sayWELL Privacy Policy

1. Two ways people use sayWELL

Through a clinic. When a clinic, practice or provider ("Clinic") uses sayWELL, we act as the Clinic's business associate under HIPAA. Health information about a child and family is protected health information (PHI). We use it only to provide services to the Clinic, as permitted by our Business Associate Agreement (BAA) and HIPAA. The Clinic's Notice of Privacy Practices also applies. Requests to access, change or delete PHI should go to the Clinic, and we will support the Clinic in responding.

Directly as a family. When a caregiver signs up for sayWELL directly (not through a Clinic), sayWELL is responsible for that information, and this policy governs it.

Website visitors. When you browse our website, join a waitlist or submit a form, this policy applies.

2. Information we collect

• From Clinics and providers: provider names, work contact details and credentials; session goals and notes provided by voice, text or photo; focus areas; and information about the child that the provider enters (for example, first name, routine, interests and sensory needs).
• From caregivers: name, email, relationship to the child, language preference, any child details you choose to add, and your ratings and notes on daily guidance.
• From waitlist, walkthrough and survey forms: name, email, state, clinic details, whether your child is in therapy, and your responses.
• Automatically, on our public website only: device and browser information, IP address, and pages visited, collected through cookies and analytics tools such as Google Analytics. We do not use analytics, advertising or tracking technologies inside the sayWELL caregiver or provider portals or apps.

3. How we use information

We use information to create and deliver daily guidance; to combine goals from a child's providers into one plan; to deliver guidance in each caregiver's chosen language; to share caregiver feedback with the child's providers; to operate, secure and improve the service; to respond to requests; and to send service emails and, where permitted, marketing emails, which you can opt out of at any time. We do not send text messages.

We do not sell personal information. We do not use PHI for marketing.

4. Automated tools and AI

We use two service providers to process information for the sayWELL service: Anthropic (Claude), to turn clinical goals and caregiver strategies into everyday language and to translate guidance; and Deepgram, to transcribe voice notes. Both have signed Business Associate Agreements with sayWELL and operate under zero-data-retention terms, meaning they do not keep the information after processing it. Guidance is grounded in goals set by licensed providers (in Clinics) or in strategies written and reviewed by clinical advisors (for families). sayWELL does not diagnose or provide treatment.

5. Who can see what

• Caregiver notes and ratings: each caregiver can see only their own notes and ratings. The child's providers can see the notes and ratings from every caregiver in the child's care circle.
• Daily guidance: every caregiver in a child's care circle receives the guidance for that child, in their chosen language.
• Service providers: hosting, email, and AI and transcription providers (Anthropic and Deepgram) that process data on our behalf under contract, with BAAs wherever PHI is involved.
• Legal: when required by law, or to protect safety, rights or the security of the service.
• Business transfers: in a merger or acquisition, subject to this policy and any BAA.

6. Children

sayWELL is used by adults. Children do not create accounts. Information about a child is provided by a parent, guardian or the child's Clinic. We do not knowingly collect personal information directly from children under 13.

7. Retention and deletion

Clinic data is kept for the term of our agreement with the Clinic and then returned or deleted as the BAA requires. Family account data is kept while the account is active, and you can ask us to delete it at any time. Waitlist information is kept until we open to families or until you ask us to remove it.

8. Security

We use administrative, technical and physical safeguards designed to protect information. If a breach affects your information, we will notify you, and the relevant Clinic, as required by law and our agreements.

9. Your choices and rights

You can access, correct or delete your information, opt out of marketing emails, and close your account by emailing hello@say-well.com. If you use sayWELL through a Clinic, some requests are handled by the Clinic. Depending on where you live, you may have additional rights under state law; contact us to exercise them.

10. Changes

We will post updates on this page with a new effective date and notify you by email or in the app before material changes take effect.

11. Contact

sayWELL, LLC · Johns Creek, Georgia · hello@say-well.com