How CognitEase protects client data

You answer to every client for confidentiality — so here we describe the entire data journey in plain language, with no legal wording. The legal version lives in the Privacy Policy.

The journey of one session

1. The video session runs over an encrypted channel. Video is never recorded.
2. If you have enabled transcription, audio is recorded, turned into text and deleted right after transcription.
3. From the text, the AI builds a SOAP note and updates the client dossier.
4. Once the note is ready, the raw transcript is deleted — your client’s exact words are not stored.
5. The note and dossier are stored encrypted. Only you can see them.

What the AI sees

The model receives text only for a specific task: build a note, update the conceptualization, extract a homework assignment. Payment details and booking records are never passed to it.

We use the model through an API where data is never used for training. The result is always a draft: you edit the SOAP note, the 5P conceptualization and the notes yourself — the last word belongs to the practitioner.

What we store, and for how long

• Session video — never recorded at all.
• Session audio — recorded only when transcription is enabled, deleted right after it is turned into text.
• Raw transcript — kept only until the note is ready, then deleted.
• SOAP notes, dossiers, notes, questionnaire answers — for as long as you use the service. Everything is encrypted, and every practice has its own encryption key.
• Booking and payment records — for as long as the law requires.

Deleting your data

At your request we destroy your practice’s encryption key — after that the data cannot be recovered, not even from backups. An individual client can be deleted from your dashboard at any time.

What to tell your client

If a client asks where their words end up, you can answer like this: