AI assists. Clinicians decide.
Last updated August 7, 2026
This policy explains when TherapyTrack uses AI, what is sent for processing, and the safeguards and human review expected before a draft becomes documentation.
TherapyTrack AI does not diagnose students, determine services or eligibility, approve IEP content, or replace the judgment of an OT, OTA, IEP team, or school.
1. Where AI is used
AI supports optional drafting features such as IEP Assist, SMART goal drafting, session-note rewriting, weekly summaries, and goal-progress summaries. The feature runs only when an authorized user requests an output.
2. What may be processed
TherapyTrack sends the context reasonably needed to answer the request to OpenAI’s API. Depending on the feature, that context may include a student’s name, grade, school, goal areas and goal text, dates, attendance, progress measurements, session-note excerpts, documented observations, and instructions entered by the user.
Users should avoid entering information that is not needed for the requested draft. AI is not used to create advertising profiles or continuously monitor student records.
3. Required human review
- Treat every output as an editable first draft.
- Check facts against the source record and remove unsupported statements.
- Review tone, bias, student-specific context, goals, measurements, and required district language.
- Never use AI output as the sole basis for diagnosis, eligibility, placement, service level, discharge, safety, or another high-impact decision.
- Obtain supervising OT and IEP-team review wherever required.
4. Access and data controls
Users must be authenticated and have access to the relevant records. IEP Assist is reserved for the student’s primary OT. OpenAI states that API inputs and outputs are not used to train its models by default unless the API customer opts in; TherapyTrack does not opt student data into model training. Under standard API data controls, prompts and responses may remain in abuse-monitoring logs for up to 30 days unless a different approved retention setting applies. Submitted information remains subject to the protections described in our Privacy Policy and any applicable DPA.
5. Appropriate use
Do not use TherapyTrack AI to fabricate observations, impersonate another professional, obscure who authored or reviewed a record, or make decisions that law or professional standards require a person or team to make. Users remain accountable for final content copied into a student record.
6. Questions and feedback
We evaluate AI features for usefulness, data minimization, access control, and clear user disclosure. Report a concerning or inaccurate output without including unnecessary student details to support@usetherapytrack.com.