Security & Data Handling

This page describes how the Support Planning Assistant handles data today. It is written for the person doing diligence on behalf of a practice or agency. Where something is not in place yet, it says so rather than leaving it out.

1. What the Service is designed to hold

• The Service is built for de-identified, clinician-facing planning. The intake asks for a non-identifying plan title and de-identified context; it does not ask for a client name, date of birth, or record number.
• Location is optional. Where you enter one, it is used to match referrals from your own list, and that matching happens in your browser — your city, county and ZIP are never sent to the AI provider. Of the location, only the state is included in the de-identified context the assistant receives.
• Do not enter Protected Health Information. We do not currently offer a Business Associate Agreement, so the Service must not be used as a system of record for PHI. See section 6.
• Your plans and your client-facing materials belong to your account and are visible only to you. So is your referral list, with one exception you control: resources and material presets you have chosen to share with your practice are readable by its members. See section 3.

2. Where data lives

• Application hosting and delivery: Vercel.
• Database, authentication, file storage and server functions: Supabase, running on AWS in a United States region.
• Data is encrypted in transit over TLS and encrypted at rest by the hosting provider.

3. Access control

• Every table is protected by row-level security. Private material is scoped to the owning account — a signed-in user's queries cannot reach another account's rows. Material shared with a practice, and the practice's activity trail, are scoped to that practice's membership instead: exactly the people meant to read them, and nobody else.
• That isolation is exercised by a cross-account test that runs against the live database rather than a mock.
• Server functions require a valid session token; they reject unauthenticated calls.
• Practice workspaces exist today: invitations, roles, a shared referral list, shared material presets, practice branding, and an audit trail of changes. A shared resource stays owned by whoever added it. A fuller administrator console and single sign-on are not available yet — see section 6.

4. How the AI is constrained

• The assistant receives de-identified context and returns categories of support. It does not choose, name, or vouch for a specific organisation.
• Named resources come only from the referral list you built, selected by fixed rules — no model, no ranking, no recommendation engine.
• A person reviews everything before it reaches a client. Nothing is sent to a client automatically.
• We sell curation, not verification. Resource records carry the date they were source-checked; keeping them current is the clinician's judgement, supported by the list-health tools.

5. Subprocessors

Third parties that may process data on our behalf:

• Vercel — application hosting, content delivery, server functions.
• Supabase — database, authentication, file storage, server functions (on AWS, United States).
• Anthropic — AI processing of de-identified planning text.
• Google Fonts — web fonts are requested from Google at page load, so Google receives the requesting IP address. No account or workspace content is sent.

We will publish material changes to this list before they take effect.

6. What we do not have yet

Stated plainly so nobody discovers it during a procurement review:

• No Business Associate Agreement. The Service is not represented as a HIPAA-covered system, and we make no claim of HIPAA, HITECH or 42 CFR Part 2 compliance.
• No SOC 2 report and no ISO certification. No certificate exists that would make an application compliant on its own — compliance is a body of evidence, and ours is not complete.
• No view or read logs. Each practice now has an audit trail of changes — who shared, edited or removed shared material, changed membership or practice settings, and when, with field names only, never contents. Who viewed or read something is not recorded.
• No independent penetration test has been performed to date.
• No single sign-on. Practice workspaces, roles and invitations exist; SSO/SAML does not.

If any of these is a hard requirement for your organisation, tell us — it changes what we build next, and we would rather hear it than guess.

7. Data retention

Draft targets, pending confirmation and legal review.

• Account and workspace content — kept while your account is active.
• After a deletion request — removed from live systems within 30 days.
• Encrypted backups — expire on the hosting provider's rolling schedule, within 30 days of deletion from live systems.
• Operational logs (sign-in events, error diagnostics) — retained up to 90 days.
• AI provider — de-identified planning text is processed under the provider's standard commercial terms. We do not control that retention window today, which is one more reason not to enter PHI.

8. Your data is portable

• Your referral list can be exported to CSV from Settings at any time, in a format that re-imports cleanly.
• Plans and client-facing materials can be copied, printed, or saved as PDF.
• One click in Settings downloads everything: your account details, your referral list, your plans and their finished documents, your follow-through log, and the resource packs you hold — as JSON, or as spreadsheets. No request, no waiting period, no fee.

9. Reporting a problem

If you believe you have found a security issue, please reach us through the contact form and describe what you found. Please do not include client information in the report.