1. Therapist Information

Serene collects information about therapists to support their work and ensure secure access. This includes:

• Personal Details — Full name, email, and phone number for account creation and communication.
• Professional Credentials — Licensure numbers, certifications, and areas of specialization.
• Timezone & Location — Used for scheduling accuracy and session reminders.

All therapist data is stored securely and never shared with third parties without explicit consent.

2. Client Information

Therapists may collect and record client data for therapeutic purposes, including:

• Client Name — To identify records and manage session notes.
• Email & Phone — For appointment confirmations, reminders, and communication.
• Timezone — Ensures session times are presented accurately to both parties.
• Session Notes & History — To track progress and build continuity of care.

All client data is encrypted using AES-256 and accessible only to the therapist who created it.

3. Session Notes and Recordings

Serene offers multiple methods for session documentation:

• Live Session Recording — Audio is captured, transcribed, and converted into structured notes. The raw recording is permanently deleted after transcription.
• Document Uploads — Uploaded files are processed for formatting, then permanently deleted. Only structured note content is retained.
• Manual Note Entry — Notes created directly in the platform using templates or AI assistance. No recordings involved.
• Session Analytics — Duration, speaking ratios, emotion patterns, and themes derived from transcriptions.

4. Telehealth Video Sessions

Serene provides HIPAA-compliant telehealth video for remote therapy sessions.

• Video Call Data — Streams are transmitted using end-to-end encryption. Sessions are not recorded unless you explicitly enable recording.
• Session Metadata — Start time, duration, and connection quality for platform reliability. No conversation content is stored.
• Device Information — Camera, microphone, and connection access for the duration of the session only.

5. Client Portal

The Client Portal is a secure space for sharing materials between therapists and clients.

• Portal Access — Each portal has a unique, secure ID. We track access and form completion.
• Shared Content — Only the assigned therapist can add, view, or remove content.
• Notifications — Generic notifications with secure links. No sensitive clinical data in messages.

Portal data is encrypted and accessible only to the therapist and the specific client.

6. Intake Forms

Serene's AI-powered form builder allows therapists to create customized intake forms.

• Form Builder — AI generates templates based on practice needs. No client data is used for form generation.
• Client Responses — Saved to client records with the same encryption as session notes.
• Assignment & Tracking — Forms can be auto-assigned to services. Completion status and reminders are tracked.

7. Treatment Plans and Assessments

Structured tools for tracking treatment goals and mental status assessments.

• Goal Tracking — Create goals with descriptions, interventions, target dates, and status.
• Progress Monitoring — Goals can be updated or deleted. Full therapist control.
• Mental State Examinations — Comprehensive MSE assessments with change visualization over time.
• Discussion Topics — AI identifies recurring themes from approved session notes.

All treatment data is encrypted and accessible only to the therapist who created it.

8. AI Technology

Serene uses AI to reduce administrative workload:

• Transcription — HIPAA-compliant partners process audio temporarily with no retention.
• Note Generation — AI formats transcriptions into structured notes (SOAP, BIRP). Not used to improve AI models.
• Intake Form Builder — Uses general clinical knowledge, not data from your practice.
• Session Analytics — Themes and patterns generated exclusively from your own client's data.

9. Security

Serene is built on enterprise-grade infrastructure meeting HIPAA and GDPR standards. Learn more

• Trusted Cloud Partners — Google Cloud Platform (Firebase), HIPAA-compliant and SOC 2 certified.
• Isolated Data Storage — Each therapist's data is logically isolated.
• Regular Security Audits — Vulnerability scans and penetration testing.

10. Data Sharing

Therapists retain full control over their practice data.

Therapist Control — All data is private by default. You can share specific records with verified team members, grant view-only or edit permissions, and revoke access at any time.

Client Access — Clients can only view assigned intake forms, upload requested documents, and access shared materials through their portal. They cannot see internal therapist notes.

Team Collaboration — Only explicitly shared data is visible to team members. The original therapist retains ownership.

11. Cookies

Essential — Authentication, session management, and security tokens. Required for the platform to function.

Analytics — Anonymized usage statistics, error tracking, and performance monitoring. Never used for advertising or user profiling.

12. Your Rights

• Access — View, download, and export all your data at any time.
• Correction — Update or correct any information in your account.
• Deletion — Delete specific records or your entire account. Permanently removed within 30 days.
• Portability — Export data in CSV or PDF formats.
• Object — Contact us to discuss concerns about data processing.