Therapy Reflect

Privacy

Privacy statement

This statement describes the intended privacy operating principles of Therapy Reflect. It is not legal advice.

1) What Therapy Reflect stores

  • User accounts (super admin, counsellor, client)
  • Client intake responses (client-entered) and counsellor internal notes (counsellor-only)
  • Session records: scheduled time, duration, status
  • Session notes, actions, and published summaries
  • Audio recordings and transcriptions (if you choose to use these features)
  • Operational logs for reliability and debugging

2) Access control

  • Counsellors can access their own clients and their own sessions.
  • Clients can access only their own dashboard, intake form, and published session material.
  • Super admin can access all accounts for administration, support, and billing - Excluding client therapy information or session data.

3) AI / transcription processing

If a counsellor uses AI features (e.g., transcription, summaries, reflections), Therapy Reflect sends the relevant text/audio to OpenAI through the OpenAI API. You can choose when to run transcription and when to ask the AI for analysis.

  • Use AI features only with appropriate consent and within your professional scope.
  • AI outputs are suggestions and should be clinically reviewed before being used or published.
  • We recommend avoiding unnecessary identifiers in notes and prompts where possible.

4) Publication to clients

Clients only see what counsellors publish (for example, a session summary and selected actions). Counsellor internal notes remain private to the counsellor.

5) Data retention and deletion

Where possible, Therapy Reflect follows a “minimise and retain only as needed” approach. Accounts may be disabled rather than deleted to preserve session history. You can request deletion of content where appropriate.

6) Your responsibilities

  • Ensure you have informed consent to store and process client data.
  • Use strong passwords and protect client access.
  • Follow your local privacy and professional requirements.

7) Contact

For privacy questions, contact therapyreflect@bimwerx.nz.