PsyEntry privacy notice
PsyEntry is a local-first clinical documentation application provided by Ownerstate Software for mental-health professionals. This notice describes PsyEntry 1.0 on supported macOS and Windows editions. It does not replace a clinician’s privacy notice, consent process, retention duties, or professional obligations.
Information handled by the app
The local PsyEntry vault may contain client identifiers, appointments, clinical notes, intake information, treatment and safety plans, releases of information, collateral contacts, assessment responses and scores, practice settings, and audit history.
The shipping app has no PsyEntry account, cloud synchronization, advertising, analytics, telemetry, or crash-report upload. It does not transmit vault data to Ownerstate Software or another service. Data stays on the device unless the user deliberately creates an export or encrypted backup and chooses its destination.
PsyEntry may open this privacy, support, or security website in the user’s default browser. The app does not attach vault content to those links.
Storage and protection
Direct identifiers and clinical free text use application-layer authenticated encryption. Some operational metadata—including certain timestamps, record types, statuses, and assessment totals—is not wholly encrypted at the SQLite layer. Portable backups are separately encrypted with the passphrase selected at export.
Direct-download and Store editions use separate vault locations on macOS and Windows and do not silently copy records between channels. The Windows Store edition uses a dedicated directory beneath the user profile so package removal does not silently remove the vault. The recovery phrase can reset a password only while its corresponding local vault still exists; it is not a copy of the records. Ownerstate Software cannot view or reset a vault password, recovery phrase, or backup passphrase.
Removing the app intentionally retains the local vault to reduce accidental destruction of clinical records. The clinician or practice remains responsible for device security, verified backups, retention, lawful destruction, and approved handling of plain-text exports.
User-directed exports
Reports and exports occur only after a user action. Plain-text exports may contain sensitive information and are not encrypted by PsyEntry. Encrypted .psybackup files use their own passphrase. Files placed in cloud folders, removable media, email, or another system are governed by the security and privacy of that destination.
The app can create a deliberately redacted support report after an explicit action. It is designed to exclude clinical values, record identities and counts, paths, logs, stack traces, exception messages, and device identifiers. Review it before sending.
Website and support data
This website is delivered through Cloudflare, which may process IP addresses, request metadata, and security logs to deliver and protect the site. Messages sent to support@psyentry.com are routed by Cloudflare to a Proton mailbox; those providers process the message and delivery metadata under their own terms. Apple or Microsoft may process Store acquisition, payment, updates, and diagnostics under their own terms.
Send only the minimum information needed for support. Do not send clinical records, client identifiers, recovery phrases, vault passwords, backup passphrases, or unredacted exports.
Retention and control
Ownerstate Software does not receive or retain the local clinical vault. Website security records and support messages are kept only as reasonably necessary to operate and protect the service, answer the request, and meet legal obligations; they are deleted or de-identified when no longer required.
Roles, rights, and contact
The clinician or practice ordinarily controls the client records entered into PsyEntry and determines the lawful basis for processing them. Ownerstate Software controls the limited website and support information it receives. Questions about a clinician’s records must be directed to that clinician or practice. Applicable access, correction, deletion, complaint, and appeal requests concerning information held directly by Ownerstate Software will be handled according to the law that applies to the request.
Privacy Officer, Ownerstate Software
support@psyentry.com
Changes
This notice will be updated before PsyEntry adds cloud sync, accounts, telemetry, advertising, third-party data services, or another material data practice. The effective date will change when the notice is materially revised.