Privacy Agreement
ClientNote is designed to support privacy-aware professional practice. This page explains what information the service handles, why it is handled, how Web, iPhone and Android work together, and the safeguards and responsibilities that apply when you use ClientNote.
Information ClientNote handles
ClientNote handles the information needed to provide the service. This can include your account and profile details, the client identifiers you enter, session recordings, transcripts, case notes, templates, preferences, and limited technical information used to keep the service secure and reliable.
How information is used
Information is used to record sessions when you choose to do so, create transcripts and draft case notes, synchronise your work across your signed-in devices, recover interrupted processing, maintain account security, and provide the features you request. ClientNote does not use client or case-note content for advertising and does not sell that information.
Web, iPhone and Android
The ClientNote website, iPhone app and Android app are secure interfaces to the same account-scoped service. Signed-in records are held in the protected backend and synchronised across platforms. Each interface may temporarily cache the minimum information it needs to load, recover interrupted work, and keep the signed-in experience reliable.
On-device storage
ClientNote does not use your browser, iPhone or Android device as the permanent system of record for synchronised client records. The Web app uses secure session cookies and may keep short-lived in-memory or browser caches. The mobile apps securely store the authentication session and encrypted app state, which may include recently synchronised session and note data, preferences, a profile image you choose, and temporary recording or recovery files. Temporary local audio is removed after successful processing or deletion when the recovery workflow no longer requires it. Signing out clears sensitive local app state; account deletion performs a broader local cleanup.
AI-assisted processing
When you request transcription, case-note generation, or AI editing, the relevant content is sent securely to authorised service providers for that task. AI output can be incomplete or inaccurate. You must review every transcript and case note before relying on it, exporting it, or adding it to an official record.
Security and confidentiality
ClientNote uses authenticated access, encrypted network connections, organisation-scoped records, private backend storage, protected processing services, version checks, and access controls intended to protect confidential information. Mobile app state is encrypted with a device-bound key. No online service can promise absolute security. Protect your password and device, use the screen lock available on your device, and sign out of devices you no longer control.
Access and accuracy
You can review and correct account details and edit generated content before relying on it. Keeping information accurate and limiting entries to what is necessary helps protect the people whose information you manage.
Data minimisation
ClientNote is intended to be used with only the information needed for professional documentation. Avoid adding unrelated personal details, and use neutral client identifiers wherever your professional and organisational requirements allow.
Practitioner responsibilities
Use only the minimum client information needed for your work. Follow the privacy, health-record, safeguarding, employment, and professional rules that apply to your organisation and location. ClientNote assists documentation; it does not replace professional judgement, supervision, record-keeping obligations, or legal advice.
Questions or concerns
If you believe information is incorrect, access is unauthorised, or privacy has been compromised, stop using the affected feature and contact ClientNote support promptly. This informational explanation may be updated when the service or its privacy practices change.