Privacy Policy

Effective date: July 10, 2025

Table of contents

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Introduction

This Privacy Policy explains how and why Psych Select Software LLC, d/b/a TherapyAppointment, (hereinafter “Psych Select”, “TherapyAppointment”, “we,” “us,” or “our”) collects, stores, uses, discloses, shares, or otherwise processes your (hereinafter “you” or “user) personal information. This includes information you provide us through interactions with our websites (including, but not limited to, www.therapyappointment.com) (the “Sites”), mobile applications, or other interactions with us (collectively, the “Services”).

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Scope of Policy

We provide our Services to therapists and their practice staff (hereinafter, “Therapy Providers”). When we collect and maintain data on behalf of Therapy Providers or about their use of the services, we do so in a business-to-business capacity subject to the Terms of Service for subscribers and this Privacy Policy. Individual rights, including those of individual practitioners to access or further disclose such data, may be limited.

We maintain the publicly available portions of our Sites as a marketing and informational tool for Therapy Providers. We recognize, however, that anyone may visit us there, including our Therapy Providers’ patients and clients (hereinafter, “Therapy Recipients”). The information we collect on the public portions of the Sites is never combined with Therapy Recipients’ personal and protected health information entered through restricted areas of our website, such as the patient portal we make available for Therapy Providers to use with Therapy Recipients. Our collection and maintenance of personal and protected health information entered on those parts of our Sites is governed by our agreements with our Therapy Provider customers, including the applicable subscriber Terms of Service and the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) business associate agreement (collectively our “Agreement”). If any provision in our Agreement conflicts with any provision in this Privacy Policy, the provision in our Agreement will control to the extent of such conflict.

For the avoidance of doubt, Therapy Recipients should review the Notice of Privacy Practices or other privacy-related policy of any Therapy Provider from whom you receive care to understand that Therapy Provider’s privacy practices and the options they make available to their patients in relation to their collection, use, and disclosure of personal information. We are not responsible for a Therapy Provider’s privacy practices, and their privacy policies and practices may be different from ours. We maintain a Terms of Service (Clients/Patients) that governs Therapy Recipient use and access to our patient portal. 

If we receive inquiries or requests from Therapy Recipients about their personal information gathered while using the Services, we will honor those requests as required by applicable healthcare industry or data privacy laws. Typically, that means we will direct those inquiries or requests to the relevant Therapy Provider, as controller of the personal information. If you are a Therapy Recipient of one of our Therapy Providers (e.g., a therapist or group practice providing you services), we may retain your personal information on behalf of that Therapy Provider. If you have questions about how we process your personal information, we encourage you to reach out to the appropriate Therapy Provider. 

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Personal information we collect

In order to provide our Services, we may process personal information from the categories listed below. Our listing of these categories does not mean that all categories or the examples listed in each category are collected from everyone who uses our Services or otherwise interacts with us. We are providing a list here in the spirit of transparency. 

  • Identifiers. This may include your name, email address, postal address, and telephone number.
  • Customer Records Information. This may include your name, SSN, address, phone number, ID information/number, insurance policy number, education, and credit or debit card number. 
  • Characteristics of Protected Classifications. This may include your gender and age.
  • Professional and employment-related information. This may include your business name, professional licenses, and other similar information related to your business. 
  • Audio, electronic, and visual information. This may include your voice and photographs you upload to the Services.
  • Internet or other electronic network activity. This may include information collected via cookies and other tracking technologies, including your browsing data and information gathered about your interactions with our Sites. 

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Sources of personal information we collect

We collect the categories of personal information listed above from various sources. This section lists and describes those sources.

Directly from you: We collect personal information directly from you when you provide it to us, for example, when you request information or contact us with inquiries through the Services or via email or submit content or other material through the Services.

Indirectly from you: We may automatically collect personal information from you when you engage with our Services through the use of tracking technologies or by other passive means. This “passively collected” information helps us to improve our offerings and allows us to ensure our Services work as designed and in a way that meets your expectations. Some examples include:

  • Log Information. Through the use of analytics tools, we may automatically record information that your browser or mobile devices sends when you access our Sites. This information may include information, such as your browser type, browser language, your computer operating system, name of your internet service provider/mobile carrier, the date and time of your request, etc.
  • Cookies and Similar Tracking Technologies. When you visit or access our Sites, we may utilize cookies (small text files containing a string of characters sent to your computer) or similar tracking technologies that uniquely identify your browser to track your activity and hold certain information. Cookies can be necessary for site navigation and performance, or used for advertising. We use the following types of cookies: 
    • Necessary Cookies help you access the Sites and facilitate features on the Sites. For example, these cookies may be used to assist with navigation.
    • Functional Cookies support additional functionalities on our Sites to provide an even smoother experience. 
    • Performance Cookies help us to understand the behavior of our customers. This enables us to continue improving our Services. Examples of analytics cookies we use include, but are not limited to:
      • Google Analytics. We use these cookies to help us analyze how users interact with and use the Sites, compile reports on the Sites’ activity, and provide other services related to Sites activity and usage. The information generated by Google Analytics will be transmitted to and stored by Google and will be subject to Google’s privacy policies. To learn more about Google’s partner services and to learn how to opt out of tracking of analytics by Google click here.
      • Webflow Analytics. We use Webflow analytics for the external public website in order to better understand our users’ needs and to optimize this service and experience. Webflow Analytics is only integrated on marketing public pages and is not used in the TherapyAppointment application or any pages intended for the Therapy Recipients of Therapy Providers. Webflow Analyze is a technology service that helps us better understand our users’ experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Webflow uses cookies and other technologies to collect anonymous non-PII site browsing data on our users’ behavior and their devices. This includes a device's IP address (processed during your session and stored in a de-identified form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), and the preferred language used to display our website. The information generated by Webflow Analytics will be transmitted to and stored by Webflow subject to Webflow’s privacy policies.
      • Advertising/Targeting Cookies enable us to target our advertisements. For example, these cookies may facilitate the presentation of our advertisements on other sites or applications. 

Most web browsers accept cookies automatically but can be configured not to do so or to notify the user when a cookie is being sent. If you wish to disable cookies, refer to your browser help menu to learn how to disable cookies. Please note that disabling all cookies could impact the performance of our Services.

From third parties:  We may collect personal information from third parties, either at your request or for our business purposes. These third-party sources vary, but could include the following:

  • Technical Service Partners. We work with a variety of third-party service providers to enhance and provide our Services. Our service providers may provide website hosting, marketing, website usage analytics, advertising, and maintenance services. Many of these categories overlap with passively collected personal information described above. In working with our service providers, we may share personal information with them and receive information back from them so that we may improve the Services.
  • Therapy Providers. Our Therapy Provider Customers may upload Therapy Recipient’s personal information when using the Services to facilitate appointments and manage other aspects of their relationship with the Therapy Recipients.  

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How we use personal information

We process your personal information for a variety of reasons, including to:

  • Remind you of an appointment;
  • Verify your identity;
  • Provide you with the content, products, and services you request;
  • Provide, maintain, and improve the Sites and for internal or other business purposes;
  • Fulfill your requests for information;
  • Provide customer support;
  • Track and evaluate the use of the Sites;
  • Communicate with you about your Account, profile or transactions with us, or changes to our policies or terms;
  • Send you information about features and enhancements on or to the Sites;
  • Send you newsletters or other materials;
  • Send you offers or other communications about our products and services, such as special or promotional events, including services, products, or events for which we collaborate or co-offer with a third party;
  • Detect, investigate, and prevent activities that may violate our policies or be fraudulent or illegal; 
  • Optimize or improve our Sites, products, services and operations; and 
  • Perform statistical, demographic, and marketing analyses of users of the Sites and their usage patterns.

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How we disclose personal information

We share your personal information with third parties as described below. In addition, we may share information that does not specifically and personally identify you, such as aggregate information, device identifiers, or other unique identifiers with third parties.  

Third-Party Service Providers:  We may engage third-party service providers, including our contractors, to perform functions on our behalf such as hosting and analytics including, but not limited to: hosting, technical integration, analytics, and fraud protection. These entities may have access to personal information, if needed, to perform their functions. If such access is required, the third parties will be contractually obligated to maintain the confidentiality and security of that personal information. They are restricted from using, selling, or distributing this data in any way other than to provide the requested services to the Sites or as otherwise required or expressly permitted by law. 

We may also provide your personal information to third parties to whom you ask us to send such information.

Sale, Assignment or Change of Control:  We may change our ownership or corporate organization while providing the Sites. We may transfer to another entity or its affiliates or service providers some or all information about you in connection with, or during negotiations of, any merger, acquisition, sale of assets or any line of business, change in ownership control, or financing transaction. Under such circumstances, we will request the acquiring party to follow the practices described in this Privacy Policy with respect to previously collected information. Nevertheless, we cannot promise that an acquiring party or the merged entity will have the same privacy practices or treat your information the same as described in this Privacy Policy.

Law Enforcement, Legal Process, and Emergency Situations: We may also use or disclose your personal information if required to do so by law or on the good-faith belief that such action is necessary to: (a) conform to applicable law or comply with legal process served on us or our Sites; (b) protect and defend our rights or property, the Sites or our users, or (c) act to protect the personal safety of us, users of the Sites or the public. Such use would include, but would not be limited to, disclosure: (a) in response to a subpoena, warrant, court order or other legal process; (b) to defend against legal claims brought against TherapyAppointment; or (c) to prevent or act with respect to possible illegal activity. 

Use of Non-Personally Identifiable Information: We may disclose your non-identifiable personal information in any other manner that we deem appropriate. Among other things, we will disclose this information to third parties to help us determine how people use parts of the Sites and how we can improve our Sites. We will also disclose non-identifiable personal information to our service providers and other third parties about how our users collectively use the Sites.

Therapy Providers and Recipients: For Therapy Recipients and potential recipients, we may disclose your personal information to Therapy Providers who use the Service, in order to provide the Service and to assist those Therapy Providers to provide the therapy services, as applicable. For Therapy Providers, we will disclose your personal information to Therapy Recipients who use the Service, in order to provide the Service and to assist those Therapy Recipients to receive the therapy services, as applicable.

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Data subject rights

To promote transparency and compliance, we have included certain disclosures in this section, including details about data subject rights that may be available to you. The rights available to you under applicable privacy laws differ depending on how you use our Services and your state of residence. While HIPAA is the primary regulation that applies to TherapyAppointment and the data it maintains on behalf of Therapy Providers, certain state privacy laws may nonetheless apply in limited circumstances.

Under applicable state privacy law, you may have certain of the “rights” listed below. Please note that our listing of these rights here is not intended as an acknowledgment that any individual user is entitled to any specific right. All requests from users will be evaluated on an individual basis and responded to in appropriate fashion.

  • Right to Access: You may have the right to confirm whether or not we are processing your personal data and to access such personal data. 
  • Right of Portability: You may have the right to obtain a copy of the personal data that you previously provided to us in a format of our choosing as long as it is accessible and machine readable.
  • Right to Delete: You may have the right to ask us to delete certain personal data we have collected about you.
  • Right to Correction: You may have the right to ask us to correct inaccuracies in the personal data we have collected. 
  • Right to Opt-out of Sale: A “sale” includes disclosing or making available personal data to a third party in exchange for money. TherapyAppointment does not “sell” personal information, nor do we have actual knowledge of any “sale” of personal information. That said, we may share internet or other electronic network activity with third-party advertising partners for the purpose of promoting our Services as described above, such as for targeted advertising. Under applicable privacy laws you may have the right to opt-out of such sharing. 
  • Right to Opt-out of Targeted Advertising:  You have the right to opt out of the processing of your personal data if it is used for targeted advertising. Applicable privacy laws may provide the right to opt out of the processing of personal data for decisions that produce legal or similarly significant effects concerning you.

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Exercising your rights

If you are a resident of a state that has enacted an applicable privacy law and wish to exercise any of these rights, please email us at support@therapyappointment.com. 

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Verification process

We may request that you provide additional information reasonably necessary to verify a request. If you submit the request through an authorized agent, we may need to collect additional information to verify your identity before processing your request. If you are using an authorized agent to exercise your rights, we may deny a request if the authorized agent does not submit proof that they have been validly authorized to act on your behalf. 

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Response timing

Upon receiving your request, we will attempt to respond as expeditiously as possible and within any required time period under applicable law. That usually means within 30 days. However, our response period may be extended when reasonably necessary. We will inform you of any such need for an extension, together with the reason for the extension. 

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Right to appeal

If we decline to take action regarding your request, we will inform you of our decision and reasoning behind it. If you wish to appeal our decision, please email us at support@therapyappointment.com 

After receiving an appeal, we will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reason(s) for the decision. If your appeal is denied, residents of certain U.S. states may contact their Attorney General to submit a complaint related to the denial. 

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Non-US residents

Users Outside of the United States: THE SITES ARE NOT DIRECTED TO USERS LOCATED OUTSIDE OF THE UNITED STATES AND THE SITES AND THE SERVICE ARE NOT INTENDED FOR USE BY USERS IN OTHER JURISDICTIONS. IN ACCESSING THE SITES OR IN USING THE SERVICE, YOU ACKNOWLEDGE AND AGREE THAT YOU ARE DOING SO FROM THE UNITED STATES. If you use any of our Sites outside of the United States, you understand and consent to the transfer of your personal information to, and the collection, processing, and storage of your personal information in, the United States and elsewhere. The laws in the U.S. and these countries regarding personal information may be different than the laws of your state or country.

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Children's information

Our Services are not intended for children under the age of 13. No one under age 13 may provide any information to or on the Services directly. We do not knowingly collect personal information from children under 13 without parental consent. If we learn we have collected or received personal information from a child under 13 without parental consent, we will delete that information subject to applicable laws and regulations. If you believe we might have any information from or about a child under 13, please contact us using the information in the “Contact Us” section below. 

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Third-party links

The Services may contain hyperlinks to other websites or advertisements of third parties. We do not control and are not responsible for the privacy practices or the content of such third-party websites or advertisers. Please check with those third-party sites to determine their privacy policies. When and if we embed third-party content into a page of our Sites, we will use reasonable efforts to ensure that it is evident we are doing so or to advise our users that they have exited our Services and are entering a third-party controlled website. You should read and understand any privacy policy noted on all third-party websites that you visit. 

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Changes to this privacy policy

We reserve the right to modify this policy and other disclaimers or legal terms at any time without giving you prior notice. Your use of the Services following any such modification constitutes your agreement to follow and be bound by such modifications. For this reason, we encourage you to review our Terms of Service, Privacy Policy, and other applicable terms each time you use our Services. 

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IF YOU DO NOT AGREE WITH THE TERMS OF THIS PRIVACY POLICY, YOU SHOULD NOT USE THE SERVICES AND YOU MAY NOT ACCESS THE SITES. BY USING THE SITES AND THE SERVICES AND/OR REGISTERING FOR AN ACCOUNT WITH US, YOU ARE ACCEPTING THE TERMS OF THIS PRIVACY POLICY AND THE APPLICABLE TERMS OF SERVICE, AND YOU ARE CONSENTING TO OUR COLLECTION, USE, DISCLOSURE, RETENTION, AND PROTECTION OF YOUR INFORMATION AS DESCRIBED IN THIS PRIVACY POLICY. 

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Contact us

Email: support@therapyappointment.com

Mailing Address:
TherapyAppointment ℅ Paracorp, Inc.
176 Mine Lake Court #100
Raleigh, NC 27615