Privacy Policy

We collect three categories of information:

(a) Customer account data — practice name, clinician name, NPI, business email, phone, billing address, and Stripe customer/subscription identifiers. We do not store full payment card numbers; payment processing is performed by Stripe.

(b) Protected Health Information (PHI) — patient demographics, appointment details, clinical notes, assessment scores (PHQ-9, GAD-7, C-SSRS), call and SMS transcripts, voicemail audio, intake form responses, and any other PHI the Customer chooses to enter, generate, or receive via the Service.

(c) Usage data — IP address, browser type, pages visited, and aggregate event counts collected via Google Tag Manager and (where enabled by the Customer) PostHog. We do not load behavioral session-replay tooling on the authenticated app surface.

We use information to:

• Provide, operate, and improve the Service for the Customer that submitted it;
• Generate appointment confirmations, intake forms, and post-call summaries;
• Detect crisis language in real time and route 988 and clinician escalation as configured;
• Maintain audit logs of PHI access in support of HIPAA §164.312(b);
• Bill Customers and prevent fraud;
• Comply with legal obligations and respond to lawful requests.

We do not use PHI to train general-purpose AI models, sell PHI, or share PHI with advertising networks.

Customer account data is retained for the life of the subscription plus 30 days. PHI is retained per the Customer’s retention configuration, with a default of seven (7) years from the date of last patient encounter to align with typical state behavioral-health record-retention requirements.

On Customer termination, Harbor returns or destroys all PHI within 30 days unless retention is required by law. Destruction follows NIST SP 800-88 media-sanitization guidance.

Call recordings and voicemail audio are retained for 90 days by default, configurable per practice.

PHI is encrypted in transit (TLS 1.2+) and at rest (AWS KMS, customer-managed keys per HIPAA §164.312(a)(2)(iv)). Production access requires SSO with enforced MFA; standing access is limited to designated workforce members and is reviewed quarterly. See our Security page for technical and administrative safeguard detail mapped to the HIPAA Security Rule.

Harbor will notify the affected Customer of a suspected or confirmed Breach of Unsecured PHI without unreasonable delay and in no event later than the timeline specified in the executed BAA (typically within 30 days of discovery). Notification will include the information required by 45 CFR §164.410(c).

Under the HIPAA Privacy Rule (45 CFR Part 164, Subpart E), patients have the right to request access to, amendment of, and an accounting of disclosures of PHI held about them. These requests are administered by the Covered Entity — your treating practice — not directly by Harbor. Patients should contact their practice to exercise these rights. Harbor will support the practice in responding within the regulatory timeline.

Patients may also request to opt out of non-treatment SMS by replying STOP to any message. Treatment-related messages (e.g., appointment confirmations) are permitted under the HIPAA Privacy Rule and may continue.

The public marketing site at harboroffice.ai uses a small number of strictly necessary cookies plus Google Tag Manager for aggregate analytics. The authenticated application at lab.harboroffice.ai uses only session-management cookies and does not load any session-replay, heatmap, or third-party advertising tag. PHI never leaves the application boundary to an analytics vendor.

Harbor integrates with Google Calendar to schedule, reschedule, and cancel therapy appointments on behalf of the therapy practice that has authorized the connection. When a practice connects their Google account, Harbor requests the openid, email, and profile scopes (to identify the authorizing account), calendar.readonly (to read free/busy availability so the AI receptionist can offer open slots), and calendar.events (to create, update, and cancel appointment events on the therapist’s primary calendar).

Limited Use. The use and transfer of raw or derived user data Harbor receives from Google APIs, including Google Workspace APIs, will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: Harbor uses Google user data only to provide and improve user-facing features prominent in Harbor’s interface (scheduling, rescheduling, and cancellation for the authorizing practice); Harbor does not transfer Google user data to third parties except as necessary to provide or improve those features, to comply with applicable law, or as part of a merger or acquisition with notice to users; Harbor does not use Google user data for advertising of any kind; Harbor does not use Google user data, raw or derived, to develop, improve, or train generalized AI and/or ML models; and Harbor does not allow humans to read Google user data except with the authorizing user’s affirmative agreement, for security purposes, to comply with applicable law, or on data that has been aggregated and anonymized for internal operations.

Calendar data is held in memory only for the duration of a call or booking action.

The Service is used by therapy practices, some of which treat patients under 18. When a minor is the patient, the Customer is responsible for obtaining consent from a parent or legal guardian as required by their jurisdiction and clinical standards. Harbor does not knowingly collect information directly from children outside the treatment context established by the Customer.

We may update this Policy. Material changes will be communicated to Customers by email at least 30 days before they take effect.

Privacy questions, BAA requests, and data-rights inquiries: