Cognitai Client FAQ

Cognitai is a clinical intelligence platform that supports you and your clinician throughout your care. It brings together information from your therapy sessions and anything you choose to share between sessions such as check-ins, journals, assigned activities, and optional sleep or activity data to help your clinician better understand your experiences over time. By organizing this information into clear, traceable insights and supporting session preparation and documentation, Cognitai helps your clinician to be even more present with you during sessions, spend less time rebuilding context or taking notes, and focus more fully on what matters to you. Your clinician remains fully responsible for every clinical decision, and Cognitai is designed to strengthen, not replace, the relationship between you and your clinician.

Cognitai does not provide therapy, diagnose conditions, prescribe treatment, give independent medical advice, or make clinical decisions. Your clinician remains responsible for your care.

Your clinician may use Cognitai to:

• Remain even more present during your session.
• Prepare draft clinical documentation.
• Organize relevant information discussed during sessions.
• Identify patterns, changes, themes, and possible associations for clinical review.
• Maintain continuity across sessions.
• Support more precise and personalized care.

Cognitai supports your clinician’s professional judgment rather than replacing it.

No. Session transcription does not begin automatically.

Your clinician must intentionally start transcription. The clinician dashboard displays a clear indicator while transcription is active.

Your clinician can pause or stop transcription at any time, including during particularly sensitive parts of a session.

Session audio is processed only for the purpose of producing the transcript.

The audio is not retained as part of your clinical records. It is deleted from the transcription-processing infrastructure immediately after transcription is completed.

The written transcript may remain available within Cognitai, subject to your clinician’s decisions and applicable retention requirements.

The transcript is stored only within Cognitai’s secure infrastructure located in Quebec, Canada.

Identifiable client information stored by Cognitai is encrypted. Cognitai also applies additional layers of encryption to client content beyond the encryption provided by its underlying infrastructure.

No. Cognitai is a clinical intelligence platform rather than the clinician’s official electronic health record or medical-record system.

Your clinician may copy or export relevant insights or notes from Cognitai into the clinic’s official record system. Once information has been copied into another system, that copy is governed by the clinic’s record-retention, privacy, and legal obligations.

Yes. Your clinician may keep or delete the transcript after the analysis and documentation have been completed, subject to applicable legal, regulatory, professional, and clinical-record requirements.

You may also request deletion through your clinician.

Deletion may not apply to information that:

• Has already been copied into the clinic’s official record.
• Must be retained under applicable healthcare or professional-record requirements.
• Must be retained to satisfy a legal obligation.

Identifiable personal and health-related information held by Cognitai is encrypted and stored in Quebec, Canada.

Cognitai does not send directly identifiable client information to external processors or technology providers, with one exception that you consent to: session audio, sent only to be transcribed, as described in the next question.

Information that has first been de-identified may be processed inside or outside Canada to provide specific technical services.

Before external processing, identifying information is removed or separated so that the external technology provider does not receive directly identifiable client information.

The one exception is session audio. With your consent, it is processed in the United States by a secure and compliant technology provider, only to produce the transcript, under a strict Business Associate Agreement (BAA) and with no data retention. The audio is never kept, and is permanently deleted after transcription.

External providers must be subject to appropriate privacy, security, confidentiality, and data-processing obligations. Where HIPAA applies, this includes a Business Associate Agreement when required.

External providers are prohibited from using any information for their own purposes or for any model training.

Readable client information is limited to:

• Your treating clinician.
• Clinically authorized supervisors or other authorized clinical personnel where required for your care, supervision, or professional practice.

Access is based on clinical role and authorization.

Cognitai employees and contractors do NOT have any readable access to session transcripts, clinical content, or identifying client information.

Cognitai personnel do NOT have any access to readable client content.

Client content is encrypted, including through an additional Cognitai encryption layer. Cognitai’s systems are designed so that staff cannot browse, search, or read client sessions.

Any exceptional access mechanism required for security, legal compliance, or technical recovery must be strictly controlled, authorized, and logged in accordance with Cognitai’s security procedures.

Cognitai may use carefully selected technology providers for limited functions such as infrastructure, secure processing, system reliability, and transcription.

These providers must:

• Process information only according to Cognitai’s instructions.
• Use the information only to provide the contracted service.
• Maintain confidentiality and appropriate security safeguards.
• Refrain from selling the information.
• Refrain from using the information for advertising.
• Refrain from using it to train or improve their own AI models.
• Delete transient processing data according to Cognitai’s instructions.
• Enter into appropriate contractual privacy and security agreements, including a BAA where HIPAA requires one.

No, and NEVER. Cognitai does NOT sell personal, clinical, or health-related information.

NOT without your separate, explicit, and voluntary consent.

Consent to AI-assisted session transcription, analysis and clinical documentation does not constitute consent to:

• AI-model training.
• Product-development research using your client content.
• Human review for model improvement.
• Participation in a research study.

Any use of client information for research, training, or product-improvement purposes requiring client data would require a separate consent and voluntary enrolment process.

Declining such participation will not affect access to care.

Yes. Transcription is only one small part of Cognitai. By integrating Cognitai into your care, it can help:

• Give your clinician a clearer understanding of what happens between sessions
• Bring together your check-ins, journals, assigned activities, session information, and optional sleep or activity data
• Highlight meaningful changes and patterns over time
• Help your clinician prepare for each session with better context
• Reduce the time spent rebuilding context, taking notes, and completing documentation
• Help your clinician be even more present and focused during your sessions
• Support more personalized resources and follow-up between sessions
• Strengthen continuity throughout your care

Cognitai supports your clinician’s professional judgment without replacing it. Your clinician remains fully responsible for every clinical decision.

Cognitai is designed carefully and responsibly to make its clinical-support outputs traceable.

Analytical statements should be connected to supporting information, which may include:

• Relevant parts of the session.
• Information you provided between sessions.
• Your clinician’s observations or notes.
• Previous clinical context available to the clinician.
• Other authorized information relevant to your care.

Your clinician reviews the supporting information and decides whether an output is clinically meaningful.

NO.

Cognitai does not:

• Diagnose mental health conditions.
• Make automated treatment decisions.
• Prescribe or change treatment.
• Replace your clinician.
• Independently determine what becomes part of your care plan.

Cognitai may surface information for your clinician to consider. Your clinician remains responsible for evaluating that information and making all clinical decisions.

Yes. Your clinician is responsible for reviewing Cognitai-generated transcripts, documentation, summaries, insights, and other outputs before relying on them in your care.

An AI-generated output should not replace your clinician’s professional judgment.

No. Cognitai is not the clinic’s official record system.

Your clinician decides what information, if any, should be copied into the official clinical record. The clinician remains responsible for reviewing and approving that information.

Yes. Cognitai may help prepare a client-friendly summary.

Your clinician decides whether sharing a summary is clinically appropriate, what it should contain, and when it should be provided.

Cognitai does not use voice recognition to determine your identity.

For purposes of organizing the transcript, the system may distinguish between the person acting as the clinician and the person acting as the client. This is speaker-role labeling, not biometric identity recognition.

Yes. You may withdraw consent for Cognitai to be used in future sessions at any time by informing your clinician.

Requesting access, correction, or deletion of information is subject to applicable laws and professional-record obligations.

Withdrawal of consent does not necessarily require deletion of information that:

• Was processed before consent was withdrawn.
• Has become part of the clinic’s official clinical record.
• Must be retained under applicable law or professional standards.

Your clinician can explain how future sessions will be documented after consent is withdrawn.

You may make a request through:

• Your treating clinician or clinic.
• Cognitai’s Privacy Office through your Cognitai Mobile App.

When a request directly affects the clinical relationship or clinical record, Cognitai may inform or coordinate with your clinician.

Requests will be handled in accordance with applicable privacy, healthcare, professional, and record-retention requirements.

Cognitai retains information only for as long as necessary to provide your clinician with clinical intelligence services and meet applicable legal, regulatory, contractual, and professional obligations.

Because Cognitai is not the official clinical-record system, retention may also depend on decisions made by your clinician and the requirements that apply to the clinician’s practice.

Your clinician may delete a transcript after the relevant analysis and documentation have been completed, unless retention is otherwise required.

Using Cognitai is a mutual decision between you and your clinician.

You will continue to receive care if you do not consent to Cognitai. Your clinician will use an alternative process to take notes and prepare clinical documentation.

Cognitai is intended to help provide greater continuity, precision, and personalization, but it is not a condition for receiving mental healthcare.

Cognitai is currently intended primarily for adults.

Any use involving a minor must follow the consent, authorization, parental or guardian involvement, privacy, and professional requirements applicable in the relevant jurisdiction.

The clinician or clinic is responsible for confirming that the necessary authorization has been obtained before using Cognitai with a minor.

NO. Cognitai is NOT an emergency service and does not continuously monitor sessions or client information for immediate crises.

Do NOT use Cognitai to request urgent help. In an emergency, contact emergency services or follow the emergency and crisis instructions provided by your clinician.

Cognitai maintains procedures to investigate and respond to suspected privacy or security incidents.

Affected individuals, clinics, regulators, or other parties will be notified where notification is required by applicable law and according to our privacy policy.

You may ask your clinician questions before signing the consent form or at any point during your care.