Privacy policy
Effective date: August 31, 2026
This policy explains what data Caseload Co collects, how we use it, and how to reach us with questions. Caseload Co is an analytics dashboard used by mental health therapy practices to understand their own operations, appointment volume, cancellations, overdue documentation, retention, and revenue. It is built on operational data imported from a practice's electronic health record (EHR), currently SimplePractice.
If you are a client of one of the therapy practices that uses Caseload Co, please note that Caseload Co is a tool used by that practice, not a service you sign up for directly. Questions about your own clinical care or records should go to your therapist or the practice you see. This policy covers how Caseload Co itself handles data.
What data we collect
We collect two kinds of data.
Practice operational data, imported from a practice's EHR on a schedule:
- Appointment records, including date, clinician, and service type
- Attendance status (shown, canceled, no-show, and similar)
- Billing status and payment amounts tied to appointments
- Progress note status (for example, whether a note is submitted or overdue), not the content of the note itself
- Clinician roster information used to compute per-clinician metrics
Client identity within this data is not stored in readable form. Client names are converted to a one-way hash before storage, and only initials are shown in the dashboard. Caseload Co does not import or store session note content, diagnoses, treatment plans, or any other clinical documentation, only the operational status fields listed above.
Account data, for the individual users at a practice who log in to Caseload Co:
- Name and email address
- A securely hashed password (we do not store passwords in plain text)
- Role and permissions within the practice's account
- Login activity, recorded for security and audit purposes
How we use this data
We use the data described above to operate the dashboard: to calculate and display the metrics a practice has access to, to maintain the audit log of imports and sign-ins, to secure accounts, and to provide support when a practice contacts us. We do not use practice operational data to build products for anyone outside that practice, and we do not use it for advertising.
Sharing and disclosure
We do not sell data, and we do not share it with third parties for their own marketing purposes. We use a small number of infrastructure providers, such as our cloud hosting provider, to run the service, and those providers process data only on our instructions and under confidentiality obligations. We may disclose data if required by law, such as in response to a valid legal request, or to protect the security of the service.
Security
Data is encrypted in transit and at rest. Each practice's data is isolated at the database level, not only through application level checks, so one practice's data is not reachable through another practice's account. Access within the dashboard is role based, and revenue figures are only returned to the roles permitted to see them. Every sign-in, data import, and settings change is recorded in an audit log.
Data retention
We retain practice operational data and account data for as long as a practice has an active account with us, plus a limited period afterward to support audit, security, and legal obligations. If a practice closes its account, we work with them on the timeline for deleting or de-identifying their data. If you have questions about retention for a specific account, contact us using the details below.
Your choices and contact
If you are a user at a practice that uses Caseload Co and want to access, correct, or ask about the account data we hold on you, contact your practice administrator or reach us directly using the email below. If you are a client of a practice that uses Caseload Co and have questions about your own records, contact that practice directly, they are best positioned to help and Caseload Co does not hold your clinical records.
Email: hello@caseloadco.com
Changes to this policy
If we make a material change to this policy, we will update the effective date at the top of this page. We encourage checking back periodically.
Who operates Caseload Co
Caseload Co is operated by Kindwell Partners, serving therapy practices in West Virginia and North Carolina.