Terms of Use

PsyAgenda — Important Information and Terms of Use

Last updated: 6 May 2026 · Agreement version: 3

PsyAgenda is a professional tool designed to help therapists (psychologists, psychiatrists, counselors) manage appointments, client records, psychological tests, session notes, budgets, and encrypted cloud synchronization from a single application. The app is available on Android, iOS (iPhone, iPad), macOS, and Windows (Desktop) platforms.

1. Data Collection and Local Storage

PsyAgenda collects and stores the following data categories to manage therapy processes:

• Client Information: Only first name and surname are required. All other fields — phone, email, date of birth, gender, marital status, education, profession, and therapist notes — are entirely optional. This information is stored only if you enter it; otherwise, the application does not request or collect it.
• Appointment/Session Data: Date, time, duration, pre-session notes, session notes, next-session notes, AI session analysis, session images, and alarm settings.
• Psychological Test Data: Rorschach test (card-by-card responses, AI and therapist evaluations, final reports), Projective Drawing Test (drawing images, AI and therapist analyses), and Manual Test (images, therapist reports).
• Financial Data: Session fees, expenses, expense categories, and payment statuses.

All data is stored exclusively on your device's local storage (SQLite database). No data leaves your device unless you enable cloud synchronization or voluntarily initiate a support email via About > Support/Feedback. Outside of these two user-controlled channels, no third party — including the developer — can access the client/appointment/financial data stored on your device, regardless of whether fields are required or optional.

2. Data Privacy and Device Responsibility

• Data Security and Responsibility: Data stored in PsyAgenda may contain sensitive confidential information. The security and privacy of this data are entirely your responsibility.
• Physical Security: It is your duty to ensure the physical security of your device.
• Digital Security: Ensuring the digital security of your device is also your responsibility.
• Data Loss: The developer is not responsible for data loss resulting from loss, damage, theft, or software failure of the device.
• App Lock: PsyAgenda offers an optional password lock feature. If you forget both your app lock password and your security question answer, you will permanently lose access to your data.

3. Cloud Synchronization (Google Drive)

• PsyAgenda optionally allows you to synchronize your data across devices via Google Drive. This feature is available on all platforms and is disabled by default.
• Google Drive: The application only requests the "drive.appDataFolder" scope (app-private, user-invisible storage).
• End-to-End Encryption: All data uploaded to cloud services is encrypted client-side with your synchronization password (PBKDF2 + AES-256-GCM). No third party, including Google, can decrypt this data. The encryption key is derived solely from the password you set.
• Sync Password: If you lose this password, you will permanently lose access to your encrypted data on the cloud.
• Synchronized Data: Client records, appointments, expenses, expense categories, test data, app settings, and session images are synchronized in encrypted form.
• Device Registry: The sync system records a device ID, device name, platform, and last-seen timestamp for each connected device. This information is written to the sync manifest.
• Conflict Resolution: When multiple devices modify the same record, the most recently modified record prevails (last-write-wins). This may result in data loss in rare scenarios.
• Disconnecting: You may sign out of your cloud account; however, this does not automatically delete existing encrypted data on the cloud.

4. AI Usage and Data Sharing

• PsyAgenda uses the Google Gemini API for various clinical analysis features. AI features are optional.
• AI-Powered Features: Session note analysis, next-session suggestions, handwriting recognition, Rorschach test card analysis and final reports, Projective Drawing Test analysis, Manual Test correction, and Client General Evaluation.
• Data Transmitted: During AI analysis, session notes (text), client age and gender (optional), test responses (text), and drawing/handwriting images are sent to the Google Gemini API over HTTPS.
• API Key: You use your own Google Gemini API key. This key is stored encrypted (AES-256-GCM) on your device and is never transmitted to the developer or any other server. API calls are made directly from your device to Google's servers.
• Anonymity Responsibility: By default, the application sends only anonymous demographic information (age, gender) for AI analysis. However, free-text fields such as session notes, therapist notes, and client responses are also included in the analysis. It is entirely YOUR responsibility NOT to enter any personal information that could reveal your client's identity (name, surname, ID number, phone, address, etc.) into these fields.
• Google Data Policy: Data sent to the Google Gemini API is subject to Google's terms of service. Free API tier: Google may use the data sent to improve its AI models. Paid API tier: Google does not use data sent on the paid plan for model training. Given the sensitivity of clinical data, the paid tier is recommended. Google may also temporarily retain data on all tiers for abuse detection. Please refer to Google's AI terms of service for detailed information.
• Clinical Responsibility: All evaluations produced by AI are solely supportive tools and preliminary analyses. All clinical responsibility rests with the user.

5. Backup and Data Recovery

• You can export your data as an encrypted backup file (.thnbak).
• Backup files are encrypted using AES-256-GCM. If you lose this password, you will not be able to restore your backup file.
• Backup Contents: The backup file includes all client, appointment, expense, test data, and session images. Synchronization settings, Google authentication credentials, and the app lock password are NOT included in the backup.
• Regular backups are entirely your responsibility.

6. Notifications and Communication

• Session reminder and alarm notifications operate locally on your device.
• The application optionally helps you send appointment notifications to your clients via SMS, WhatsApp, or email. Messages are not sent directly by the app; instead, the app opens your device's SMS/WhatsApp/email application with a pre-filled message, and delivery occurs only with your manual confirmation. This feature is disabled by default. The content of messages depends on the templates you define in the application.

7. Device Permissions

PsyAgenda may request device permissions to provide certain features (camera, notifications, contacts, etc.). All permissions are optional, are only requested when the related feature is used, and can be denied. Denying a permission only disables the related feature. A detailed description of requested permissions is provided in the Privacy Policy.

8. License and Subscription

• Trial Period: The application offers a 30-day free trial from the initial installation.
• Expiration: When the trial period or subscription expires, the application switches to read-only mode.
• Subscription Types: Monthly (1 month) and annual (1 year) subscription options are available. All purchases are processed through Apple App Store or Google Play Store; your payment information is handled solely by the respective platform, and PsyAgenda does not access your payment details. Additionally, a Lifetime license can only be granted by the developer via gift code; there is no direct purchase option.
• Auto-Renewal: Your subscription automatically renews unless cancelled at least 24 hours before the end of the current period. The renewal fee is automatically charged to your Apple ID or Google Play account after the current period ends. The renewed period is billed at the current price at the time of purchase.
• Cancelling Your Subscription: You can cancel your active subscription at any time. On iOS devices: Settings → Apple ID → Subscriptions. On Android devices: Google Play Store → Subscriptions. Cancellation must be made at least 24 hours before the end of the current period; otherwise the subscription will renew for one more period.
• Pricing and Duration: Current subscription prices and durations are displayed on the License page within the application and on the store purchase screen. Apple and Google may apply regional pricing variations; the price shown on the store purchase screen is the one that applies.
• Billing and Refunds: Subscription fees are charged at the end of the free trial period (if any), or at the time of purchase if no trial applies. Refund requests are subject to the refund policies of the Apple App Store / Google Play; PsyAgenda cannot directly intervene in the refund process. You must contact the respective store's support channel for refunds.

9. Reports and Exports

PsyAgenda offers reports and data exports in DOCX (Word), PDF, and XLSX (Excel) formats. Exported files are not encrypted and are unprotected. Securing these files is your responsibility.

10. Third-Party Services

• Google Gemini API: For AI analysis features (optional).
• Google Drive API: For cloud synchronization (optional).
• Google Authentication: For optionally signing in with a Google account for Google Drive synchronization.
• Google Play Store / Apple App Store: For subscription purchases.
• RevenueCat: A device-specific random user identifier (App User ID) and the store purchase receipt are shared for subscription purchase flow and receipt validation. No personal data (name, email, session notes, confidential client information) is shared.
• Bug Report Emails (info@psyagenda.app): When the user uses About > Support/Feedback > "I'm having a problem", the description they wrote and technical diagnostic logs (error messages, action types, platform/version info — no personal data) are sent to the developer through the device's default mail app. This channel is fully under user control; the content can be reviewed, edited, or canceled before sending.
• Beyond these, PsyAgenda does not communicate with any analytics service (Google Analytics, etc.), automatic error reporting service, ad network, or external server. Outside the user-controlled flows explicitly listed above (synchronization, AI, support emails), the developer has no access to any user data.

11. Disclaimer of Liability and Architectural Declarations

• The developer is not responsible for data loss due to user error, incorrect AI analyses, API service disruptions, device failures, unauthorized access, or password loss.
• Service Continuity: The uninterrupted operation of third-party services (Google Gemini API, Google Drive) is not guaranteed. Changes to these services may affect certain features of the application.
• Medical/Clinical Notice: PsyAgenda is not a medical device. It is not designed as a diagnostic, treatment planning, or clinical decision-making tool. All content in the application (including AI analyses) is for informational and organizational purposes only.
• No Executable Code: PsyAgenda does not download, generate, or execute any external code under any circumstances. All user interface, logic, and features are bundled within the application binary. AI features only produce text-based interpretations and reports; they do not alter the runtime behavior of the application.
• Rorschach Imagery: The original 10 inkblots published by Hermann Rorschach in 1921 have been in the public domain for 100+ years and are used in the application within this context.

12. Changes to Terms

The developer reserves the right to update these terms of use. Updated terms will be presented to the user upon the next app update and will require re-acceptance. If you do not accept the updated terms, you must discontinue use of the application.

13. Account and Data Deletion

• Account Structure: PsyAgenda does not require an in-app account to be created. Google sign-in is used only for optional synchronization and operates through the user's own Google account. Therefore, no separate "account deletion" process is needed; data deletion is directly under user control.
• Deleting Local Data: Via Settings > Storage > Danger Zone > "Delete All Local Data", all data on this device (clients, appointments, session notes, tests, financial records, attached files, settings, passwords) is permanently deleted. The action requires typed confirmation (DELETE ALL DATA) and cannot be undone.
• Deleting Drive Data: Via Settings > Sync > Danger Zone > "Delete All Drive Data", encrypted backups, images, and the manifest on Google Drive are permanently deleted; this device's sync connection is disconnected. Local data is preserved. Other active devices on the same account may re-upload their own data on the next sync; to keep Drive permanently clean across all devices, you must repeat this action on each device.
• Uninstalling the App: On iOS, Settings > General > iPhone Storage > PsyAgenda > Delete App; on Android, Settings > Apps > PsyAgenda > Storage > Clear Data / Uninstall removes all local data. On macOS/Windows, uninstalling the app removes the app-specific local database files.
• Backups Not Auto-Deleted: Encrypted .thnbak backups exported voluntarily by the user remain on the user's device or external media; managing these backups is the user's responsibility.

By using this application, you declare that you have read, understood, and agreed to all of the above terms.