Name: Phonalyze
Author: Phonalyze

Your Security Is Our Priority

Thank you for your interest in Phonalyze. We encourage you to read this Terms of Use and Privacy Policy carefully.

HIPAA compliant architecture with encrypted patient data

No personal data shared or sold to third parties

All internet transmissions encrypted and anonymous

HIPAA Compliance

Phonalyze Terms of Use

Effective as of: August 1, 2021

Phonalyze is a product created and maintained by Cognizn LLC. This Terms of Use and Privacy Policy govern the use of all aspects of the Phonalyze solution, as a product of Cognizn, including but not limited to the following websites and services provided and hosted by the mentioned web locations: Phonalyze.com, voice.phonalyze.com, therapist.phonalyze.com, app.phonalyze.com, patient.phonalyze.com, and any subdomain or post domain with prefix or suffix of Phonalyze.com and includes all services provided as part of these websites. In this agreement the terms “Phonalyze”, “Phonalyze.com”, “Phonalyze solution”, “Phonalyze website”, “Phonalyze app”, along with “our service”, “Phonalyze service”, Phonalyze platform”, “we”, “our”, “us” “the solution”, “the system” refer to the Phonalyze service and product provided by Cognizn LLC. The term “therapist”, “you”, “your”, “account holder” refers to individuals using the Phonalyze service with or without a registered account with Phonalyze whether status of the account is in a trial period, active, suspended, terminated, or otherwise unused with Phonalyze accessibility existing currently or previously. The term “Phonalyze Group Account” refers to the entity registered as a group of therapists and/or administrator(s) within Phonalyze with one or more group administrators as individuals who maintain access to Phonalyze for both administrators and therapists within the Phonalyze Group Account. The term “patient”, “patients”, “user”, “users” refers to individuals who may or may not have a Phonalyze registered account including administrators of Phonalyze Group Accounts, may have been contacted by a therapist through Phonalyze, have accessed, been notified, received URLs or SMS message, or in some other way informed or interacted with one of the Phonalyze website addresses.

General Provisions

A. By using the Phonalyze service or sites you accept this Terms and Use conditions as well as our Privacy Policy; please read and understand it carefully. All terms and guidelines on the Phonalyze services and products, including our Privacy Policy, are part of this Terms of Use and are incorporated herein by reference. Unless explicitly stated in writing by us, any use or access of the Phonalyze services including but not limited to, use by trial, patient use, research, education, non-paying or paying account, are bound by this Terms of Use and you agree to be bound by the content within. Cognizn, through the Phonalyze platform, websites, and online presenece, may change the terms of this Terms of Use document at any time and will revise the affectivity date when we do so. Your continued use of the Phonalyze service after any such revisions constitutes your agreement to be bound by this Terms of Use. Cognizn, by way of Phonalyze, may change, restrict access, discontinue, or suspend our services or products, or any portion thereof. By registering or logging into the Phonalyze system, you are acknowledging adherence to this global terms of use and privacy policy.

B. Individual accounts with Phonalyze are defined as a single email address paired with a password and setup as an individual, with the password capable of being modified over time, and associated with a single individual. A Phonalyze account allows the user to login to the Phonalyze administration online application to utilize Phonalyze services. Individuals with a Phonalyze account are given access solely for their individual use of the Phonalyze services and may not share a single account with other individuals. A single individual Phonalyze account shall not be used by multiple individuals even if multiple individuals are associated with a single entity including but not limited to being associated with a single medical practice, speech therapy group, insurance group, educational institution, or any other entity or not part of a single entity. Sharing of an individual account will be considered abuse and breach of this terms of use agreement resulting in suspension, immediate termination of access, or other actions without Phonalyze being liable for providing the user account with a refund for services rendered or to be rendered. The current Phonalyze account program for individual use allows for a 30 day access without providing any financial payment or promise thereof by the individual registering for a Phonalyze account or an individual whose account has been created through a group account structure (see next section for group account). The 30 day trial period begins on the date an individual registers with the Phonalyze service or the day an individual is registered by a group administrator for a group access account. Phonalyze charges for individual accounts, if the therapists decides to proceed with an individual private account access, will begin on or after the 30 day trial but will require the individual account to enter a payment method before being charged with billing to re-occur monthly posted to the credit card entered through Phonalyze’s financial institutional partner unless the service is requested to be cancelled by the individual. Cancellation of Phonalyze services may be done through the My Account tab within the Phonalyze web application or by sending a cancellation request to admin@phonalyze.com. Once the 30 day trial period for any individual account has passed, the individual account will no longer have access to individual Phonalyze therapist services until payment is setup by the individual unless the individual account has been registered as part of a group account and access and payment are in good standings with the group account.

C. A Phonalyze Group Account is defined as an entity managing one or more administrator(s) for the group which may contain one or more individual therapist accounts associated with the group. The individual accounts associated with a Phonalyze Group Account are defined in section B above and pertain to individual accounts associated with one or more Phonalyze Group Accounts. Phonalyze Group Accounts are administered by a Phonalyze Group Account Administrator. The Phonalyze Group Account Administrator is able to manage additional administrators for the Phonalyze Group Account along with the ability to add and remove individual therapist accounts from the Phonalyze Group Account and maintaining access including ability to view, add, remove, manage patients associated with the Phonalyze Group Account. Phonalyze Group Accounts are billed monthly through Phonalyze’s financial partner of Paypal. Payment for group accounts allows all therapists within the Group Account to access Phonalyze therapy services and for Phonalyze Group Account administrators to access the administration portal of Phonalyze. Payment for the Phonalyze Group Account allows all individuals using Phonalyze analysis and therapy functionality to share a single patient population and view/manage patient sessions but prohibits individual therapists account from being shared by multiple individuals. Phonalyze Group Account administrators do not have access to Phonalyze analysis and therapy functionality by default and must register themselves as individual therapists within the group before being granted therapy and analysis capability within Phonalyze. Phonalyze Group Accounts are structured and priced according to the number of therapists within the group for which Phonalyze therapy and analysis access is granted. Charges for Phonalyze Group accounts are based on the number of therapists for which access is allowed regardless of whether the account administrator has registered individuals for the determined number of accounts allowed. It is the Phonalyze Group Administrators responsibility to ensure the correct Phonalyze Group Plan has been selected and ensure the available individual accounts within the Group Account have been setup correctly. The charges for Phonalyze Group Accounts are not refundable due to individual accounts not being used or correctly registered for any duration within the billing period. Changes to the Phonalyze Group Account structure or available therapists within the group can be made by emailing support@phonalyze.com. Cancellation of Phonalyze Group Accounts can be made on the My Accounts section of the Phonalyze Administration Portal or by emailing support@phonalyze.com which terminate access to Phonalyze therapy and analysis services for all registered therapists within the Phonalyze Group Account at the end of the current billing period. Termination of Phonalyze Group Accounts must be done within three (3) business days prior to the end of the billing period to ensure the following billing cycle is not initiated. Cancellation post the three (3) day window may result in billing for the concurrent billing cycle to proceed. Cancellation of Phonalyze Group Accounts will allow access for administrators and therapists until the end of the current billing cycle.

D. All patient information within Phonalyze is entered by therapist account holders. Account holders of a Phonalyze account shall not share, solicit, sell, or otherwise disclose any personal information from patients entered or obtained from Phonalyze services without written consent from the entered patients with the exception of documenting or disclosing reports, statistics, performance metrics, or other analyzed results from Phonalyze for the purposes of medical record documentation, patient feedback or reporting, or educational or research purposes. Any information extracted and shared by therapists regarding patient information may not include personal identifiable information of patient when Phonalyze is the originating source of personally identifiable information not within access from individual prior to use of Phonalyze.

E. Patient information entered within Phonalyze is done by the individual account holders and will fall into one of two categories: 1) Individual accounts and 2) Group accounts. Patient information entered into Phonalyze as “private” will be available for the individual account solely and not be accessed by any Group Phonalyze Account members. Patient information entered under a “group” account in Phonalyze allows the ownership of that patient information and all reports and statistics associated with that patient to be the property of the Phonalyze Group Account but accessible by all current member therapists and administrators of that Phonalyze Group Account. In the case of a therapist being added to the group, the newly added therapist will have access to all patient information controlled and managed by the Phonalyze Group Account. In the case a therapist is removed from the Phonalyze Group Account, that therapist will no longer have access to patient information controlled or managed by the Phonalyze Group Account.

F. The Phonalyze service provided to account holders is the facilitation of the creation of task specific requests selected by the account holder, sometimes known as therapist, with the intent of said tasks being completed by patients, including voice capture tasks and perceptual survey tasks. The Phonalyze system assembles tasks into sessions. Sessions may be completed by the intended patient in-person, or the session may be sent to the patient via an anonymous encrypted url generated by Phonalyze. If the therapist chooses to send the url independently to a patient, the account holder assumes all risk, transmission costs, and liability for the transmission of the url through the means of choice. If the account holder uses the Phonalyze SMS service to send the url to the patient, the therapist agrees to obtain consent from the patient for any services such as mobile data, internet use, mobile device, laptop, or other communication device and associated services required to receive the url and, if desired by the patient, the completion of tasks encoded within the url and the associated devices and services required to return patient responses to the Phonalyze cloud-based servers. Phonalyze does not provide any electronic devices, such as mobile phones, tables, laptops, etc nor does Phonalyze provide or reimburse for internet services, sms services or charges, or other electronic device or data services to either patients, therapists, or any account holder or user of Phonalyze services. Any services or equipment required for the therapist or patient utilizing Phonalyze services, including internet access, mobile carrier services, electronic devices, are to be self-provided by the account holder, therapists, individual receiving the url, or patient. Standard internet, data, and voice charges are not covered by Phonalyze and users of Phonalyze agree to the fees associated with their mobile and internet service providers independent of, and not liable for, Phonalyze.

G. Phonalyze is not liable nor involved in any disagreements or legal action between account holders and patients or other individuals using or interacting with Phonalyze services. Account holders, therapists, researchers, educators, and any other individuals using Phonalyze services regardless of the status of any account with Phonalyze, agree to settle any disagreements, legal action, discrepancies, or other conflict with any relation to Phonalyze services provided or external to any services provided by Phonalyze without participation, liability, or involvement from Phonalyze or Cognizn LLC.

H. Phonalyze uses a shareware software hosted on Phonalyze servers referred to as PRAAT. Phonalyze does not charge for the analysis or output from PRAAT. Phonalyze services, for which fees are associated, are the aggregation of data, transportation of data including but not limited to the input or output from PRAAT into a format designed for and made accessible for Phonalyze users including account holders, educators, therapists, patients, or other individuals who are able to interact with and use. The use of PRAAT is not a service Phonalyze establishes fees for. Phonalyze is not responsible or liable for any issues with discrepancies or disagreements as to the accuracy, calculation methodology, validity, or viability or alignment of output reports or metrics from PRAAT even when output from PRAAT is delivered to patients or account holders accessed through encompassing Phonalyze services or in the case output data is compared with any external software or audio processing software unrelated to Phonalyze. In no way does Phonalyze or Cognizn LLC claim to control, or charge for the use of, PRAAT to our customers, stakeholders, patients, therapists, educators or anyone utilizing Phonalyze services.

I. Billing and Fees – Phonalyze does not charge any individual account (not including Phonalyze Group Accounts) holder for a 30 day trial period to fully utilize Phonalyze services. Registering as an individual account with Phonalyze does not require any payment to Phonalyze nor is there any obligation to sign up or pay for Phonalyze services after the 30 day trial has completed. For therapists added to Phonalyze by a Phonalyze Group Account, the 30 day trial period will initiate on the date the newly added therapist is added to Phonalyze. No payment is required for individuals added to a Phonalyze Group Account when newly added therapists are not or never were Phonalyze Group Administrators as their access is maintained by the Phonalyze Group Account. After the 30 day trial has concluded, access to Phonalyze services shall be terminated for individual accounts with no obligation to continue using the Phonalyze services. If an account holder desires to continue using Phonalyze after the conclusion of the 30 day trial period as an individual Phonalyze account holder (not as a member of a Phonalyze Group Account), the account holder will be required to enter a credit card for purchasing access to a monthly subscription to the service which shall bill the account holder on a monthly basis through the credit card provided by the individual. Payments for Phonalyze services are made for an entire month of access to Phonalyze services and billed on a monthly basis for the duration of one month at a time with the month defined as the day of the month on which access is paid for to reoccur on the same date the following month. Account holders agree to purchasing the entire month of access to Phonalyze services when paying for Phonalyze services and the associated charge for the month of access is paid at the beginning of the access period for the entire period regardless of whether access is utilized, accessed, or not accessed by the purchasing individual.

J. Phonalyze Group Accounts are billed immediately upon registration of the Phonalyze Group Account and are not provided with a 30 day trial period as in the case of Individual or professional Phonalyze Accounts.

K. Standard internet, data and voice charges – All users of Phonalyze including account holders, therapists, patients, or any individual using any of the Phonalyze website addresses and services agrees to utilize their individual or organizational owned internet access and/or mobile service access to utilize Phonalyze services. Phonalyze is not responsible for any internet, SMS, data, or other electronic communication charges that any individual, entity, organization may incur while using Phonalyze services through any Phonalyze website or service. Account holders and any individual with a Phonalyze account who creates, sends, or forwards session url information from Phonalyze shall inform the receiving individual or organization and obtain verbal consent for that individual to absorb any data, voice, internet, sms, or other charges related to any service provided by Phonalyze.

L. We encourage you to bring to our attention any material or information on the Phonalyze sites or from any Phonalyze service that may be inaccurate, material you believe to be copyright violations, untimely, abusive, or offensive. Please forward a copy of the material and/or information to our support team at support@phonalyze.com.

1. Patient Data

This section of the Phonalyze Privacy Policy refers to patient data entered within the system by account holders, therapists, educators, researchers, or other practitioners with use of the Phonalyze solution. All personal information for patients within Phonalyze is encrypted and unviewable through database access. All urls created by Phonalyze, sent to patients via Phonalyze SMS or through account-holder means (email, text, etc), are anonymous and encrypted. No personal patient information is contained within a session url created by Phonalyze. The decryption of the url and any information captured from a remote session is done once the data has passed through Phonalyze security gateways, security protocols,SSL, firewall, and arrived within the secure Phonalyze server.

Information We Collect

Account holders are required to setup “patients” within Phonalyze to create tasks and sessions for the patient. The information collected for patients includes name, phone number, email address, gender.

Use of Personal Information

Patient information is used for identification purposes for the therapist or account holder to create voice and perceptual sessions, tasks, and view reports and progress from an individual through Phonalyze services. Any recorded audio or responses from perceptual tasks completed by a patient is viewable by the therapist or account holder, or in the case of Phonalyze Group Accounts, all members of the group, through the reporting section of Phonalyze. All reports for remotely created sessions are emailed to the therapist or account holder but do not contain any patient information. Phonalyze does not use any patient information for Phonalyze purposes.

Sharing Patient Data

Phonalyze does not share or sell any patient data. Patient data is only viewable by the account holder or therapist who entered the patient data into Phonalyze. In the case of Phonalyze Group Accounts, only members of the Group Account can access patient information while they are members of the group. All Phonalyze account holders shall adhere to privacy laws to which they are bound while using the Phonalyze system. Any breach of privacy laws related to medical practices or HIPAA compliance external to Phonalyze will result in an immediate termination of Phonalyze access.

2. Therapists and Phonalyze Account Holders

This section of the Phonalyze Privacy Policy refers to individuals who have registered for a Phonalyze account and have obtained access to the Phonalyze services.

Information We Collect

For individual Phonalyze Accounts, to access Phonalyze, we collect an email address entered by the registering individual and a password generated by the individual. We collect personal information required to setup a Phonalyze account including name, phone number, email address. After any trial period has completed, we collect a credit card for monthly payments should the account holder decide to retain Phonalyze services. The credit card information collected is through our financial partner in Paypal. Phonalyze does not store or have access to any payment information you enter with Paypal as our financial institutional partner. Any updates to payment information and billing of entered credit cards, debit cards, or paypal accounts are done through Paypal directly. For Phonalyze Group Accounts, we collect email address, organization name, organization address entered by the individual setting up the group account who is labeled the group administrator. Group administrators do not have access to Phonalyze for therapists by default but may obtain access by registering themselves as therapists within Phonalyze. Group administrators enter therapist information including name, email address, and phone number to add therapists to their Phonalyze Group Account. Therapists added to the Phonalyze Group Account either use their existing login email and password, or in the case of brand new access required for therapists, Phonalyze requires the therapist to create their own unique password associated with the email address provided by the group administrator. Payment for Phonalyze Group Accounts requires the use of a credit card for the Group Account. The credit card information collected is through our financial partner in Paypal. Phonalyze does not store or have access to any payment information you enter with Paypal as our financial institutional partner. Any updates to payment information and billing of entered credit cards, debit cards, or paypal accounts are done through Paypal directly.

Use of Personal Information

Personal information collected from account holders, such as therapists or administrators of Phonalyze Group Accounts, are for Phonalyze to contact, greet, verify, and associate your Phonalyze services with an individual and to provide a seamless communication message between you and your patients. Phonalyze uses your name and email address when sending emails to you and uses your name when you use Phonalyze SMS services to send a session link to your patients informing them of the originator of the SMS through Phonalyze. Your password is never shared with anyone. Your email address is used as a secondary factor authentication method to ensure any changes of password to your account is verified by the email address from which the account was originally setup. We also email you reports from remote sessions delivered to your email address.

Patient Data You Capture

Using Phonalyze requires the account holder to setup “patients” before proceeding with the creation of sessions and voice or perceptual tasks. This patient information entered by you, as an account holder, whether as a member of a Phonalyze Group Account or as an individual, is completely encrypted in the Phonalyze database, unviewable with direct database access, and not viewable by any other Phonalyze account holder for individual accounts. For Phonalyze Group Accounts, patient information is shared and accessible by all current members of the Phonalyze Group Account as long as they remain members of the group as managed by the account administrator(s) and as long as the Phonalyze Group Account subscription remains up to date. The patient information required to setup a patient enables you to identify the patient and his/her reports, progress, and assign sessions to them. In order to corelate data from within Phonalyze with any of your records external to Phonalyze, we give the ability to name the patient and capture other information you would use to track the patient within Phonalyze. Phonalyze does not use the patient personal information for any other purpose. When sending a text message using Phonalyze SMS, the system asks for you (applicable to therapists either as individuals or members of a Phonalyze Group Account) to enter a phone number to send the session. The phone number requirement at the time of Phonalyze SMS is to ensure complete anonymity between phone number and patient data when transmitting any patient information external to the Phonalyze cloud system. SMS messages are enabled by Twillio. The only information Twilliio gets from the Phonalyze SMS service is a phone number and an anonymous and encrypted URL without any personally identifiable information contained. In this way, we ensure all information transported over the internet is completely anonymous.

Sharing Data

Your personal information is not shared or sold by Phonalyze.

3. Direct Messaging and Non-Public Communication

Phonalyze generates a url for remote session participation. The url generated by Phonalyze is anonymous and encrypted. The responses captured from the session through the url is also anonymous and encrypted. Decrypting the url information is done within the Phonalyze servers after passing security protocols in place.

Phonalyze provides an SMS service labeled Phonalyze SMS which allows account holders to send a Phonalyze generated url to a phone number. The SMS service is through a partnership with Twillio. The information sent to Twillio contains the therapist/account holder’s name, an anonymous encrypted url, and a phone number to send the message to. No patient information is shared with Twillio or any other communication provider.

4. Changes to our Privacy Policy

Information collected through our services is subject to the Privacy Policy the time the information is collected. Any changes to this privacy policy will be maintained on this site (https://phonlayze.com/terms-and-privacy.html). In the event Phonalyze as a service or Cognizn LLC as a company is involved in a merger, acquisition, or sale, we will continue to ensure confidentiality of our user personal information and provide notice if personal information is transferred or falls under a different privacy policy.

Contact:admin@phonalyze.com