Privacy Policy

Effective Date: October 27, 2025

Last Updated: October 27, 2025

1. Information We Collect

We collect information that you provide directly to us, information we obtain automatically when you use our services, and information from third-party sources.

1.1 Information You Provide to Us

• Account Information: Name, email address, phone number, practice name, and billing information
• Practice Data: Electronic Health Record (EHR) data including appointments, billing, inventory, patient demographics (de-identified), and other practice management information
• Communications: Information you provide when you contact us for support or inquiries
• Feedback: Survey responses, testimonials, and other feedback you choose to provide

1.2 Information Collected Automatically

• Usage Data: Information about how you use our platform, including features accessed, time spent, and interaction patterns
• Device Information: IP address, browser type, operating system, and device identifiers
• Cookies and Similar Technologies: We use cookies and similar tracking technologies to track activity and store certain information

2. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our analytics services
• Analytics Processing: To analyze your practice data and generate insights, reports, and recommendations
• Communication: To communicate with you about your account, service updates, and support inquiries
• Customization: To personalize your experience and provide tailored recommendations
• Security: To detect, prevent, and address technical issues, fraud, and security vulnerabilities
• Legal Compliance: To comply with applicable laws, regulations, and legal processes
• Business Operations: To conduct internal operations, including troubleshooting, data analysis, testing, and research

3. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption: All data in transit is encrypted using TLS 1.3. All data at rest is encrypted using AES-256 encryption
• Access Controls: Strict access controls ensure only authorized personnel can access your data
• HIPAA Compliance: We are fully compliant with the Health Insurance Portability and Accountability Act (HIPAA) and have implemented appropriate administrative, physical, and technical safeguards
• Regular Audits: We conduct regular security audits and penetration testing
• Secure Infrastructure: Our services are hosted in SOC 2 Type II certified data centers
• Data Backup: Regular encrypted backups with disaster recovery procedures

4. Data Sharing and Disclosure

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We may share information with third-party service providers who perform services on our behalf, including:

• Cloud hosting providers
• Payment processors
• Customer support tools
• Analytics services

All service providers are contractually bound to protect your information and use it only for the purposes we specify.

4.2 EHR Integration Partners

We may share data with your EHR provider solely for the purpose of facilitating data integration and synchronization.

4.3 Legal Requirements

We may disclose information if required by law or in response to valid requests by public authorities, including:

• Compliance with legal obligations
• Response to subpoenas, court orders, or legal processes
• Protection of our rights, property, or safety
• Investigation of potential violations of our terms of service

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will provide notice before your information becomes subject to a different privacy policy.

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this privacy policy. Specifically:

• Active Accounts: Data is retained for the duration of your subscription
• Closed Accounts: Data may be retained for up to 90 days after account closure, unless longer retention is required by law or for legitimate business purposes
• Backup Data: Backup copies may persist for up to 90 days
• Legal Requirements: Some data may be retained longer to comply with legal, regulatory, or tax obligations

6. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request a copy of your data in a portable format
• Opt-Out: Opt-out of marketing communications
• Object: Object to certain processing of your data
• Restrict: Request restriction of processing

To exercise these rights, please contact us at rony@privatepracticehelp.com or call (972) 244-3708.

7. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to improve your experience. You can control cookies through your browser settings. Note that disabling cookies may affect the functionality of our services.

Types of Cookies We Use:

• Essential Cookies: Required for basic functionality
• Performance Cookies: Help us understand how users interact with our platform
• Functional Cookies: Remember your preferences and settings
• Analytics Cookies: Help us improve our services

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we learn that we have collected information from a child under 18, we will delete that information promptly.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this privacy policy and applicable laws.

10. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including:

• Right to know what personal information is collected
• Right to know whether personal information is sold or disclosed
• Right to say no to the sale of personal information
• Right to deletion
• Right to non-discrimination for exercising CCPA rights

11. Changes to This Privacy Policy

We may update this privacy policy from time to time. We will notify you of any material changes by:

• Posting the new privacy policy on this page
• Updating the "Last Updated" date
• Sending you an email notification (for material changes)

Your continued use of our services after changes become effective constitutes acceptance of the revised privacy policy.

12. Third-Party Links

Our services may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

13. Contact Us

If you have questions or concerns about this privacy policy or our privacy practices, please contact us: