This Privacy Policy explains how Clinico Translate, a product of Wellness and Lifestyle Strategies LLC ("we", "us", the "Service"), collects, uses, and safeguards information when you use our website and clinical translation application at clinicotranslate.com. By using the Service, you agree to the practices described here.
1. Who this policy applies to
Clinico Translate is a productivity tool for licensed occupational, speech, and physical therapists (and their assistants). The account holder — the therapist or their employing clinic — is our direct customer and is responsible for the lawful use of any patient information entered into the Service.
2. Information we collect
a. Information you provide
- Account data: name, email address, discipline, hashed password, and (for paid plans) billing details processed by Stripe.
- Patient records you create: nickname/label, preferred language, notes, and translation transcripts you choose to save.
- Session content: spoken audio and text you submit for real-time transcription and translation.
- Support messages: anything you send us via the Report a Problem form or email.
b. Information collected automatically
- Device, browser, and IP address for security and session management.
- Usage logs (e.g., pages accessed, translation counts) to operate and improve the Service.
- A secure, httpOnly authentication cookie so you stay signed in.
3. How we use information
- To deliver real-time translation, transcription, and text-to-speech results back to you.
- To authenticate you, manage devices/sessions, and prevent abuse.
- To process subscription payments and send billing receipts.
- To send transactional emails (welcome, receipts, password resets, trial reminders, security alerts).
- To respond to your support requests and improve the Service.
We do not sell personal information, and we do not use patient content to train AI models.
4. HIPAA & patient data
Clinico Translate is engineered as a HIPAA-ready workflow tool: patient notes are stored encrypted, authentication uses secure httpOnly cookies, and access is device-scoped. However, certain third-party model providers we route translations through may not have executed a Business Associate Agreement (BAA) with us. Until a BAA is in place with every downstream processor, you should:
- Use patient labels or first-name-only, not full PHI, when creating records.
- Confirm you have patient authorization to record and translate the session.
- Follow your employer's policies and applicable state and federal law.
You, the licensed therapist, remain the covered entity and are ultimately responsible for HIPAA compliance in your practice.
5. Third-party service providers
To operate the Service we share limited data with vetted vendors, including:
- Anthropic (Claude): translation model provider.
- OpenAI: speech-to-text (Whisper) and text-to-speech.
- Stripe: subscription billing and payment card processing.
- Resend: transactional email delivery.
- MongoDB Atlas: encrypted database hosting.
These providers process data only to perform their function and are bound by their own privacy and security terms.
6. Data retention
- Account and patient records remain until you delete them or close the account.
- Deleting a patient permanently removes their notes and transcripts from active storage.
- Closing your account triggers cascading deletion of your patient records, billing linkage, and support history within 30 days.
- Backups may retain data for up to 30 additional days before being overwritten.
7. Security
We use TLS everywhere, encrypted at-rest storage, bcrypt-hashed passwords, httpOnly authentication cookies, device-scoped sessions with revocation, and least-privilege access controls. No system is perfectly secure — please report any suspected vulnerability to us immediately at BrittneyM@clinicotranslate.com.
8. Your rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal information. To exercise any of these rights, email us at BrittneyM@clinicotranslate.com. We will respond within 30 days.
9. Children
The Service is intended for licensed clinicians, not for children under 13. We do not knowingly collect personal information from children directly.
10. International users
Clinico Translate is operated in the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S.
11. Changes to this policy
We may update this Privacy Policy from time to time. Material changes will be announced by email or in-app notice before taking effect.
12. Contact
Questions about this policy? Email BrittneyM@clinicotranslate.com. See our Terms of Service for the terms that govern your use of the Service.