Security & Compliance
Built for trust. Backed by compliance. Your data is always protected.
HIPAA Compliance Overview
CounselPad is built from the ground up to meet HIPAA requirements for attorneys and clinical professionals who handle Protected Health Information (PHI).
What is HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) establishes national standards for protecting sensitive patient health information. For legal professionals, HIPAA compliance matters when handling medical records in personal injury, workers' compensation, family law, or criminal defense cases.
Using a non-compliant tool to process, transcribe, or store Protected Health Information (PHI) creates real liability for your practice. CounselPad eliminates that risk.
Administrative Safeguards
- Strict access controls and role-based permissions
- Security awareness and training protocols
- Incident response and breach notification procedures
- Regular risk assessments and compliance reviews
Physical Safeguards
- Cloud infrastructure with physical access controls
- Data center security and environmental protections
- Workstation and device security policies
- Secure disposal of electronic media
Technical Safeguards
- AES-256 encryption at rest and in transit
- Unique user identification and authentication
- Automatic session management and logout
- Audit controls and activity logging
How CounselPad Meets HIPAA Requirements
Encryption Standard
AES-256 encryption for all data at rest and in transit — the same standard used by financial institutions and government agencies.
Access Controls
Strict role-based access. Only you can access your data. No shared access, no backdoors.
Audit Logging
All access is logged for compliance and audit purposes. Audit-ready output on every document.
No AI Training
Your data is never used to train shared AI models. Enterprise customers may request private model customization under contract.
Data Retention Control
You decide what stays and what gets deleted. Full data deletion on request — no hidden retention.
Breach Notification
Incident response procedures in place. In the unlikely event of a breach, affected users are notified promptly per HIPAA requirements.
Who Needs HIPAA-Compliant Documentation Tools?
Personal Injury Attorneys
Handle medical records and treatment documentation
Family Law Attorneys
Manage custody evaluations with medical/psychological data
Workers' Compensation Attorneys
Process medical claims and physician reports
Criminal Defense Attorneys
Handle mental health evaluations and medical evidence
Therapists & Counselors
Create SOAP/DAP notes with patient health information
Clinical Practitioners
Document treatment plans and progress notes
At CounselPad, we know your work demands absolute privacy and security. We built our platform from the ground up to meet the strictest legal standards.
HIPAA-Compliant Infrastructure
- •CounselPad is built on HIPAA-compliant infrastructure, designed for legal professionals who handle sensitive client data.
- •All client and case data is encrypted in transit and at rest.
- •Customer data is never used to train shared AI models. Enterprise customers may request private model customization under a separate contract — this uses only their organization's data and is never shared.
Security & Technical Protections
- •Industry-standard encryption (AES-256) for all data and documents.
- •Isolated, protected infrastructure with regular vulnerability assessments.
- •User-controlled data retention and deletion — your data, your rules.
- •Data remains protected and encrypted even if your internet connection is lost.
Compliance & Audits
- •We proactively monitor and update our compliance with relevant legal documentation standards.
- •Regular security audits and compliance checks.
- •We follow industry best practices and are committed to ongoing compliance improvements.
Your Data, Your Control
- •You decide what stays, what is deleted, and when.
- •No hidden data retention or vendor lock-in.
- •Transparent policies — no surprises.
Professional Responsibility Disclaimer
CounselPad produces review-ready drafts built for compliant documentation workflows. All output must be reviewed and validated by a qualified professional before filing or sharing. Attorneys and legal professionals remain solely responsible for:
- •Ensuring compliance with their firm's internal data security policies.
- •Complying with applicable local, national, and international regulations (including but not limited to data protection and privacy laws).
- •Reviewing and verifying all generated documents before use in any legal matter.
Business Associate Agreement (BAA)
CounselPad is built on BAA-backed infrastructure. Our platform is designed to meet the technical safeguards required under HIPAA for handling Protected Health Information (PHI) — including AES-256 encryption, strict access controls, audit logging, and a firm no-AI-training data policy.
- •Enterprise customers may request a standalone BAA as part of a custom compliance agreement. Contact us at [email protected] to discuss your organization's requirements.
- •Solo and Firm Plan users benefit from infrastructure-level HIPAA compliance — the same technical safeguards that underpin a BAA — without requiring a separate agreement.
- •All data processed through CounselPad is encrypted at rest and in transit. Your client data is never used to train shared AI models and is never shared with third parties.
Need a BAA for your organization? Enterprise customers can request a custom compliance agreement including a standalone BAA. Reach out at [email protected].
Data Governance
CounselPad gives you full visibility and control over your data at every stage — from creation to deletion. Our governance policies are designed to meet the expectations of legal and clinical professionals who handle sensitive information every day.
Data Retention
Your documents and recordings are retained for as long as your account is active. Upon cancellation, data is held for 30 days before permanent deletion — giving you time to export anything you need.
Data Deletion
You can request deletion of any or all of your data at any time by contacting [email protected]. Immediate deletion requests are honored — no hidden retention, no exceptions.
Access Controls
Only you can access your data. Role-based access controls ensure that no one inside or outside CounselPad can view your documents without your explicit authorization.
Audit Logging
All access to your data is logged. Audit-ready output is built into every document, giving you a clear record of what was generated, when, and by whom — essential for compliance and professional responsibility.
Your data is never used to train shared AI models. Customer data is processed solely to generate your documents. Enterprise customers may request private model customization under contract — using only their organization's data, never shared.
Questions about our security or compliance practices?
We are here to help. Reach out and we will get back to you within 24 hours.
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