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Privacy Policy for Cliniva

Effective Date: March 24, 2026

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Cliniva ("the App") is developed and maintained by Serkan Adıgüzel ("the Developer", "we", "us", or "our"). We are committed to radical data privacy. Cliniva is a clinical companion designed exclusively for psychotherapists, and we understand that protecting client confidentiality and Protected Health Information (PHI) is your highest priority.

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This Privacy Policy explains how your data, and your clients' data, is handled when you use Cliniva.

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1. Core Philosophy: Your Data is Yours

We do not want your data. Cliniva is built with a "local-first" architecture. We do not maintain proprietary servers to host, read, analyze, or sell your clinical notes, patient profiles, or financial data.

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2. Information Processing and Storage

On-Device Voice Transcription Cliniva features voice transcription capabilities for therapy sessions. All audio recording and processing occur entirely on your local Apple device (iPhone, iPad, or Mac). Audio files are never uploaded to our servers or any third-party servers.

Local Storage & Apple iCloud Sync Your practice management data—including client profiles, session notes, calendar events, and fee tracking—is stored locally on your device. If you enable cross-device syncing, this data is synchronized exclusively through your personal, private Apple iCloud account using Apple’s secure infrastructure. The Developer has zero access to your iCloud database.

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3. AI Copilot Integration & Third-Party Data Sharing

Cliniva offers an AI Copilot to assist with clinical brainstorming and case conceptualization. To power this feature, specific text data is transmitted to our third-party AI provider, OpenAI. We require explicit user consent before any data is transmitted.

  • What Data is Sent: Only text-based data is transmitted via secure API. This includes user-entered chat prompts, drafted session notes, session transcripts, and extracted text (OCR) from scanned documents.

  • What Data Stays Local: Raw media files—including original audio recordings, photos, and scanned document images—are processed locally and never leave your device.

  • Automated On-Device Redaction: Before any text is transmitted to our AI provider, Cliniva utilizes on-device natural language processing to automatically detect and redact identifying client details (such as names).

  • HIPAA Compliance: We operate under a strict Business Associate Agreement (BAA) with OpenAI, ensuring enterprise-grade protection for all transmitted text.

  • Zero Training Data: Under our BAA, any clinical text or prompts processed by the AI Copilot are strictly confidential. Your data is never retained or used to train OpenAI’s public models.

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4. Analytics and Tracking

We respect your digital privacy. Cliniva does not use any third-party analytics, user tracking, or crash reporting tools (such as Firebase, Mixpanel, or similar services). The only performance data we may see is the anonymized, opt-in crash and usage metrics provided natively by Apple through App Store Connect, provided you have explicitly consented to share this data with developers in your iOS/macOS system settings.

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5. Data Sharing and Selling

We strictly do not sell, rent, trade, or otherwise share any user data or clinical data with advertisers, data brokers, or any external third parties.

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6. User Rights and Data Deletion

Because your data is stored locally and on your personal iCloud, you have complete control over it. You can delete individual client records or session notes directly within the App. To permanently delete all Cliniva data, you can delete the App from your devices and remove the Cliniva data container from your iCloud storage settings.

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7. Professional Responsibility Disclaimer

While Cliniva provides a secure, privacy-first toolset (including on-device processing and HIPAA-backed AI infrastructure), the ultimate responsibility for maintaining patient confidentiality, securing physical devices (e.g., using strong passcodes and biometric locks), and ensuring compliance with local regulatory frameworks (such as HIPAA in the US or GDPR in Europe) rests entirely with you, the clinician.

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8. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or App features. Any updates will be posted on this page with a revised "Effective Date."

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9. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or Cliniva's data handling practices, please contact us at: Email: hello@synaptivetechnology.com

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