Privacy Policy
Last updated: [date]
This policy explains what information SessionBooks, run by Workbox Software LLC, collects, why, who receives it and what choices you have. It covers our website and app at [domain], the client portal and the client pay page. We call our customers "therapists" here, whatever their profession.
1. Two kinds of information, two roles
| Whose information | Examples | Our role |
|---|---|---|
| Therapists and practices (our customers) | Name, email, practice details, subscription | We decide how it's used, as described here |
| A therapist's clients | Name, contact details, diagnosis code, sessions, fees, payments | We process it for the therapist, as their business associate, under our Business Associate Agreement with them |
If you are a therapist's client, your therapist controls your information and decides how it's used. Questions or requests about it, such as a copy or a correction, should go to your therapist. We'll help them respond.
2. Information we collect
From therapists, when you sign up and use the app: your name and email, practice name, country, profession, time zone, office addresses, tax ID, license number and NPI if you enter them, payment instructions and invoice wording, and your calendar entries, including personal and out-of-office ones.
About clients, entered by their therapist: name, email, phone, mailing address, diagnosis (an ICD-10 code or free text), sessions (date, time, service and code, in person or telehealth, office, notes), fees, balances, adjustments and payments.
About payments: for card and bank payments, Stripe collects the card or account details on its own pages. We never receive full card numbers; we keep the card brand and last four digits, Stripe's reference IDs, when a client agreed to automatic payments, and the outcome of each charge, refund or dispute. Subscription payments for SessionBooks work the same way.
Collected automatically:
- for signing in: IP address, browser and device type, when a session started and was last active, passkey public keys and device names, and a log of sign-ins, failed attempts and sign-outs;
- for client portal sign-in: the codes we email and the sessions they open;
- a history of changes made in the app (who changed what, and when);
- error reports and performance data when something goes wrong (see section 5).
We don't use advertising, analytics or tracking tools.
3. How we use it
- to provide the service: scheduling, billing, statements, superbills, payments, the client portal and calendar feeds;
- to sign you in and keep accounts secure, including spotting suspicious sign-in attempts;
- to bill practices for their subscription;
- to send the emails the service needs, such as sign-in codes, statements, payment notices and reports (we don't send marketing email [unless you opt in]);
- to find and fix errors and keep the service running;
- to meet legal obligations.
We don't sell personal information, share it for targeted advertising, or use client information to train AI models.
4. Who receives it
We use these providers to run SessionBooks. Each receives only what it needs for its job.
| Provider | What it receives | Why |
|---|---|---|
| Vercel | All web traffic, including IP addresses in its logs | Hosts the app |
| Neon | The database, which holds all the information above | Stores data |
| Resend | Email addresses and the content of the emails we send, including PDF statements and superbills | Sends email |
| Stripe | Therapists: email and practice reference. Clients: name, email, payment details and a description of what each charge covers | Processes payments |
| Sentry | Error reports and a sample of performance data, with personal details removed | Finds errors |
Payments from clients go through the therapist's own connected Stripe account, so Stripe and the therapist also hold that payment information under their own terms. If a therapist subscribes to their calendar feed, their calendar provider (such as Google or Apple) receives each session's client initials, service and location, but no amounts.
We may also disclose information if the law requires it, to protect someone's safety, or as part of a merger or sale of our business, in which case this policy and the BAA continue to apply.
5. Error monitoring
When the app hits an error, it sends a report to Sentry so we can fix it. Before it leaves, we remove database values, email addresses, search text and private link codes. On therapist pages, Sentry may record a sample of sessions with all text masked and images blocked, so we can see what went wrong. It never records the client portal, the pay page or the sign-in link.
6. Cookies and browser storage
We use only what signing in and the app itself need, with no advertising or analytics cookies.
| Name | Purpose | How long |
|---|---|---|
| Session cookie | Keeps a therapist signed in | Up to 30 days, ended sooner by the practice's inactivity limit |
| Portal session cookie | Keeps a client signed in to the portal | 30 days |
| Shared-computer cookie | Remembers "This is a shared or public computer", which signs you out after 15 minutes of inactivity | About 400 days |
| Passkey cookie | Remembers that this device has a passkey | About 400 days |
| Browser storage | Remembers your last calendar view and app section | Until cleared |
7. Security
Therapists sign in with a code emailed to them that expires in 15 minutes, or with a passkey. Clients sign in to the portal with a private link and a code that expires in 10 minutes. Sign-in attempts are rate limited and logged. Each practice sets how long an idle device stays signed in, and a shared computer is signed out after 15 minutes. Connections use HTTPS, and the app tells browsers not to let other sites embed its pages. No system is perfectly secure; if we learn of a breach affecting your information, we'll notify you as the law and our BAA require.
8. How long we keep it
We keep practice and client information while the practice's account is open. [After an account closes, we keep it for [N] days so the therapist can export it, then delete it, except where the law requires us to keep it longer. Replace this once the export and deletion schedule are built.] Sign-in and security logs are kept for up to six years. Our providers' backups may hold copies for a limited time after deletion.
9. Your choices and rights
- Therapists can view and update their information in the app, and can ask us for a copy, a correction or deletion at [privacy email].
- Clients should contact their therapist, who controls their information. You can also update your email in the portal [if supported] and ask your therapist to stop automatic charges.
- Depending on where you live, you may have more rights under state law, such as knowing what we hold, deleting it, or appealing a decision we make about your request. We'll respond within the time the law requires and won't treat you differently for asking.
10. Children
SessionBooks is not meant for children to use directly. A therapist may keep records about a client who is a minor; that information is handled for the therapist like any other client information.
11. Where data is stored
We store and process data in the United States. [Confirm Vercel and Neon regions.]
12. Changes to this policy
We'll post any changes here and update the date at the top. For material changes, we'll email therapists at least 30 days before they take effect.
13. Contact
Workbox Software LLC (SessionBooks)
[Mailing address]
Privacy questions: [privacy email]