Privacy & Compliance

Caseload Compass OT is operated by Sierra Dixon Therapy LLC, which is the data controller for your account information. Payments are processed by our Merchant of Record, Paddle.com Market Ltd ("Paddle"). Questions about this notice can be sent to sdixonot@gmail.com.

Caseload Compass OT stores student records in the app's database, operated by our hosting and database provider: names, dates of birth, school and grade, IEP goals, service details, session notes, progress data, and documents you upload. Student data is never sold or shared with advertisers or data brokers.

Records are transmitted over encrypted (HTTPS) connections. Encryption at rest and backup/retention settings are provided by the hosting provider and are being confirmed by the owner.

Sent to the AI service: when you use AI planning, the app sends grade, session length, goal text, present levels, and materials — not student names. When you import a document, the document's text is sent so it can be read. The AI provider's retention and model-training terms are being confirmed by the owner.

We also store your account information: your name, email address, organization, and your subscription status. Card numbers never touch our systems — payment details are handled by Paddle, our Merchant of Record.

The only recipients of your data are: our hosting and database providers (who store the data on our behalf), Paddle (which processes your name, email, and payment details solely to manage your subscription), and the AI service that processes requests you initiate. We never sell personal data or share it with advertisers or data brokers.

Access is enforced at the database level, not just in the screen you see. Every student record is scoped to your organization, and only signed-in members of your organization can read or change it. No other customer, school, or district can see your caseload. Public pages contain no student information, and student details never appear in web addresses.

Your own sign-in is protected by your password (and any sign-in provider you enable). For safety, you are signed out automatically after 30 minutes of inactivity.

The app keeps a private log of student-record activity — when records were viewed and when documentation was saved — tied to your signed-in account. This supports your FERPA record-keeping and any audit your district or school may request.

Caseload Compass OT is designed to help you meet FERPA (education records) and HIPAA (protected health information) obligations, but you remain the data controller for your students. You decide what to record, who in your organization may see it, and when to remove it. We recommend executing a district data-privacy agreement or a HIPAA Business Associate Agreement with the platform operator before entering real student data if your district requires one.

You can export or delete your data at any time:

• Copy of your data: email your privacy request to the support address provided with your account, and we will provide a machine-readable export of all records associated with your account.
• Deletion: request deletion of your account and all associated student records by email. Deletion is completed within 30 days and confirmed in writing.
• Individual student records: you can delete any student and their data directly from the Caseload screen — deletion is immediate and permanent.

Treatment planning and document reading run through the app's AI service, which processes your request only to generate the result you asked for. Goal text is copied verbatim, performance data is never invented, and AI output is always shown to you for review before anything is saved to a student's record.

Questions about this notice or a data request? Contact the support address provided with your subscription. We respond to privacy requests within 30 days.