Vaultine for Therapists — Keeping Client Notes in Their Own Vault

Situations this covers

—Session notes, intake forms and assessments living in a documents folder alongside your own personal files.

—Teletherapy on a laptop where you screen-share, and one client's name should never appear while you are with another.

—Recordings or transcripts kept for supervision that need to stay protected between sessions.

—A laptop or phone that leaves the practice with you, and could be lost or stolen with a caseload on it.

—Notes you are required to retain for years, which should not sit in the open for all of them.

What does the work

Multiple separate vaults

One vault per client or per caseload, kept apart from each other and from your own personal files.

Stealth auto-lock

The vault closes and cryptographic keys are cleared from memory the moment the app is minimized, which matters between back-to-back sessions and on a shared screen.

Built-in secure viewer

Notes, PDFs and recordings open inside the vault, so nothing is decrypted into a folder that a backup, an indexer or another app could reach.

Zero-knowledge design

The key is derived from your code on your device and never leaves it. There is no account and no server holding your files or your key.

Folder import

Bring an existing client folder in whole, structure intact, rather than moving files one at a time.

Works on Windows, macOS, iOS and Android

The same vaults on the laptop you write up on and the phone you check between appointments.

A vault per client, not one locked folder

The practical exposure in this work is rarely dramatic. It is a caseload of notes sitting in a documents folder on a laptop that also holds your email, your photos and your tax return, protected by the same login as everything else.

Vaultine supports as many separate vaults as you need, so each client or caseload can sit in its own, encrypted with AES-256-GCM before anything is written to disk. Folder import means moving an existing client folder in is one step rather than a filing exercise you postpone.

Between sessions and on a shared screen

Back-to-back appointments and teletherapy are where notes actually get exposed: a window left open, a screen shared a moment too early, a laptop turned toward someone.

Stealth auto-lock closes the vault and clears the keys from memory the moment the app is minimized, so switching to your video call does not leave a vault sitting open behind it. The built-in viewer handles the other half: notes, PDFs and recordings open inside the vault rather than being decrypted into a folder that a cloud backup or a search indexer could quietly pick up.

What this is not

It is worth being direct, because this field attracts a lot of vague compliance marketing.

Vaultine does not make a practice HIPAA compliant, GDPR compliant, or compliant with your professional body's standards. Compliance in this area is usually a set of requirements, of which encryption at rest is one, alongside policies, agreements, access control and retention practices. Vaultine is built for individual use and does not offer enterprise administration or a formal data-processing agreement.

If your regulator expects one, that is a real constraint and worth checking before you build a workflow on any tool, including this one. What Vaultine can tell you honestly is what it does: files encrypted on your device with a key we never hold, in separate vaults, with no account attached.

The same vaults wherever you write up

Notes get written on a laptop and checked on a phone between appointments. Vaultine runs natively on Windows, macOS, iOS and Android, so the vaults you set up are the same everywhere rather than separate copies drifting apart across devices.

The bottom line

This is a description of what the software does, not a claim that it satisfies HIPAA, GDPR, or your professional body's requirements. Compliance in this field usually involves more than encryption, and Vaultine is built for individual use rather than as a practice management system. What it does offer is narrower and still worth having: client notes encrypted on your own device, in their own vault, with no account and no copy on anyone else's server.

Frequently asked questions

Does using Vaultine make my practice HIPAA or GDPR compliant?

No, and be careful of anything that claims otherwise. Encryption is usually one requirement among several, alongside policies, agreements, access controls and record-keeping. Vaultine is built for individual use and does not offer enterprise administration or the kind of formal data-processing agreement some regulators expect. Whether that matters for your practice is a question for your professional body or regulator, not for us.

Can I keep a separate vault for each client?

Yes. Vaultine Pro supports as many separate vaults as you need, so one client's material never sits alongside another's. The free tier covers one vault of up to 10 files, which is enough to try the workflow rather than run a caseload.

What happens if I minimize the app during a teletherapy session?

Stealth auto-lock closes the vault and clears the cryptographic keys from memory as soon as the app is minimized, so switching to your video window does not leave a vault open behind it.

Does anyone at Vaultine have access to my client notes?

No. The encryption key is derived from your code on your device and never leaves it, and there is no account or server holding your files. Optional encrypted backup to your own Dropbox is encrypted before it leaves the device, so it is unreadable there too.

Session notes shouldn't sit one folder away from everything else on your laptop.