Privacy Policy

Overview

Who We Are

PsychReport.ai is a registered trade name of CobaltSail LLC, a North Carolina limited liability company. In this policy, "PsychReport.ai," "we," "us," and "our" mean CobaltSail LLC. Our mailing address is 4030 Wake Forest Road STE 349, Raleigh, NC 27609. You can reach our Privacy Officer, JD Helms, at privacy@psychreport.ai.

This policy covers our website (www.psychreport.ai) and our application. Our Cookie Policy explains the cookies and similar tools on our website in more detail.

PsychReport.ai ("we," "us," "our," or "the Service") is committed to safeguarding your privacy and handling your personal data responsibly. This Privacy Policy outlines our practices for collecting, using, protecting, and disclosing information obtained through our platform at psychreport.ai (the "Platform").

This Privacy Policy governs all information collected via our Platform and related electronic communications.

Information Collection

We gather various categories of information from individuals who use our Platform:

Personally Identifiable Information

Personally Identifiable Information refers to data that can identify you as an individual, including but not limited to:

• Full name
• Email address
• Mailing address
• Telephone number
• Professional qualifications and credentials

Technical and Usage Data

When you interact with our Platform, we automatically gather technical information about your device and usage patterns, such as:

• Session data (traffic patterns, geographic location, access logs, and communication records)
• Device and connection details (IP address, browser type, operating system)
• Data captured through cookies, tracking pixels, and similar technologies

Use of Collected Information

The information we collect serves multiple purposes:

Use of Personally Identifiable Information

• Responding to inquiries, feedback, and support requests
• Delivering administrative communications including platform updates, security notifications, and technical support
• Providing customer assistance
• Distributing marketing materials, service updates, and newsletters
• Processing service-related inquiries and applications

Use of Technical and Usage Data

• Enhancing Platform functionality and user experience
• Managing Platform operations, resolving technical issues, and ensuring security
• Evaluating content performance and marketing campaign effectiveness
• Analyzing user behavior and Platform usage patterns

Marketing Emails

When you sign up for a free trial, we send the emails you need to set up and use your account, such as your sign-up link. Our weekly product update is part of the free trial and of your subscription: it is how we tell you about new features, new assessments, and changes to the product. You agree to receive it when you register for a trial.

You can unsubscribe from the weekly product update at any time using the link in any update email, and we act on unsubscribe requests promptly and within 10 business days. Unsubscribing does not stop account, billing, and security messages. We use Brevo to send emails.

Information Sharing and Disclosure

We may share collected information under the following circumstances:

Third-Party Service Providers

We engage contractors and service providers who require access to your information to perform services on our behalf. For our artificial intelligence and natural language processing capabilities, we use large language model services from Google Cloud Vertex AI, including Anthropic Claude models accessed through Vertex AI under our agreement with Google, and from OpenAI. We have Business Associate Agreements and zero data retention terms with Google and with OpenAI. We maintain executed Business Associate Agreements with all vendors that may access Protected Health Information. Our agreements with all LLM providers explicitly prohibit the use of any PHI or personal data processed through PsychReport.ai for model training purposes. Non-PHI information may be processed according to our service providers' standard terms.

Zero Data Retention for AI Processing

PsychReport.ai uses Zero Data Retention (ZDR) processing for AI operations involving clinical content. Client information sent to our AI model providers is processed only to generate the requested report output, is not retained by those providers after processing, and is never used to train AI models. Our Business Associate Agreements and subprocessor agreements are structured to support this handling of Protected Health Information.

Corporate Transactions

In the event of a merger, acquisition, financing arrangement, or asset sale, your information may be included in the transferred assets.

Legal Compliance

We may disclose information when legally required or in response to lawful requests from governmental authorities, courts, or regulatory agencies.

Authorized Disclosures

With your explicit permission, we may share your personal information for additional purposes.

International Data Processing

PsychReport.ai is operated from the United States. If you access or use our Platform from outside the United States, including from Canada or other international jurisdictions, please be aware that your information will be transferred to, stored, and processed in the United States, where our servers and central database are located.

By using the Platform from outside the United States, you expressly consent to the transfer of your data to the United States and acknowledge that:

• Your data will be processed in accordance with United States law, including the Health Insurance Portability and Accountability Act (HIPAA) and applicable state privacy laws.
• The data protection laws of the United States may differ from those of your home jurisdiction.
• You are responsible for ensuring that your use of the Platform complies with all applicable laws and professional regulations in your jurisdiction, including any requirements related to the cross-border transfer of personal or health-related information.

Except as expressly set out in any regional supplement we publish (such as our Canadian Privacy Supplement), we do not represent or warrant that the Platform complies with the privacy or data protection laws of any jurisdiction outside the United States, including but not limited to the European Union's General Data Protection Regulation (GDPR) or Australia's Privacy Act 1988.

We apply the same technical and organizational safeguards described in this Privacy Policy to all user data regardless of the user's geographic location.

Canadian Users: If you access the Platform from Canada, our Canadian Privacy Supplement describes how we handle your information, and our Canadian Data Processing and Service Provider Agreement governs our processing of personal information and personal health information on your behalf. Where those documents conflict with this Privacy Policy, they prevail for Canadian users.

Security Measures

We employ technical and organizational safeguards designed to protect your personal information, including:

• Data encryption during transmission
• Multi-factor authentication systems
• Role-based access controls
• Periodic security audits and assessments
• Ongoing staff education on privacy and security protocols

Despite our security efforts, no internet-based transmission or electronic storage method is completely secure. While we implement commercially reasonable protective measures, we cannot guarantee absolute protection.

SMS/Text Messaging

PsychReport.ai uses SMS text messaging solely for multi-factor authentication (MFA) and account security verification. When you create an account or enroll in MFA on our Platform, you may choose to receive one-time verification codes via SMS by providing your mobile phone number.

By providing your mobile phone number and selecting SMS as your preferred MFA method, you expressly consent to receive authentication-related text messages from PsychReport.ai. These messages are limited to one-time security verification codes for account login purposes only. No marketing, promotional, or advertising messages are sent via SMS.

Message frequency varies based on your login activity, typically one message per authentication attempt. Standard message and data rates may apply depending on your mobile carrier and plan.

You may opt out of SMS-based authentication at any time by switching to an alternative MFA method (such as an authenticator app) within your account security settings, by replying STOP to any authentication message, or by contacting support@psychreport.ai. For help, reply HELP to any message or email support@psychreport.ai.

Mobile information will not be shared with or sold to third parties or affiliates for marketing or promotional purposes. Mobile phone numbers and SMS opt-in consent data are collected solely for delivering authentication codes and may only be shared with service providers who assist in delivering these messages, strictly limited to that purpose.

How Long We Keep Information

We keep personal information only as long as we need it for the purposes in this policy, or as the law requires, including legal, regulatory, accounting, or reporting obligations. Specifically:

• Account information: for as long as your account is active, then as set out in our agreement with you.
• Trial sign-up and marketing contact information: until you ask us to delete it, and no longer than 24 months after your last interaction with us.
• The pr_ft cookie: up to 180 days in your browser.
• Your cookie choices (pr_consent): 12 months in your browser.
• Website analytics: Google Analytics keeps event-level data for 2 months and user-level data for 14 months.

When we no longer need information, we delete it or make it anonymous.

User Rights

Depending on your jurisdiction, you may have certain rights concerning your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal information under certain conditions
• Processing Restrictions: Request limitations on how we process your information
• Data Portability: Obtain a copy of your data in a portable format
• Training Opt-Out: We do not utilize customer data or PHI for training proprietary technologies or machine learning systems without express consent. If you previously consented and wish to revoke that consent, contact our Privacy Officer at privacy@psychreport.ai. Note that opting out affects only training purposes and does not impact service delivery.

To exercise any of these rights, contact us using the information provided below.

California Residents

We do not sell personal information for money. Some advertising tools on our website, such as the Meta Pixel and Google Ads tags, may count as "sharing" personal information for cross-context behavioral advertising under California law. You can opt out by turning on Global Privacy Control in your browser, by refusing Advertising and attribution in our Cookie settings, or by emailing privacy@psychreport.ai with the subject line "Do Not Share." California residents may also ask what personal information we have about them, and ask us to correct or delete it, by emailing privacy@psychreport.ai. We will not treat you differently for making a request.

Cookies, Pixels, and Advertising

Our website uses cookies and similar tools for three things: to measure how the site is used (Google Analytics), to measure and improve our advertising (Meta Pixel and Google Ads), and to remember how you first found us (our own "pr_ft" cookie). Our Cookie Policy lists each one, what it does, and how long it lasts.

Tracking across other websites. Meta and Google may collect information about your activity on our website, such as pages visited and sign-up events, and combine it with information about your activity on other websites and apps over time. They may use it to measure our ads and to show you ads. We do not control how they use this information; their privacy policies apply.

How you first found us. When you first visit, we store the ad campaign or website that referred you, the page you landed on, and the date in a cookie called pr_ft. It does not contain your name or email address. If your first visit did not come from an ad campaign or a tagged link, a later visit that does replaces it. If you later sign up for a free trial, we save this information with your sign-up record so we can tell which marketing channels work. We keep it for up to 180 days in your browser and for as long as we keep your sign-up record.

Your choices. You can block or delete cookies in your browser, use the opt-out links in our Cookie Policy, or use the Cookie settings link in our website footer. Declining cookies in your browser may limit some features of our website or application.

Do Not Track and Global Privacy Control

Our website does not respond to browser "Do Not Track" signals, because there is no common standard for them. We do honor Global Privacy Control (GPC). If your browser sends a GPC signal, we do not load the Meta Pixel or Google Ads advertising tags and we do not set the pr_ft cookie. We may still use Google Analytics to measure site traffic.

Minors' Privacy

Our Platform is not intended for individuals under 13 years of age, and we do not knowingly collect information from children under 13. If you believe we have inadvertently collected information from a minor, please contact us immediately.

Policy Updates

We reserve the right to modify this Privacy Policy periodically. Material changes will be communicated by posting the revised Privacy Policy on this page with an updated "Last Updated" date. We recommend reviewing this Privacy Policy regularly for any changes.

Canadian and Quebec Residents

This section covers personal information we collect about you directly, for example when you visit our website or sign up for a trial. Information you enter about your own clients is covered by our Canadian Privacy Supplement.

Privacy Officer. The person responsible for the protection of personal information at CobaltSail LLC is our Privacy Officer, JD Helms, privacy@psychreport.ai, 4030 Wake Forest Road STE 349, Raleigh, NC 27609.

Your rights. You can ask to see the personal information we hold about you, ask us to correct it, and withdraw your consent to our use of it (for example, to advertising cookies), subject to legal and contractual limits. We respond within 30 days. You can also complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or, in Quebec, to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).

Cookies in Quebec. If your connection appears to be in Quebec, we do not turn on the Meta Pixel, Google Ads tags, or our pr_ft cookie, and Google Analytics runs without its cookies, unless you choose to allow them. You can change your choice at any time with the Cookie settings link in our website footer.

Information stored outside Canada. We and our service providers store and process personal information in the United States and other countries, including the European Union for our email provider. While it is there, it may be accessed by courts and authorities under local law.

Contact Information

For questions, concerns, or comments regarding this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Privacy Officer: JD Helms, CobaltSail LLC (PsychReport.ai)
Email: privacy@psychreport.ai
Mail: 4030 Wake Forest Road STE 349, Raleigh, NC 27609
Subject Line: Privacy Policy Inquiry