• Conducting research on mental health trends (with IRB approval)
• Publishing anonymized statistical analyses

Note: Individual patient data is never used for research without explicit consent.

Technical Safeguards

• Encryption: AES-256 encryption for data at rest and TLS 1.3 for data in transit
• Access Controls: Role-based permissions and multi-factor authentication
• Infrastructure: SOC 2 Type II certified cloud infrastructure
• Monitoring: 24/7 security monitoring and intrusion detection
• Backups: Automated daily backups with geo-redundant storage
• Penetration Testing: Regular third-party security audits

Administrative Safeguards

• Comprehensive employee training on HIPAA and data privacy
• Background checks for all personnel with data access
• Business Associate Agreements (BAAs) with all vendors
• Incident response plan with defined escalation procedures
• Regular risk assessments and security policy reviews

Physical Safeguards

• Data centers with 24/7 physical security and surveillance
• Biometric access controls and visitor logs
• Fire suppression and environmental controls
• Secure disposal of physical media containing data

We Do NOT Sell Your Data

LetPhsyc will never sell, rent, or trade your personal information or patient data to third parties for marketing purposes. Your trust is paramount to our mission.

Limited Disclosure

We may share information only in the following circumstances:

• With Your Consent: When you explicitly authorize information sharing
• Service Providers: With vendors who assist in operations (e.g., cloud hosting, payment processing) under strict confidentiality agreements
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In the event of merger, acquisition, or sale (with continued privacy protection)
• Safety: To prevent harm or protect rights and property

De-Identified Data

We may use and share de-identified, aggregated data that cannot be linked back to individual users for research, analytics, and improving our services. This data is stripped of all personally identifiable information per HIPAA de-identification standards.

Access and Correction

You have the right to access, review, and request corrections to your personal information and patient records stored in our system. Contact us at privacy@letphsyc.com to exercise these rights.

Data Portability

You can export your data in machine-readable formats (JSON, CSV, PDF) at any time from your account settings.

Account Deletion

You may request deletion of your account and associated data. Note that we are required to retain certain clinical records for legal and compliance purposes (typically 7-10 years depending on state law).

Marketing Communications

You can opt out of marketing emails by clicking the "unsubscribe" link or adjusting preferences in your account. You will continue to receive essential service communications.

Cookie Preferences

Manage cookie settings through your browser or our cookie preference center. Note that disabling certain cookies may limit functionality.