Privacy Policy

The practitioner (psychologist, coach, therapist) is the Data Controller for their clients' information. Praxis Works acts as the technical infrastructure provider and Data Processor. The practitioner is solely responsible for having a lawful basis and their clients' consent to enter their data into the system.

The service processes: the practitioner’s registration data (name, email, Google profile photo, Telegram ID, time zone), client cards (name, contact, session notes), daily mood check-ins (scale 1-10), session audio, and technical sign-in data (section 6).

To produce structured meeting notes, the session audio stream is sent to the OpenAI Whisper API for transcription, and the text summary to the OpenAI GPT-4o-mini model to extract key themes. Data sent is not retained by external providers and is never used to train neural network models. Audio recordings are processed in memory and are not stored on the server after the meeting summary is generated.

When signing in via Google, the service receives only public profile data (name, email, photo). Connecting Google Calendar requests only the minimum right needed to create session events with Google Meet links. The service does not read the user's personal events. Telegram sign-in uses the official Telegram Login Widget / WebApp security protocol.

All databases and servers are hosted in a secure Hetzner Online GmbH data centre in Germany (EU). Traffic is encrypted with TLS/HTTPS. Passwords are protected by cryptographic hashing. The sign-in log is kept for 12 months and then deleted automatically. Account data is kept while the account exists and is deleted with it.

Payments go through the payment service Lava.top. We pass it your email and the amount; card details are entered on its page and never reach us. We keep only the fact of payment: amount, date and payment number.

On every sign-in to the practitioner or client workspace, and at most once per half hour when the workspace is opened, the service records the time, device type (phone, tablet, computer), operating system and browser, and an approximate location (country and city) derived from the IP address with the offline DB-IP Lite database (db-ip.com, CC BY 4.0) on our server. The IP address itself is not stored or shared. Age and precise location are not collected. Purpose: protecting accounts from unauthorised access, user support and removing unused and test accounts. Legal basis: legitimate interest (Art. 6(1)(f) GDPR).

The platform administrator sees practitioner account data and technical information about their clients’ accounts: names, contacts, dates, counts of sessions, payments and issued materials, and the sign-in log. The administrator does not view therapy content (session notes, client requests, workbook and diary answers, AI chats): only the practitioner has access to it. The administrator may delete unused or test accounts; deletion is irreversible and erases all related data.

Users may access their data, including the sign-in log, obtain a copy (portability), correct it, object to processing based on legitimate interest, withdraw consent and have the account fully deleted (right to erasure). Requests go to the support address and are handled within 30 days.