Privacy Policy

Last updated: September 11, 2026

This policy explains how Field Nine, Inc. ("Field Nine," "we," "us") collects, uses, and protects information when you visit field9.ai (the "Site") and when you use the Field Nine app and smart glasses service (the "Service"). We have tried to write it in plain English. If anything is unclear, email support@field9.ai and a founder will answer.

1. Information we collect on the Site

Information you give us

Forms and sign-ups. When you request a demo, join a waitlist, sign up for a trial or the beta, or ask a question, we collect what you enter: typically your name, email address, phone number, discipline, and practice details such as your practice name, location, and EMR.
Chat. Messages you send through the chat widget on the Site are delivered to our team so we can respond.
Scheduling. If you book a call, the booking runs through Google Calendar's appointment scheduling, and Google's own terms and privacy policy apply to that booking flow.

Information collected automatically

Analytics. We use Google Analytics and Vercel Web Analytics to understand Site traffic (pages viewed, approximate location, device and browser type, and how you found us).
Visitor identification. We use Apollo.io's website tracker, which can associate a visit with a company or business profile based on business contact data.
Local browser storage. The Site uses your browser's local storage for functional purposes, such as remembering that you already submitted a form and preserving sign-up progress and referral attribution. You can clear this at any time in your browser settings.

2. Information we collect in the Service

Account information. Your name, email, phone number, professional title, and practice information.
Session recordings. The Service captures audio and video of therapy sessions through Ray-Ban Meta or Oakley Meta smart glasses, at the direction of the treating clinician and only after appropriate consent has been obtained. Recordings are used to draft session notes and goal data.
Session notes and goal data. The drafted documentation that clinicians review, edit, and approve in the app.
Text messages. If you provide a mobile number, we may text you to verify your number and help you get set up. Reply STOP to opt out of texts.

Session recordings are retained only briefly. Recordings exist long enough to generate the session documentation and let the clinician review it, and are permanently deleted within 7 days. While they exist, they are encrypted at rest and in transit. Session content is processed by Field Nine, not by the glasses manufacturer: no protected health information is accessible to Meta, Facebook, or Instagram.

3. Health information, HIPAA, and FERPA

Session recordings and session documentation can contain protected health information (PHI). Field Nine handles PHI in accordance with HIPAA, and we sign Business Associate Agreements (BAAs) with the practices and clinicians we serve. In school settings, we support compliance with FERPA. When we process PHI, we do so on behalf of the treating clinician or their organization, under the applicable agreement, and we use it only to provide the Service.

Recording a therapy session is always a clinical decision. The Service is designed so that a client's parent or guardian signs a consent to record before any session is captured, and we help clinicians fit the consent process to their state and setting.

4. How we use information

To provide the Service: drafting session notes and goal data, managing your account, and delivering session credits.
To respond to you, schedule demos and calls, and onboard you.
To send transactional and onboarding emails about your account and trial. Marketing emails include an unsubscribe link.
To understand and improve the Site and the Service.
To comply with legal obligations.

We do not sell personal information. We do not use PHI for advertising.

5. How we share information

We share information only with service providers that help us run the Site and the Service, and only as needed for them to do their jobs:

Hosting and infrastructure: our website and application hosting and database providers.
Communications: our email and SMS delivery providers, and the messaging service we use to route Site chat messages to our team.
Analytics: the analytics providers listed in Section 1. Analytics tools are used on the Site only, never on session content.
Legal: we may disclose information if required by law, or to protect the rights, safety, and security of Field Nine, our users, or others.

If Field Nine is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to the commitments in this policy.

6. Retention

Session recordings: permanently deleted within 7 days of the session.
Session notes and goal data: retained for the clinician or practice for as long as the account is active, or as required by the applicable agreement.
Account and contact information: retained while your account or our conversation with you is active, and deleted on request where we are not legally required to keep it.

7. Security

Data is encrypted in transit and at rest. Access to production systems and PHI is limited to those who need it to provide the Service. No method of transmission or storage is perfectly secure, but we treat session data with the care clinical records deserve.

8. Children

The Site is intended for adults: clinicians, practice owners, and school staff. We do not knowingly collect personal information from children through the Site. The Service, by its nature, documents therapy sessions in which the client is often a minor. That information is collected at the direction of the treating clinician, with parent or guardian consent, and is handled as described in Sections 2 and 3.

9. Your choices and rights

You can unsubscribe from marketing emails using the link in any email, and opt out of texts by replying STOP.
You can ask us to access, correct, or delete the personal information we hold about you by emailing support@field9.ai. Depending on where you live, state law may give you additional rights, and we will honor verified requests as the law requires.
Requests concerning clinical records (session notes and PHI) are fulfilled through the treating clinician or practice, who controls those records.
You can clear the Site's local browser storage in your browser settings at any time.

10. Changes to this policy

If we change this policy, we will post the new version here and update the date at the top. Material changes that affect how we handle PHI are communicated to the practices and clinicians we serve.

11. Contact us

Field Nine, Inc.
Gilbert, Arizona
support@field9.ai