Which EHR systems does Cortexa integrate with?

Cortexa integrates with SimplePractice, TherapyNotes, TheraNest, Jane App, and many more. Our team handles the full integration setup — no technical expertise required.

How long does implementation take?

Cortexa syncs your data in 20 minutes. We handle the data connections, configure your dashboards, and provide training — all included in your subscription.

Is my data secure and HIPAA compliant?

Yes, Cortexa is HIPAA compliant. All data is protected with 256-bit encryption and transmitted end-to-end encrypted. Cortexa never stores PHI and is SOC 2 Type II certified.

Do I need to be tech-savvy to use Cortexa?

No. Cortexa is designed for therapists, not tech experts. Ask questions in plain English like "How many no-shows did we have last month?" and get instant answers. No dashboards to build, no reports to configure.

Can I track custom metrics specific to my practice?

Yes. Cortexa comes with pre-built insights for common practice metrics, and you can define custom KPIs and tracking for anything specific to your practice goals.

What's included in the demo?

A 30-minute walkthrough of Cortexa using your actual practice data (if you choose to connect it). We show specific insights relevant to your practice size and goals, and answer all your questions. No pressure, no sales pitch.

Is there a dashboard tool that shows me what's happening in my therapy practice?

Yes. Cortexa is a real-time analytics dashboard built for therapy practices. It connects to your EHR and shows sessions, cancellations, no-shows, revenue, and clinician performance in one place. Plans start at $30/month for solo practices. Setup takes 20 minutes.

How can I track clinician performance in my group therapy practice?

Cortexa provides per-clinician performance metrics including client retention, session utilization, and completion rates. Group practice owners can see which clinicians are thriving and where support is needed — all from a single dashboard.

What analytics should a therapy practice owner track?

Key metrics for therapy practices include session volume, cancellation and no-show rates, consultation-to-intake conversion, revenue per clinician, client retention, and practice utilization. Cortexa tracks all of these automatically by connecting to your EHR.

Privacy Policy

Last updated: April 1, 2026

Cortexa Holdings, Inc. ("Cortexa," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our analytics platform and related services (the "Service"). This policy applies to practice owners, clinicians, and administrators who use the Cortexa platform.

By using the Service, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

1.1 Information You Provide

Account Information: Name, email address, phone number, practice name, role, and billing information when you register for an account
Practice Data: Information retrieved from your connected EHR systems (SimplePractice, TherapyNotes, TheraNest, and others) including session schedules, appointment statuses, clinician rosters, and revenue data
Communications: Information you provide when you contact our support team, submit feedback, or participate in surveys
Payment Information: Credit card numbers, billing addresses, and transaction details processed through our third-party payment processor (Stripe). We do not store full credit card numbers on our servers

1.2 Information Collected Automatically

Usage Data: Pages visited, features used, queries submitted, time spent on the platform, and interaction patterns
Device Information: Browser type, operating system, device type, screen resolution, and language preferences
Log Data: IP addresses, access times, referring URLs, and error logs
Cookies and Tracking Technologies: We use cookies, pixels, and similar technologies as described in our Cookie Policy

1.3 Information from Third Parties

EHR Providers: Data synced from your connected electronic health record systems, limited to the scopes you authorize during the integration setup
Analytics Providers: Aggregated usage analytics from Google Analytics and similar services

2. How We Use Your Information

We use the information we collect for the following purposes:

Service Delivery: To provide, operate, and maintain the analytics dashboard, Cortexa IQ scoring, and related features
Personalization: To tailor the Service to your practice size, specialties, and usage patterns
Communication: To send you service-related notifications, respond to support inquiries, and provide product updates
Billing: To process payments and manage your subscription
Improvement: To analyze usage patterns, diagnose technical issues, and improve the Service
Security: To detect, prevent, and respond to fraud, abuse, and security incidents
Legal Compliance: To comply with applicable laws, regulations, and legal processes
Aggregated Insights: To create anonymized, de-identified benchmarks and industry insights that do not identify any individual or practice

3. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

Service Providers: With third-party vendors who assist us in operating the Service, including cloud hosting (Amazon Web Services), payment processing (Stripe), email delivery, and customer support tools. These providers are contractually obligated to protect your data
EHR Integrations: With your connected EHR providers to the extent necessary to sync and retrieve your practice data
Legal Requirements: When required by law, subpoena, court order, or governmental regulation, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others
Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change
With Your Consent: In any other circumstances where you have provided explicit consent

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specifically:

Account Data: Retained for the duration of your subscription plus 30 days to allow for data export after cancellation
Practice Data: Synced data from EHR integrations is retained for the duration of your subscription. Upon cancellation, this data is deleted within 30 days
Usage and Log Data: Retained for up to 24 months for analytics and security purposes, then automatically purged
Billing Records: Retained for 7 years as required by tax and accounting regulations
Aggregated Data: De-identified, aggregated data may be retained indefinitely as it cannot be linked back to any individual or practice

5. Data Security

We implement industry-standard security measures to protect your information, including 256-bit AES encryption at rest, TLS 1.3 encryption in transit, role-based access controls, and continuous monitoring. For more detail, please see our Data Security page.

While we take reasonable measures to protect your data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

6. Your Rights and Choices

6.1 All Users

Regardless of your location, you may:

Access and download a copy of your personal information
Correct inaccurate personal information
Delete your account and personal information (subject to legal retention requirements)
Opt out of marketing communications at any time
Request information about what data we hold about you

6.2 California Residents (CCPA/CPRA)

If you are a California resident, you have the following additional rights under the California Consumer Privacy Act and California Privacy Rights Act:

Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you, the sources of that information, our purposes for collecting it, and the third parties with whom we share it
Right to Delete: You may request deletion of your personal information, subject to certain exceptions
Right to Correct: You may request correction of inaccurate personal information
Right to Opt-Out of Sale/Sharing: We do not sell or share your personal information for cross-context behavioral advertising. If this changes, we will provide an opt-out mechanism
Non-Discrimination: We will not discriminate against you for exercising your privacy rights

6.3 European Economic Area, UK, and Swiss Residents (GDPR)

If you are located in the EEA, UK, or Switzerland, you have additional rights under the General Data Protection Regulation:

Legal Basis: We process your data based on contractual necessity (to provide the Service), legitimate interests (to improve the Service and ensure security), consent (for marketing communications), and legal obligations
Right to Portability: You may request your data in a structured, machine-readable format
Right to Restrict Processing: You may request that we limit how we use your data in certain circumstances
Right to Object: You may object to processing based on legitimate interests
Right to Lodge a Complaint: You may file a complaint with your local data protection authority

To exercise any of these rights, please contact us at [email protected]. We will respond to your request within 30 days (or within the timeframe required by applicable law).

7. International Data Transfers

Cortexa is based in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States. We use appropriate safeguards, including Standard Contractual Clauses approved by the European Commission, to ensure that your data is protected in accordance with this Privacy Policy when transferred internationally.

8. Children's Privacy

The Service is designed for use by licensed healthcare professionals and practice administrators. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have collected information from a minor, we will take steps to delete it promptly.

9. Third-Party Links

The Service may contain links to third-party websites or services that are not operated by Cortexa. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through a prominent notice on the Service at least thirty (30) days before the changes take effect. Your continued use of the Service after the effective date constitutes your acceptance of the revised policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

Cortexa Holdings, Inc.
Email: [email protected]
Website: www.usecortexa.com