Clinicount

Privacy Policy

Effective and last updated November 1, 2026

This Privacy Policy explains how Clinicount (“Clinicount,” “we,” “us”) collects, uses, shares, and protects information when you use the Clinicount website and app (the “Service”). It is part of our Terms of Service.

1. Information you give us

• Account: name, email address, and password (stored only as a secure hash we can't read).
• Setup choices: whether you're a supervisee or supervisor, organization name (optional), home state, licenses, and theme.
• Your records: hours and categories, dates, work settings, supervisor details (name, credential, license number, email, phone), continuing education, notes and goals, and documents you upload.
• Supervisor tools: if you supervise others, the names, contact details, and hours you enter for them.
• Profile (optional): preferred name, title, bio, profile and cover photos, and social media links.
• Community: posts, replies, cheers, and reports.
• Your network: who you follow, who follows you, connection requests (and any note you add), connections, and people you block.
• Direct messages you send to and receive from your connections.
• Help requests: your name, email, optional phone number, topic, and message.
• Payments: when you subscribe, Stripe collects your payment details. We never see or store your full card number. We receive your plan, billing status, and a customer ID.

Please don't give us client or patient information or any sensitive health information. The Service isn't designed for it, and we may delete it if we find it.

2. Information collected automatically

• Cookies: we use only essential cookies: one that keeps you logged in, and short-lived ones that remember which passcode-protected notebooks you've unlocked. We don't use advertising or cross-site tracking cookies.
• On your device: the installed app stores app files (not your personal data) so it opens quickly, and remembers your cookie-notice choice and whether you dismissed the “install” tip.
• Anonymous visit counts: we may use a privacy-friendly, cookieless analytics service (Vercel Web Analytics or Plausible) to count page visits, such as which pages are popular and what kind of device was used. It doesn't use cookies or build a profile of you, and we remove anything personal from page addresses (like IDs and search words) before a visit is counted. Choose “Essential only” in the cookie notice, or turn on your browser's Global Privacy Control or Do Not Track setting, and we won't count your visits.
• Security records: to stop password guessing and spam, we keep short-lived records of failed logins and sign-ups, stored as scrambled (hashed) codes rather than your email or IP address, and delete them within a day. If bot protection is turned on, Cloudflare Turnstile checks that sign-ups and help requests come from a real person.
• Technical logs: our hosting provider records basic request data (like IP address, browser type, and time) to run and secure the Service.

3. Location

Location is optional and only used when you tap “Use my location” or type a ZIP code or city. Your device's coordinates (rounded) are sent once to the U.S. Census Bureau's free geocoder, or your ZIP code to Zippopotam.us, to find your state. We save only the state, never your exact location, and we don't track your location in the background. You can turn off location permission in your device or browser settings at any time.

4. How we use information

• To provide the Service: show your progress, build reports, store your documents, and run the features you choose.
• To send account and service emails, such as email confirmation, password resets, receipts, help replies, and important changes.
• To send supervisor-form request emails you ask us to send, only to the address you enter.
• To run AI features when you use them (see section 5).
• To process payments and manage memberships.
• To keep the Service safe: prevent abuse, enforce our Terms, and moderate the community.
• To fix problems and improve the Service, using aggregated or de-identified information where we can.
• To meet legal obligations.

We do not sell your personal information, share it for cross-context behavioral advertising, or use it to build advertising profiles.

5. AI features

If you use the hour-form scan or resume updater, the file or text you submit is sent to our AI provider, Anthropic, to process that request. Under Anthropic's commercial terms, it isn't used to train their models. AI results are shown to you to review; nothing the AI reads is saved until you confirm it. Remove any client information before uploading a form.

6. Who can see your information

• Only you: your hours, supervisors, CE, notes, goals, and documents.
• Other signed-in members: your community posts and replies, and your profile (name or preferred name, title, bio, photos, social links, follower and connection counts, and progress you choose to attach). If you choose “just track my hours,” you have no profile and other members can't find, follow, or message you.
• The people you message: a direct message is visible to you and the person you sent it to. Messages aren't end-to-end encrypted, so treat them like email and never include client information.
• Blocking: members you block can't see your profile or posts, follow you, or message you.
• People you email: supervisor-form requests you send.
• Our team: only when needed to support you, investigate a report, keep the Service secure, or meet a legal obligation. When you report a member, your report includes your recent messages with them so we can review it. We don't otherwise read your messages.

7. Service providers we share with

We share information only with providers who help us run the Service, and only what they need:

• Stripe for payments and billing.
• Vercel or Plausible for anonymous, cookieless visit counts (if turned on), and Cloudflare Turnstile for bot protection (if turned on).
• Our hosting and database providers to run the app and store data.
• Our email provider to deliver account, help, and supervisor-form emails.
• Anthropic for AI features you choose to use.
• U.S. Census Bureau geocoder and Zippopotam.us for optional state lookup.
• State public license databases when you search for a supervisor's license (we send only the name you search).

We may also disclose information if required by law or valid legal process, to protect the rights, safety, or property of our users, the public, or Clinicount, or as part of a merger, acquisition, or sale of the business (in which case this policy would continue to apply to your information).

8. How long we keep information

• We keep your account information and records while your account is open.
• When you delete your account, your records, documents, photos, notes, and posts are deleted right away from the live system and removed from backups within 30 days.
• Messages you send stay until you delete them or your account is deleted. Deleting your account also deletes the messages you sent.
• Help requests and moderation reports may be kept for up to 2 years to resolve issues and prevent abuse.
• Billing records are kept by Stripe and by us as required for tax and accounting law.

9. Security

We use encrypted connections (HTTPS), hashed passwords and passcodes, signed login sessions, and access controls so your data is only served to your account. No system is perfectly secure, so please don't upload anything you wouldn't want stored online. If a security breach affects your personal information, we'll notify you as required by law.

10. Your choices and rights

• Access and export: download a PDF report (and CSV with membership) from your Account page.
• Correct: edit your profile, entries, supervisors, and documents anytime.
• Profile visibility: turn your community profile off anytime in Account to just track your hours.
• Delete: delete individual items, or your whole account from Account → Danger zone.
• Emails: service emails are required to run your account, but we don't send marketing emails without your permission.
• Location: optional; turn it off in your device settings.

Depending on where you live (for example California, Colorado, Connecticut, Virginia, Washington, and other states with privacy laws), you may have rights to know, access, correct, delete, or get a copy of your personal information, and to opt out of sales, targeted advertising, or profiling. We don't do the last three. To make a request, contact us through the help center or support@clinicount.com. We'll verify your request using your account email and respond within the time the law requires. If we deny a request, you may appeal by replying to our response. We won't treat you differently for using your rights.

11. Health data notice (Washington and similar laws)

Clinicount is designed for professional records, not health information about you or anyone else, and we ask you not to enter it. If you choose to include health information about yourself anywhere in the Service, we use it only to provide the Service to you, we don't sell it, and you can delete it at any time. You can ask us what consumer health data we hold and request its deletion through the help center or support@clinicount.com.

12. Children

The Service is for adults 18 and older. We don't knowingly collect information from children under 13 or from anyone under 18. If you think a minor has created an account, contact us and we'll delete it.

13. Where data is stored

Clinicount is operated from the United States, and information is stored and processed in the United States.

14. Changes to this policy

We may update this policy. If changes are material, we'll let you know in the app or by email before they take effect. The date at the top shows when it was last updated.

15. Contact

Questions or requests about privacy? Reach us through the help center or support@clinicount.com.