How Theramate protects your patients' data

Session notes are among the most sensitive data there is. Theramate protects them at every step, from hosting the file to sending a letter to a colleague, for the psychologists, psychotherapists, psychiatrists, sexologists, speech therapists, psychomotor therapists and coaches who keep their files in it.

HDS certified infrastructure, in the European Union

Your file is hosted and operated in the European Union, on HDS v2.0 certified infrastructure (Google Cloud). In France, a professional who entrusts patients’ health data to a third party must use a host holding HDS certification (health data hosting). Sessions, records, documents and patient responses are hosted within this framework.

One encryption key per practitioner

Each practitioner has their own key. Clinical content and your patients’ identity are encrypted in AES-256-GCM with this key, on top of the platform’s own encryption.

• The Theramate team does not consult your clinical content. Technical access is limited to a small number of people.
• Notifications stay neutral. Those that reach your phone show neither a patient’s name nor any clinical information.
• Your clinical tools and your custom follow-up reports are encrypted in the same way.

AI and audio with no retention

The session summary, the clinical record, reports and assistants rely on artificial intelligence providers listed in our register of sub-processors.

• They are contractually bound not to retain your requests.
• We do not allow any provider to use your data to train its models.
• Transcription is carried out on servers located in Europe. Our transcription provider retains no data, and the audio is never sent to them under the patient’s name.
• The audio is deleted from our servers as soon as the transcript joins the file.
• Video is never recorded during a video session.

Nothing AI prepares is sent without your approval. You review and you approve. How transcription works is explained in Theramate transcribes your sessions word for word, in 60 languages.

The patient who declines AI

A patient may prefer that AI is not used in their care. In the « Consents & proof » tab of their file, you choose « The patient declines ».

• Their sessions are no longer recorded or summarised, in the office or by video.
• The assistants no longer read their file.
• You keep working with them, on the keyboard or with a stylus, and sending them questionnaires and self-observations.

An app locked on your devices

Theramate locks at every opening and after fifteen minutes in the background. On the web, you unlock it with a code. On iPad and iPhone, with biometrics.

• « Lock the app » closes it instantly on a phone, for example before lending it.
• The « Sign-in code by email » asks for a code received by email when your account opens on an unknown device. The « Recognised devices » list lets you forget them all.
• « Discreet mode » hides your patients’ names on screen, on the train, in a shared space or in supervision.

Documents sent by protected link

A report, a letter or a certificate never goes out as an attachment. The recipient gets a temporary link, valid for 7, 30 or 90 days. With « Require access code », on by default, they open it with a four-digit code that you give them through another channel.

Questionnaires and self-observations sent to your patients can be protected by a code in the same way. To present a case in supervision or training, « Anonymize the document » prepares a version where people are referred to by their initials or in generic terms.

Reports and how they are sent are described in Theramate writes your reports and letters from the patient file.

Traced consents

The « Consents & proof » tab of each file tracks four patient consents and the sharing status of the file.

For each one, Theramate keeps the date, how the patient answered, by form or verbally, and the version of the accepted text. The « Readable history » traces every agreement, refusal or withdrawal.

Sharing a file with a colleague

Three forms of sharing exist, and each one requires the patient’s consent.

You choose what you share, consultations, the clinical file, documents, voice notes or questionnaires. Billing is never shared.

Exporting and deleting

Your data stays accessible at all times.

• « Full dossier export » produces a patient’s file as a single document, as PDF, Word or text.
• « Export all patient data » does the same for your whole practice.
• « Patient handover » prepares the document given to a patient who asks for their file, according to the Belgian or French legal framework.
• After cancelling, your account stays readable and your files can still be exported.
• To delete a patient, Theramate first offers to export their file, then asks you to confirm with their surname. Deletion erases their file and deactivates the links you had sent them.

The GDPR framework and data processing

Theramate acts as a processor for your patients’ data, within the GDPR framework. The data processing agreement between us is published on our website, with the list of our sub-processors, on the data processing agreement page.

The Security page sums up these safeguards. The criteria for choosing practice software are gathered in How to choose software for your therapy practice in 2026.

Frequently asked questions