Privacy Policy

Effective Date: December 1, 2025

Introduction

WriteLitely AI is a company that develops AI-powered report writing assistants for psychology providers and behavioral health professionals. We help licensed practitioners streamline their documentation processes while maintaining the highest standards of patient privacy and data protection.

We understand that privacy is fundamental to the trust you place in us, especially when handling sensitive healthcare information. This Privacy Policy describes WriteLitely AI's policies and practices regarding the collection and use of your personal data, and sets forth your privacy rights. We recognize that information privacy is an ongoing responsibility, and we will update this Privacy Policy as we adopt new practices or privacy policies.

Important Note for Healthcare Providers: If you are a covered entity under HIPAA, our handling of Protected Health Information (PHI) is governed by our separate Business Associate Agreement (BAA), which takes precedence over this Privacy Policy for PHI-related matters. By creating an account, professionals representing covered entities acknowledge, review, and agree to be bound by our Terms of Use and the BAA.

Data Protection Officer

WriteLitely AI is headquartered in Philadelphia, Pennsylvania in the United States. We have appointed an internal data protection officer for you to contact if you have any questions or concerns about our personal data policies or practices.

Data Protection Officer:
Connor Patros
Email: contact@writelitely.ai
Address: 1110 McClellan Street, Philadelphia, PA 19148

How We Collect and Use Your Personal Information

WriteLitely AI collects personal information about website visitors, prospective customers, and customers. This information is generally limited to:

Information We Collect:

• Name and professional credentials
• Job title and employer name
• Work address, email, and phone number
• Professional licensing information
• Billing and payment information
• Technical support communications
• Usage data related to our services

How We Use This Information:

• Provide and improve our AI documentation services
• Communicate with you about our services and updates
• Process payments and maintain account records
• Provide customer support and technical assistance
• Comply with legal and regulatory requirements
• Ensure platform security and prevent fraud

Information from Third Parties:

We may receive information about you from:

• Professional directories and licensing boards
• Business contact databases
• Professional networking sites (e.g., LinkedIn)
• Healthcare organizations that refer you to our services

We do not sell WriteLitely AI users’ personal or clinical data. Any aggregated or anonymized data may be shared with partners for research, benchmarking, or advertising purposes. Users’ personal information will never be shared without consent.

Use of the WriteLitely AI Website

Our website automatically collects certain information and stores it in log files, including:

• Internet protocol (IP) addresses
• Geographic location (general region)
• Browser type and operating system
• Pages viewed and time spent on our website
• Referral sources and search terms

We use this information to:

• Improve our website design and user experience
• Analyze usage trends and visitor preferences
• Diagnose technical problems and administer our website
• Understand how potential customers discover our services

WriteLitely AI has a legitimate interest in understanding how visitors use our website to provide more relevant services and improve our platform.

Cookies and Tracking Technologies

WriteLitely AI uses cookies and similar technologies on our website to enhance user experience, analyze usage patterns, and deliver relevant content.

Types of Cookies We Use:

• Essential Cookies: Required for website functionality
• Analytics Cookies: Help us understand website usage
• Performance Cookies: Improve website speed and performance

You can control cookie preferences through your browser settings. However, disabling certain cookies may limit website functionality.

Use of WriteLitely AI Services

When you use our AI-powered documentation platform, we collect and process:

Service Data:

• Account information and user preferences
• Any and all relevant evaluation information you upload and present to the system
• AI-generated documentation and reports
• Platform usage statistics and performance data
• Technical logs and error reports
• Payment information (via a third party)

How We Use Service Data:

• Provide AI-powered report generation services
• Ensure platform security and reliability
• Provide customer support and troubleshooting
• Generate anonymized usage analytics

Protected Health Information: Any PHI you submit is handled according to our Business Associate Agreement and HIPAA requirements, not this Privacy Policy.

When and How We Share Information with Third Parties

Our Subprocessors:

We engage carefully vetted third-party service providers to help deliver our services.

We Share Information Only When:

1. It is required to generate your report document
2. You request or authorize it
3. Required by law (court orders, subpoenas, regulatory requests)
4. To protect our rights, property, or safety, or that of our users
5. With service providers who perform functions on our behalf
6. To address emergencies or prevent harm
7. In connection with business transfers (mergers, acquisitions)

We Do Not:

• Sell your personal information
• Share PHI except as permitted by the BAA
• Use your data for marketing to third parties
• Provide data to unauthorized parties

We may disclose aggregated, anonymized information about our services and users for business purposes, but this information cannot identify individual users.

Transferring Personal Data to the U.S.

WriteLitely AI operates from the United States. Information we collect about you will be processed in the United States, which has not received an "adequacy" finding from the European Union under the GDPR.

International Transfer Safeguards:

• We implement Standard Contractual Clauses (SCCs) with international users
• We maintain appropriate technical and organizational safeguards
• We limit data transfers to what is necessary for service provision
• We enter into data processing agreements with vendors when feasible

Legal Bases for Transfer:

• Consent for international data processing
• Performance of our service contract with you
• Legitimate interests that do not outweigh your rights

Since our founding, WriteLitely AI has received zero government requests for user information.

Data Subject Rights

Under the GDPR and other privacy laws, you have the following rights:

Your Rights Include:

• Right to be Informed: This Privacy Policy provides that information
• Right of Access: Request copies of your personal data
• Right to Rectification: Correct inaccurate personal data
• Right to Erasure: Request deletion of your personal data
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Opt-out of certain data processing activities
• Rights Related to Automated Decision Making: Understand AI-driven decisions

How to Exercise Your Rights:

Contact us at contact@writelitely.ai with:

• Your name and contact information
• Specific right you wish to exercise
• Any relevant details to help us locate your data

We will respond to requests within 30 days at no cost. If we cannot fulfill a request, we will explain why and provide information about your right to lodge a complaint with data protection authorities.

Security of Your Information

We implement comprehensive security measures to protect your data:

Technical Safeguards:

• Encryption of data at rest and in transit
• Multi-factor authentication for platform access
• Regular security vulnerability assessments
• Secure data centers with physical access controls

Administrative Safeguards:

• Employee training on data protection
• Access controls and authorization procedures
• Incident response and breach notification procedures
• Regular security policy reviews and updates

Physical Safeguards:

• Secure facilities with controlled access
• Environmental controls and monitoring
• Secure disposal of physical media
• Workstation security measures

We will notify you of any data breaches as required by applicable law.

Data Storage and Retention

Data Storage:

Your personal data is stored on our secure servers and those of our cloud service providers in the United States. All storage providers maintain appropriate security certifications and contractual protections.

Retention Periods:

• Customer Data: Retained during your business relationship and for reasonable period thereafter for legal and business purposes
• Prospect Data: Retained until it no longer has business value
• Website Analytics: Retained for up to 26 months
• Support Communications: Retained for 3 years after resolution

Data Deletion:

You may request deletion of your personal data at any time. We will delete data upon verified request unless retention is required by law or legitimate business interests.

Children's Data

WriteLitely AI does not knowingly collect personal information from children under 13 years of age (please note that this does not apply to licensed healthcare professionals or their authorized staff entering evaluation data about children as part of their professional services). Our services are intended exclusively for use by licensed healthcare professionals and their authorized staff. If we discover that we have inadvertently collected information directly from a child under 13 outside of a professional context, we will delete it immediately.

Questions, Concerns, or Complaints

If you have questions, concerns, or complaints about this Privacy Policy or our data practices, please contact us:

WriteLitely AI
Attn: Data Protection Officer
1110 McClellan Street
Philadelphia, PA 19148
Email: contact@writelitely.ai
Phone: (860) 933-8759

If you are located in the European Union, you also have the right to lodge a complaint with your national data protection authority or the European Data Protection Supervisor.

This Privacy Policy was last updated on December 1, 2025. We may update this policy periodically, and we will notify you of material changes through our platform or by email.