Privacy Policy

Aemote Professional (“Aemote Professional”, “we”, “us”) is the web portal at pro.aemote.app operated by Aemote. It is the professional-facing companion to the Aemote mobile application used by clients. This policy explains how we collect, use, and share information when you use the Service.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the EU GDPR, Aemote is the data controller of personal data described in Section 3, and a data processor for the client information described in Section 4.

For questions about this policy, email support@aemote.app.

This policy describes two categories of users:

• Professionals — wellness and mental health practitioners who sign up to use the Service. We act as a data controller for information you provide to the Service.
• Clients— individuals who use the Aemote mobile app and choose to connect with a Professional. With respect to client emotional content surfaced inside the Service, we act as a data processor on behalf of the connected Professional. The Aemote mobile app’s own privacy policy (available at aemote.app/privacy) governs how client information is collected at source.

When you create or use an account, we collect:

• Account identifiers: your email address (used for magic-link authentication).
• Professional profile:your full name and credential (e.g. AEDP Certified, LCSW, LMFT) provided at signup.
• Attestation record: the version of the Terms of Service you accepted, the date and time you accepted it, your self-attestation that you are a qualified professional, and the IP address and user-agent observed at the moment you attested — recorded in an attestation audit log.
• Verification status: whether your account is marked as a verified therapist. This status is established by your own attestation at signup; Aemote retains the right to revoke it.
• Connection codes: 6-character codes you generate to invite clients, plus their status (pending, active, revoked) and expiry timestamps.
• Notes you write:comments you add to a client’s Change Triangle entries.
• Billing data: subscription status, Stripe customer and subscription identifiers, plan interval, and billing period dates stored in our database. Payment card details are collected and processed by Stripe; we do not store your full card number on our servers.
• Technical data: session cookies set by our authentication provider (Supabase), IP address as observed by our hosting provider (Cloudflare), and standard request metadata (user agent, timestamps) recorded in server logs.

We do not use third-party advertising, analytics, or marketing trackers on this Service.

When a client claims one of your connection codes in the Aemote mobile app, the Service makes their non-private wellness data visible to you. This may include sensitive information about health and emotional state. Specifically, you may see:

• The client’s display name and avatar from the mobile app.
• Emotional logs the client has chosen to share — entries the client marked as not private (is_private = false).
• Change Triangle entries the client has chosen to share — including core emotion, inhibitory emotion, defence, granular emotion, and needs fields, where the entry is not private.
• Comments other clinicians (if any) have added to the same Triangle entries.

Entries the client marks as private are never shown to you. The client controls this setting per entry inside the mobile app and may revoke the connection at any time.

Emotional and mental-health information is “special category” data under the UK GDPR and EU GDPR (Art. 9) and “sensitive personal information” under California law (CCPA/CPRA).

Our legal bases for processing this data are:

• Client’s explicit consent (UK/EU GDPR Art. 9(2)(a)) — given when the client claims your connection code and chooses which entries to mark non-private.
• Contract performance (UK/EU GDPR Art. 6(1)(b)) — necessary to provide the Service to you as a Professional.

We do not use sensitive client information for any purpose beyond presenting it to the connected Professional. We do not sell it, share it with advertisers, or use it to train AI models.

We use the information described above to:

• Authenticate you and keep your session active.
• Provide the dashboard, roster, and Change Triangle views to verified Professionals.
• Issue connection codes and let you revoke them.
• Deliver in-app notifications to a client when you add a comment to their Triangle.
• Maintain audit and security logs and detect abuse or unauthorized access.
• Process subscription payments, manage your plan and free trial, and issue invoices (through Stripe).
• Comply with legal obligations and respond to lawful requests.

We rely on a small number of vetted vendors (“subprocessors”) to operate the Service. They process data only on our instructions and under written data-protection terms:

• Supabase, Inc.— managed Postgres database, authentication (magic-link email), and storage. Data is stored in Supabase’s configured region.
• Cloudflare, Inc. — hosting of the Service on Cloudflare Workers, edge networking, DDoS protection, and delivery of the waitlist form endpoint.
• Stripe, Inc. — payment processing, subscription billing, and the hosted Checkout and Customer Portal. Stripe collects and processes your payment-card details directly; we receive only your subscription status and Stripe customer and subscription identifiers.
• Anthropic, PBC— large language model API that generates the Change Triangle annotations and clinical summary for transcripts you submit to the session transcript tool. Transcript text is sent only to produce that output and is not used to train Anthropic’s models.

We do not sell or rent personal information. We disclose information to law enforcement or other third parties only when required by valid legal process or to protect the rights, safety, or property of Aemote, our users, or the public.

If we are involved in a merger, acquisition, or sale of assets, personal information may be transferred to the successor entity, subject to this policy or an equivalent updated version.

The Service is operated from the United Kingdom. Our subprocessors (see Section 7) may process data outside the UK and the European Economic Area, including in the United States and other regions where Supabase, Cloudflare, and Stripe operate infrastructure.

Where personal data is transferred out of the UK or EEA to a country that has not received an adequacy decision, we rely on appropriate safeguards including the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or the European Commission’s Standard Contractual Clauses, together with any supplementary measures required by applicable law.

• Account data (email, full name, credential) — kept while your account is active, and for up to 24 months after deletion for audit, dispute, and regulatory purposes. You can delete your account at any time from your dashboard settings; deletion takes effect immediately.
• Credential attestations — the record of your professional self-attestation (credential, the terms version you accepted, and timestamp) is retained beyond 24 months where needed for credential-verification and fraud-investigation purposes.
• Connection codes — pending codes expire 7 days after creation. Revoked or used codes are kept as part of the connection audit record.
• Triangle comments you write — kept until you or the connected client deletes them, or the underlying connection is terminated.
• Billing records — subscription identifiers and billing history are retained while your subscription is active and for up to 7 years afterward to meet tax, accounting, and audit obligations. Payment-card data is retained by Stripe under its own retention policy, not by us.
• Server logs — retained for up to 90 days for security and debugging.

Depending on where you live, you may have rights to access, correct, port, delete, restrict, or object to processing of your personal information, and to withdraw consent at any time without affecting the lawfulness of prior processing. UK and EU/EEA residents have the right to lodge a complaint with a supervisory authority — in the UK, this is the Information Commissioner’s Office (ICO) at ico.org.uk. California residents have rights under CCPA/CPRA, including the right to know, delete, correct, and limit use of sensitive personal information.

To exercise any of these rights, email support@aemote.app. We will verify your request and respond within the timeframe required by applicable law (typically one month under UK/EU GDPR, 45 days under CCPA).

Clients:requests about client data accessed through the Service are routed to the Professional you connected with, who is the controller of that record. You may also delete or re-mark any entry as private inside the Aemote mobile app at any time, which will immediately remove it from the Professional’s view.

We use authenticated sessions, row-level security in the database, role gating (only accounts that have completed therapist attestation may access the dashboard, with each attestation recorded in an audit log), and encryption in transit (TLS) and at rest at the infrastructure layer. No system is perfectly secure; if we become aware of a breach affecting your personal information, we will notify the ICO within 72 hours where required, notify affected individuals without undue delay where there is a high risk to their rights and freedoms, and comply with any applicable US state breach-notification laws (UK GDPR Art. 33/34 and equivalents).

We use only essential cookies required to keep you signed in (session cookies set by Supabase and our authentication middleware). We do not use cookies for advertising, analytics, or cross-site tracking.

The “only essential cookies” statement above applies to pages we serve on pro.aemote.app. When you visit Stripe-hosted Checkout or the Customer Portal, Stripe may set its own cookies (including for fraud prevention) under Stripe’s privacy policy.

The Service is intended only for adult wellness and mental health professionals. We do not knowingly collect personal information directly from children under 16. If a Professional uses the Service in connection with a minor client, the Professional is responsible for obtaining any required parental or guardian consent under their own jurisdiction’s rules.

We may update this policy from time to time. If we make material changes, we will notify you by email or by an in-app notice before the changes take effect, and we will update the effective date above.

Email support@aemote.app with any privacy questions, requests, or complaints.