Provider Portal Privacy Policy

Version 1.0 · July 2026

This notice describes how Personal Data and/or information about you may be used and disclosed and how you can obtain access to this information. Please review it carefully.

1. Introduction

We at Conicia, Inc. (“we”, “us”, “the Company”, or “Conicia”) value your privacy and are committed to keeping your personal data confidential. We use your data solely in the context of providing a portal (“Provider Portal”) to qualified mental health providers (“Provider Users”) to help support their patients who have an Obsessive-Compulsive Disorder (“OCD”) condition (“Patient Users”). Specifically, the Provider Portal is a visibility and companion tool through which Provider Users view a connected Patient User’s progress and entries, assign homework, toggle tools, and work alongside the Patient User in a session. The Provider Portal and all relevant content and functionality associated with the Provider Portal are collectively defined as the “Services”. If you are reading this Privacy Policy, you are a Provider User.

Provider Portal Privacy Policy Applicability

This Privacy Policy applies to personal data (“Personal Data”) that Conicia collects from Users (as defined below) of the Provider Portal. The term “Personal Data” includes any information that can be used on its own or with other information in combination to identify or contact one of our Users.

We believe that privacy and transparency about the use of your Personal Data are of utmost importance. In this Privacy Policy, we provide you with detailed information about our collection, use, maintenance, and disclosure of your Personal Data. The Privacy Policy explains what kind of information we collect, when and how we might use your Personal Data, how we protect Personal Data and your rights regarding your Personal Data.

For additional information related to how we use and disclose your Personal Data, please contact our Privacy Officer at privacy@conicia.com.

Note regarding third-party sites: Our Services may contain links to other sites that are not operated by Conicia. If you click a third-party link, you will be directed to that third party’s site. We strongly advise you to review every site you visit for the privacy policy(ies). Conicia has no control over and assumes no responsibility for the content, privacy policies, or practices of any third-party sites or services. This Privacy Policy does not apply to your use of or access to any third-party sites or services.

Agreement to Provider Portal Privacy Policy Terms

By accessing and/or using the Services and PROVIDER PORTAL, you are acknowledging that you have read and agree to the terms of this Privacy Policy. If you do not agree, you must immediately cease using the Services and PROVIDER PORTAL.

Provider Portal Privacy Policy Updates

Please note that we occasionally update this Privacy Policy, and it is your responsibility to stay up to date with any amended versions. Any revisions to the Provider Portal Privacy Policy will be posted on the login page(s) of the Provider Portal. Any changes to the Provider Portal Privacy Policy will be effective immediately upon providing notice via the Provider Portal login page(s) and will apply to all Personal Data that we maintain, use, and disclose. If you continue to use the Services and Provider Portal following such notice, you are agreeing to those changes.

Account Deletion

If at any point you no longer agree to the use and disclosure of Personal Data, as described in this Privacy Policy, you can delete your User Account (“User Account”) by sending a deletion request to privacy@conicia.com with the following information:

Questions or Concerns

If you have any questions or concerns after reading this Privacy Policy, please do not hesitate to contact us at privacy@conicia.com. We appreciate your feedback.

2. Collection and use of personal data

What Personal Data Does Conicia Collect?

We collect four types of information: (i) demographic data; (ii) support data; and (iii) technology data. Each category of data is explained in depth below.

Demographic Data: Conicia collects demographic data from organization administrators (“Administrators”) on behalf of Provider Users (collectively, “Users”), which may include, but not be limited to, your name, email address, the state where you are located, and the state where you are licensed. The collection of this demographic data is primarily used to create your User Account, which you can use to securely utilize the Services.

Support Data: If you contact us for support or to lodge a complaint, we may collect technical or other information from you through log files and other technologies, some of which may qualify as Personal Data (e.g., IP address). Such information will be used for the purposes of troubleshooting, customer support, software updates, and improvement of the Provider Portal and related Services in accordance with this Privacy Policy. Calls with Conicia may be recorded or monitored for training, quality assurance, customer service, and reference purposes.

Technology Data: We use common information-gathering tools, such as log files, cookies, web beacons, and similar technologies to automatically collect information, which may contain Personal Data from your computer or mobile device as you navigate our Provider Portal or interact with emails or other communications, we have sent you. The information we collect may include your IP address (or proxy server), device and application identification numbers, location, browser type, Internet service provider and/or mobile carrier, the pages, and files you viewed, your searches, your operating system, and system configuration information, and date/time stamps associated with your usage. This information is used to analyze overall trends, help us provide and improve our Services, and ensure the proper functioning and security of the Provider Portal and Services.

How Will Conicia Use Personal Data?

Conicia processes your Personal Data based on legitimate business interests, the fulfillment of our Services to you, compliance with our legal obligations, and/or your consent. We only use or disclose your Personal Data when it is legally mandated or where it is necessary to fulfill those purposes described in this Privacy Policy. Where required by law, we will ask for your prior consent before disclosing your Personal Data to a third party.

More specifically, Conicia processes your Personal Data for the following legitimate business purposes:

Does Conicia Use Personal Data for Analytics?

Conicia does not use third-party service providers to monitor and analyze the use of the Provider Portal as part of our Services.

Where Is Personal Data Processed?

The Personal Data we collect through the Provider Portal will be stored on secure servers in the United States. Personal Data may be transmitted to third parties, which parties may store or maintain the data on their secure servers. We store Personal Data on servers in the United States.

With Whom Does Conicia Share Personal Data?

We may share your personal information with the following categories of individuals/entities:

Business Partners and Vendors: We share Personal Data with a limited number of partners, service providers, and other persons/entities who help run our business (“Business Partners”). Specifically, we may employ third-party companies and individuals to facilitate our Services, provide Services on our behalf, perform Service-related functions, or assist us in analyzing how our Services are used. Our Business Partners are contractually bound to protect your Personal Data and to use it only for the limited purpose(s) for which it is shared. Business Partners’ use of Personal Data may include, but is not limited to, the provision of services such as data hosting, IT services, customer services, and payment processing.

Our Advisors: We may share your Personal Data with third parties that provide advisory services to Conicia, including, but not limited to, our lawyers, auditors, accountants, and banks (collectively, “Advisors”). Personal Data will only be shared with Advisors if Conicia has a legitimate business interest in the sharing of such data.

Third Parties Upon Your Direction or Consent: You may direct Conicia to share your Personal Data with third parties. Upon your request and consent, we may share such Personal Data with those third parties that you identify.

Third Parties Pursuant to Business Transfers: In the event of a reorganization, merger, sale, joint venture, assignment, transfer, or other disposition of all or any portion of Conicia’s corporate entity, assets, or stock (including in connection with any bankruptcy or similar proceedings), we may share your Personal Data with a third party.

Government and Law Enforcement Authorities: If reasonable and necessary, we may share your Personal Data to (i) comply with legal processes or enforceable governmental requests, or as otherwise required by law; (ii) cooperate with third parties in investigating acts or omissions that violate this Privacy Policy or the Provider Portal Terms of Use; or (iii) bring legal action against someone who may be violating the Provider Portal Terms of Use or who may be causing intentional or unintentional injury or interference to the rights or property of Conicia or any third party, including other users of our Services.

How Long Does Conicia Retain Personal Data?

Conicia retains your Personal Data only if necessary and as required for our business operations, the provision of Services, archival purposes, and/or to satisfy legal requirements. The exact period of retention will depend on: (i) the amount, nature, and sensitivity of the Personal Data; (ii) the personal risk of harm for unauthorized use or disclosure; (iii) the purposes for which we process your Personal Data, including whether those purposes can be achieved through other means; and (iv) business operations and legal requirements. In general, Conicia strives to retain your data for no longer than ninety (90) days after your User Account is closed (the “Retention Period”); however, the above factors may extend or decrease this Retention Period.

At the end of the applicable Retention Period, we will remove your Personal Data from our databases and will require that our Business Partners remove any identifiable Personal Data from their databases. If there is any data that we are unable to delete entirely from our systems for technical reasons, we will put in place appropriate measures to prevent any further processing of such data. Please note that once we disclose your Personal Data to third parties, we may not be able to access that Personal Data and we cannot force the deletion or modification of such information by third parties.

Conicia and its Business Partners reserve the right to continue using de-identified data indefinitely, even after Personal Data has been removed from Conicia’s databases. We may continue to disclose de-identified data to third parties in a manner that does not reveal personal information, as described in this Privacy Policy. Our continued use of de-identified data will comport with applicable law.

What Happens to Personal Data Submitted by Minors?

Conicia does not knowingly collect Personal Data from individuals under the age of 18. Additionally, our Services are not directed to individuals under the age of 18. We request that these individuals not provide Personal Data to us. If we learn that Personal Data from users under the age of 18 has been collected, we will deactivate the User Account associated with that data and take reasonable measures to promptly delete such data from our records. If you are aware of a user under the age of 18 accessing the Services or Provider Portal, please contact us at privacy@conicia.com.

If you are a resident of California under the age of 18 and have registered for a User Account with us, you may ask us to remove content or information that you have posted to our Provider Portal.

A limited number of authorized Conicia staff may access the content you write in the Services solely for quality assurance, support, and safety purposes, under confidentiality obligations; each such access is individually logged and auditable.

3. Your rights

What Rights Do Users Have Concerning Their Personal Data?

As a user of Conicia’s Services and Provider Portal, you have certain rights relating to your Personal Data. These rights are subject to local data protection and privacy laws, and may include the right to:

Where the processing of your Personal Data by Conicia is based on consent, you have the right to withdraw that consent at any time. If you would like to withdraw your consent or exercise any of the above rights, please contact us at privacy@conicia.com.

How Can Users Update, Correct, or Delete Personal Data or Their User Account?

You have the right to request restrictions on the uses and disclosures of your Personal Data. While we are not required to agree to all restriction requests, we will attempt to accommodate reasonable requests when appropriate.

If you need to make changes or corrections to other information, you may contact us at privacy@conicia.com. To comply with certain requests to limit the use of your Personal Data, we may need to terminate your ability to access and/or use some or all the Services. By requesting to limit the use of your personal data or delete personal data, you acknowledge and agree that Conicia will not be liable to you for any corresponding limitation in the scope of Services or termination of Services as necessary to comply with your request.

You have the right to request the deletion of any Personal Data from your User Account or the Provider Portal. To request deletion of your Personal Data, please email us at privacy@conicia.com and include a description of the Personal Data you would like removed. We will respond to all requests for data deletion as soon as reasonably possible.

Should you decide to delete your User Account entirely, you may do so by emailing privacy@conicia.com. By terminating your User Account, you agree that you will not be able to access any information previously contained in your User Account. You further understand that it may not be technologically possible to remove all your Personal Data from our systems. While we will use reasonable efforts to remove your Personal Data, the need to back up our systems to protect information from inadvertent loss means a copy of your Personal Data may exist in a non-erasable form that will be difficult or impossible for us to locate or remove.

4. Safeguarding personal data

Is Personal Data Secure?

Conicia understands the importance of data confidentiality and security. We use a combination of reasonable physical, technical, and administrative security controls to (i) maintain the security and integrity of your Personal Data; (ii) protect against any threats or hazards to the security or integrity of your Personal Data; and (iii) protect against unauthorized access to or use of such information in our possession or control that could result in substantial harm to you.

While Conicia uses reasonable security controls, we cannot guarantee or warrant that such techniques will prevent unauthorized access to your personal data. CONICIA IS UNABLE TO GUARANTEE THE SECURITY OR INTEGRITY OF PERSONAL DATA TRANSMITTED OVER THE INTERNET, AND THERE IS NO GUARANTEE THAT YOUR PERSONAL DATA WILL NOT BE ACCESSED, DISCLOSED, ALTERED, OR DESTROYED BY BREACH OF ANY OF OUR PHYSICAL, TECHNICAL, OR ADMINISTRATIVE SAFEGUARDS. ACCORDINGLY, WE DO NOT AND CAN NOT ENSURE OR WARRANT THE SECURITY OR INTEGRITY OF ANY PERSONAL DATA YOU TRANSMIT TO US. You assume the risk that unauthorized entry or use, hardware or software failure, and other factors may compromise the security of your personal data at any time.

What Safeguards Does Conicia Have in Place to Secure My Personal Data?

Conicia stores Personal Data on secured servers and uses a combination of technical, administrative, and physical safeguards to protect your personal information. Such safeguards include, but are not limited to, encryption in transit and at rest, access controls with row-level security, an audit log of data access, MFA on administrative access, network restrictions, and encrypted backups.

How Can Users Protect Their Personal Data?

You are solely responsible for preventing unauthorized access to your User Account by protecting your account credentials and limiting access to the devices you use to operate the Provider Portal. Conicia has no access to or control over your device’s security settings, and it is your responsibility to implement any device-level security features and protections you feel are appropriate (e.g., password protection, encryption, remote wipe capability). We recommend that you take all appropriate steps to secure any device that you use to access our Services and Provider Portal.

Please note that Conicia will never send you an email requesting confidential information, such as account numbers, usernames, passwords, or Social Security Numbers. If you receive a suspicious email from Conicia, please notify us at privacy@conicia.com.

Further, if you know of or suspect any unauthorized use or disclosure of your User Account information or any other security concern, please notify Conicia immediately.

What If Conicia Experiences a Data or Security Breach?

Conicia takes the security of your Personal Data seriously. In the event of a data or security breach, Conicia will take the following actions: (i) promptly investigate the security incident, validate the root cause, and, where applicable, remediate any vulnerabilities within Conicia’s control which may have given rise to the security incident; (ii) comply with laws and regulations directly applicable to Conicia in connection with such security incident; (iii) as applicable, cooperate with any affected Conicia user or client in accordance with the terms of Conicia’s contract with such user or client, and (iv) document and record actions taken by Conicia in connection with the security incident and conduct a post-incident review of the circumstances related to the incident and actions/recommendations are taken to prevent similar security incidents in the future. Conicia will notify you of any data or security breaches as required by and in accordance with applicable law.

5. Advertising, marketing, and tracking

Does Conicia Send Marketing or Advertisement Materials?

We may send you marketing about Conicia's own products and services, and you can opt out at any time. We do not sell your Personal Data, and we do not share it with third parties for their own marketing.

Can Users Opt-Out of Receiving Communications from Conicia?

We may send communications, including emails, to you regarding your User Account and the Services or Provider Portal. You can choose to filter any User Account, Services, and Provider Portal emails using your email settings, but we do not provide an option for you to opt-out of these communications.

What Is Conicia’s Cookie Policy?

Cookies are small files that a web server sends to your computer or device when you visit a web application that uses cookies to keep track of your activity on that site. Cookies also exist within applications when a browser is needed to view or display certain content within the application. Cookies hold a small amount of data specific to a web application, which can later be used to help remember information you entered in the application (like your email or username), preferences selected, and movement within the application. We use cookies and other technologies to, among other things, better serve you with more tailored information and facilitate efficient and secure access to the Services and Provider Portal.

Our cookies do not, by themselves, contain Personal Data. Further, we do not combine the general information collected through cookies with any other Personal Data to identify you. However, we do use cookies to identify that your web browser has accessed aspects of the Services and Provider Portal and may associate that information with your User Account (if one exists).

Presently, Conicia may use cookies for purposes including, but not limited to, identifying if you are signed into the Services, testing content on the Services, storing information about your preferences, and recognizing when you return to the Services. In addition, Conicia may also collect information using pixel tags, web beacons, clear GIFs, or other similar technologies. This information may be used in connection with website pages and HTML formatted email messages to, among other things, track the actions of Users and email recipients and compile statistics about usage and response rates.

How Can Users Opt-Out of Cookies?

If you prefer, you can usually choose to set your browser to remove cookies and reject cookies. If you enable a do not track signal or otherwise configure your browsers to prevent us from collecting cookies, you will need to reenter your login information each time you visit the login page. You may also be unable to take advantage of some of the Services.

Do Not Track Disclosure

Some web browsers may transmit do not track (“DNT”) signals to websites with which the user communicates. To date, there is no industry standard for DNT, and users cannot know how a given company responds to a DNT signal they receive from browsers. Conicia is committed to remaining apprised of DNT standards. However, Conicia does not support DNT browser settings and does not currently participate in any DNT frameworks that would allow Conicia to respond to signals or other mechanisms regarding the collection of your personal information.

6. California privacy rights

If you are a California resident, the California Consumer Privacy Act (“CCPA”) may apply to you.

Under California Civil Code sections 1798.83-1798.84, California residents are entitled to ask for and obtain from us an annual list identifying the categories of personal customer information which we shared, if any, with our affiliates and/or third parties in the preceding calendar year for marketing purposes. This list will be provided free of charge. Contact information for such affiliates and/or third parties must be included. If you are a California resident and would like a copy of this notice, please submit a written request to the following address:

Conicia, Inc.
2261 Market Street STE 85139
San Francisco, CA 94114