Therapist Front Desk

Privacy

What we collect, why we collect it, and what happens to it afterwards. Written to be read rather than to be complied with, though it does both.

Last updated 9 October 2026

The short version

You give us a website and an email address — and, if you want a sharper result, your practice's street address. We look at information that is already public — your website as any visitor sees it, and your Google Business Profile as it appears in search — and send you what we found. We never ask for, receive, or have any access to information about your clients.

What we collect

When you request an audit, you give us your website address and your email address, and optionally your practice's street address. We also record the IP address the request came from, and the time you agreed to be contacted.

From your website, we read the pages any visitor can read. We do not attempt to reach anything behind a login, and we respect your robots.txt.

From public sources, we read your Google Business Profile as it appears in search results, your site's performance as measured by Google's PageSpeed Insights, and where your practice appears in local search results.

We derive a set of findings from all of that, and keep them alongside your email so that if we write to you afterwards we can talk about your actual practice rather than sending you something generic.

If you sign in to your portal, we also keep what you choose to tell us there — your practice address, the name of your Google listing, and whether you see clients only online, and roughly how many inquiries you get a month if you tell us — and a record of your credits: what you were given and what you spent them on. When you ask for a sign-in link we briefly keep a count of requests against your email address and the IP address they came from, so that nobody can flood another person's inbox. That count expires within a day.

To limit repeat runs of the free audit, we set one cookie (fd_dev) in your browser: a random label with nothing about you in it, kept for a year. We count audits against that label, against the IP address and against the email address, over the past 30 days, and decline new ones past a small number. The counts expire on their own.

What we do not collect

Anything about your clients. No client names, no records, no appointment information, nothing from your practice management system, nothing from any intake form. We have no route to that information and we do not want one. Therapist Front Desk is deliberately built so that no protected health information can reach it.

If you connect a Google account

Some parts of Therapist Front Desk can read your Google Search Console data, but only if you explicitly connect it. That connection is read-only: we can see the searches your site appears for and where it ranks, and we cannot change anything. We also read the email address of the Google account you connect with, so we know whose data it is — nothing else from that account.

Where we offer it, you can also connect Google Analytics, again read-only. We read aggregate reports for the property you choose — visits, visitors, where they came from, which pages were viewed, and whether key events are set up — and your list of Analytics properties so you can pick one. We read these when you open your portal and show them to you. We do not currently keep a copy beyond the access token that lets us read them; if that changes, this page will say what is kept and for how long before it does. We cannot change your Analytics settings or data.

We read your Search Console figures each time you open your portal and don't keep a copy, with one exception you control. When you mark a suggestion as done, we keep a short note of what it was and when, and a small snapshot of the few figures it was about (for example, your position and visits for one search). That lets you press "Check again" later and see what changed. The snapshot is used only for that comparison, is shown only to you, and is deleted when you disconnect Search Console. The note stays, because it is your record of what you did.

Therapist Front Desk's use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Concretely, that means we use your Google data only to produce the reports and recommendations you asked for. We do not sell it, we do not transfer it to anyone else except as needed to provide the service or where the law requires it, we do not use it for advertising, and we do not use it to train machine learning models. No human reads it except where you have asked us to look at something specific, or where we must to investigate a fault or a security issue — and the person who runs Therapist Front Desk may view your connected data to build your reports and to help you if something looks wrong, which you agree to on the screen before you connect. We never send anything read from Google, or derived from it, to another company, including the search-data provider listed below.

If you connect from your portal, the connection is attached to your profile and used only for reports about the website you connected it for.

You can disconnect at any time, in two ways. The Disconnect button in your portal deletes straight away the access we hold, the Search Console findings kept in your past reports, and asks Google to revoke the access. Or remove us at your Google account permissions page, which revokes our access immediately; email us and we will delete what we had already read.

Who else sees it

We use a small number of services to run Therapist Front Desk. They see only what they need to:

We do not sell your information, and we do not share it with anyone for their own marketing.

Email

We email you the results of the audit you asked for. We may also write to you afterwards about your practice's online presence — that is what you agreed to when you ticked the box, and it is the only reason the audit is free. Every message has an unsubscribe link, and replying with the word "stop" works just as well. Unsubscribing removes you from follow-up but does not delete the audit you asked for; ask us and we will delete that too.

When you ask for a sign-in link to your portal we send it, whether or not you have unsubscribed. It is something you requested, not follow-up.

If you use the portal, we also send a short weekly summary and occasional alerts. Each day we look at your public website and your public Google listing from the outside: whether the site loads, whether its security certificate is about to expire, whether something is telling search engines to ignore it, and whether your listing's phone number, website or hours have changed. We keep the result of the last look so we can tell you what changed. The summary uses your Search Console figures, read at the time it is written. It is sent only when there is something specific to say. Every one of these emails has a "stop" link, and you can turn them off in your portal, separately from any other email. Turning them off does not affect anything else.

How long we keep it

Audit results are deleted automatically after 90 days. If you sign in to your portal and run a report from it, that report is kept for a year so you can come back to it. What you tell us in your portal, and your credit history, are kept until you ask us to delete them.

Your email address, the record of your consent, and the findings attached to it are also kept until you ask us to remove them — the consent record because we need to be able to show why we wrote to you, and the findings so that any follow-up is about your practice rather than a template. If you connect a Google account, we keep the connection until you revoke it or ask us to delete it.

Your choices

Ask us and we will tell you everything we hold about you, correct anything wrong, or delete all of it. We do not require you to explain why, and we do not charge for it. One email is enough.

Security, honestly stated

Everything travels over an encrypted connection and is stored encrypted at rest. Access is limited to the people who run Front Desk. We think that is proportionate to what we hold, which is a business address, a website, an email address and some observations about a public web page. It would not be proportionate for clinical information, which is exactly why we do not take any.

Changes

If this changes in a way that affects what we do with your information, we will tell the people it affects rather than quietly updating the date at the top.

Contact

Therapist Front Desk is run by Alex Papadopulos. Write to alexpapa@gmail.com about anything on this page — access, correction, deletion, or a question about how something works.