Privacy Policy

Updated: March 20, 2025

Our Commitment to Your Privacy

At Practice Health AI Inc. ("Practice AI," "we," "our," or "us"), we understand the importance of privacy to our users. This Privacy Policy explains how we collect, use, protect, and share personal information when you interact with our AI powered practice management platform, EHR integration solution, AI health tools like scribe and medical coding agents, and related services.

This policy covers personal information collected through:

• Our website at https://withpractice.ai/
• Our AI powered practice management agent product
• Our AI powered physician agent product
• Our AI powered coding and billing agent for service providers
• Our EHR integration solutions
• Our Telehealth and digital patient engagement tools
• Our mobile applications
• Our communications, social media, and events (collectively, the "Services")

Important Note:

This Privacy Policy does not govern how your healthcare provider ("Provider") uses personal information or Protected Health Information ("PHI") as defined under HIPAA that Practice AI processes on the Provider's behalf. For information about your Provider's use of your personal information or PHI, please contact them directly to request their Notice of Health Information Privacy Practices.

Our Privacy Policy adheres to the EU-U.S. DPF Principles for personal data transferred from the European Union and the United Kingdom, and the Swiss-U.S. DPF Principles for personal data transferred from Switzerland.

1. Information We Collect

A. Information You Provide Directly

When you use our platform, create an account, or interact with our Services, we collect information you provide through forms and other interactions. Depending on your role (provider, practice administrator, service provider or patient), this may include:

• Contact Information: Name, email address, physical address, phone number
• Professional Information: Practice details, credentials, specialties, NPI number, workplace information, service provider details
• Account Information: Username, password, account preferences, security questions
• Payment Details: Bank account information, payment card details, billing information
• Practice Information: Appointment schedules, practice workflows, physician workflows, service provider staff workflows, staff information
• Communications: Support requests, feedback, survey responses, messages
• User Preferences: Notification settings, display preferences, feature selections

Unless specifically requested for legitimate business purposes, we ask that you do not provide sensitive personal information (e.g., information related to racial/ethnic origin, political opinions, religion, health details not required for our Services, biometric data, criminal background).

If you choose not to provide certain information, some features of our AI agents, practice management agent platform, physician agent platform, service provider agent platform or patient engagement tools may be unavailable.

B. Information Collected Automatically

When you use our Services, we and our service providers automatically collect certain technical information:

• Device Information: Device type, operating system, browser type, screen resolution, IP address, unique identifiers
• Usage Information: Pages visited, features used, time spent on platform, navigation patterns, clickstreams
• Performance Data: Load times, errors, feature usage statistics statistics
• Location Information: General location (city/state) derived from IP address

Our systems automatically record this information in log files to secure our platform, identify potential security threats, optimize performance, and improve our Services.

We employ several technologies to collect this information:

• Cookies: Small text files stored on your device that help our platform recognize you and remember preferences
• Web Beacons: Small graphic files that track when you view certain content
• Local Storage: Data stored locally on your device to improve performance and improve performance and user experience
• Analytics Tools:Technologies that help us understand how users interact with our platform
• Session Recording:Tools that may record anonymized user sessions to usability issues

We process this information to operate our platform, enhance user experience, troubleshoot issues, and develop new features for healthcare providers and their patients.

C. Information from Third Parties

We may obtain information about you from:

• Healthcare providers using our platform
• Industry partners and integrations
• Payment processors and financial institutions
• Healthcare directories and databases
• Professional networks and associations
• Public records and databases

We only process information shared by others when they have appropriate permission to do so.

2. How We Use Your Information

A. Providing Our Healthcare Technology Platform

We use personal information to:

• Operate and maintain our practice management agent platform and EHR integrations
• Process appointments, payments, and clinical documentation
• Enable Telehealth consultations and patient communications
• Facilitate insurance verification and claims processing
• Support clinical workflows and practice operations
• Provide technical support and maintenance
• Manage user accounts and authentication

B. Improving Our Healthcare Solutions

We analyze data to:

• Enhance platform functionality and user experience
• Develop new features for healthcare practices
• Develop new features for healthcare professionals
• Optimize clinical workflows and practice efficiency
• Resolve technical issues and bugs
• Customize the platform for different specialties
• Improve security and performance
• Conduct research on healthcare delivery innovation

As part of these efforts, we may create de-identified, aggregated data sets that no longer identify individuals. We may use and share this anonymous data for lawful business purposes, including developing industry insights and benchmarks while maintaining de-identification.

C. AI-Enhanced Healthcare Tools

We may use artificial intelligence to:

• Automate routine administrative tasks
• Improve clinical documentation efficiency
• Enhance patient engagement and communication
• Support care coordination across providers
• Offer intelligent scheduling and practice management tools

When you interact with these AI-enhanced tools, your information may be processed to deliver these capabilities in accordance with all applicable healthcare laws and regulations.

D. Communications

We may send:

• Platform updates and feature announcements
• Educational content about practice management best practices
• Training resources for our platform
• News about healthcare technology innovations
• Renewal and billing information
• Support-related communications

You can manage your communication preferences as described in the "Your Choices" section.

E. Text Messaging and Mobile Communications

For users who opt in, we may send text messages related to:

• Physician communication notifications
• Practice communication notifications
• Patient communication notifications
• Urgent system alerts and updates
• Two-factor authentication

Mobile information will not be shared with third parties for marketing. You can opt out of these messages as described in the "Your Choices" section.

F. Targeted Platform Improvements

We may analyze usage patterns to:

• Identify which practice management features are most valuable
• Understand clinical workflow preferences by specialty
• Improve our healthcare platform for specific user types
• Develop better onboarding and training resources
• Optimize our platform for different practice sizes

G. Security and Compliance

We use information to:

• Protect the security and integrity of our healthcare platform
• Verify user identities and prevent unauthorized access
• Detect and prevent fraud and abuse
• Conduct audits and ensure regulatory compliance
• Enforce our Terms of Service
• Meet legal obligations specific to healthcare technology

H. With Your Permission

We will use your information for other purposes when you give specific consent or direction to do so.

3. How We Share Information

We do not sell personal information for money. We share information with:

• Healthcare Team: With providers and staff within a practice who use our platform to coordinate care and practice operations.
• Technology Partners: Carefully selected service providers that help us deliver specific platform functionality like scheduling, Telehealth, billing, analytics, and cloud infrastructure. These partners are contractually bound to protect your information and use it only to provide the contracted services.
• Integration Partners: When you choose to connect our platform with other healthcare systems, EHRs, labs, pharmacies, or insurance providers to facilitate coordinated care, with appropriate permissions.
• Legal Requirements: When required by law, legal process, or to protect rights and safety. This may include responses to lawful requests from healthcare regulatory authorities.
• Business Transfers: If Practice AI is involved in a merger, acquisition, or sale of assets, with appropriate safeguards for protected health information.
• Professional Advisors: Legal, accounting, and other advisors in connection with corporate governance, regulatory compliance, and business operations.

For PHI, all sharing is conducted in compliance with HIPAA and other healthcare privacy laws when applicable.

4. Data Security in Healthcare Technology

We implement comprehensive technical, administrative, and physical safeguards to protect personal information on our healthcare platform, including:

• Encryption of data in transit and at rest
• Role-based access controls
• Multi-factor authentication
• Regular security assessments and penetration testing
• Employee training on privacy and security
• Business continuity and disaster recovery protocols

While we maintain robust security measures appropriate for healthcare information, no security system is impenetrable. We cannot guarantee absolute security during transmission or storage.

5. Data Retention for Healthcare Records

We retain personal information only as long as necessary to:

• Fulfill the purposes outlined in this Privacy Policy
• Comply with medical record retention requirements
• Meet legal, regulatory, and compliance obligations
• Support legitimate business operations

Retention periods vary based on:

• The nature and sensitivity of the information
• Legal requirements for healthcare records
• Professional guidelines for medical documentation
• Business needs for historical data

We maintain specific retention schedules and secure disposal procedures aligned with healthcare industry standards and regulations.

6. Your Privacy Choices

A. Managing Your Information

Depending on your relationship with us, you may request to:

• Access your account information
• Update your profile and preferences
• Export your data (where technically feasible)
• Delete your personal information (subject to retention requirements)

For such requests, please contact support@withpractice.ai.

B. Communication Preferences

You can manage your communication preferences by:

• Adjusting notification settings in your Practice AI account
• Clicking "unsubscribe" in email communications
• Replying "STOP" to text messages
• Contacting our support team

Note that certain service-related communications about your account, security, or platform functionality cannot be opted out of as they are necessary for providing our Services.

C. Cookie Management

You can manage cookies and similar technologies through:

• Browser settings to block, delete, or limit cookies
• Mobile device settings to reset advertising IDs or limit tracking
• Our cookie preference center (where available)

Some features of our platform may require cookies to function properly. For more information, visit www.allaboutcookies.org.

D. Analytics Opt-Out

Our platform uses analytics tools like Google Analytics. To opt out of Google Analytics, install the Google Analytics Opt-out Browser Add-on: https://tools.google.com/dlpage/gaoptout.

E. Do Not Track

Our website currently does not respond to "Do Not Track" browser signals.

7. International Data in Healthcare

If you access our Services from outside the United States, understand that personal information may be transferred to and processed in the United States and other countries with different privacy laws.

We implement appropriate safeguards for international transfers of healthcare data as required by applicable laws.

8. California Residents

If you are a California resident, the California Consumer Privacy Act (CCPA) grants specific rights regarding your personal information:

A. Information Collection and Use

Within the past twelve months, we have collected:

• Identifiers (name, email, IP address)
• Professional and employment information
• Commercial information and records
• Internet activity information
• Inferences drawn from other personal information

For sensitive personal information, we only use and disclose it for permitted purposes under the CCPA, such as providing our healthcare platform services, security, and quality improvement.

B. Your California Rights

• Right to Know what personal information we collect and how we use it
• Right to Delete personal information (subject to healthcare record exceptions)
• Right to Correct inaccurate personal information
• Right to Opt-Out of "sales" or "sharing" of personal information
• Right to Non-Discrimination for exercising these rights

To exercise these rights, contact hello@withpractice.ai with your specific request and contact information. We will verify your identity before processing your request, following our verification procedures for healthcare-related systems.

9. European Residents

For individuals in the European Economic Area, United Kingdom, or Switzerland, we provide these additional details:

A. Legal Basis for Processing

We rely on these legal bases for processing:

• Contract Performance: Processing necessary to provide our healthcare platform services to providers and practices
• Legitimate Interests: Research, development, security, and business operations, balanced against individual rights
• Legal Obligations: Compliance with healthcare laws, regulations, and professional standards
• Consent: Where specifically requested and freely given

B. Your European Privacy Rights

You may request to:

• Access information about our processing of your personal information
• Correct inaccurate data
• Delete your information (subject to legal requirements)
• Transfer your information to another provider
• Restrict or object to certain processing

Contact hello@withpractice.ai to exercise these rights. We may need to verify your identity and will respond within applicable legal timeframes.

C. International Transfers

For transfers of European personal information to the United States, we implement appropriate safeguards as required by European data protection laws.

10. Data Privacy Framework

Practice AI complies with the EU-U.S. Data Privacy Framework, the Swiss-U.S. Data Privacy Framework, and the UK Extension regarding personal information transferred from these regions to the United States. We've certified to the U.S. Department of Commerce our adherence to the Data Privacy Framework Principles.

For unresolved privacy concerns related to our healthcare platform, contact us at hello@withpractice.ai first. If not satisfactorily resolved, we commit to referring complaints to JAMS, an independent dispute resolution provider (https://www.jamsadr.com/DPF-Dispute-Resolution).

11. Children's Privacy

Our Services are not directed to children under 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us to have it removed.

12. Links to Other Healthcare Services

Our platform may link to other websites, applications, or services not operated by Practice AI. We are not responsible for the privacy practices of these third-party services. We recommend reviewing their privacy policies before sharing information.

13. Changes to This Privacy Policy

We may update this Privacy Policy as our Services evolve and privacy laws change. We will notify you of material changes through our platform, email, or other appropriate means. The revised policy takes effect immediately upon posting unless otherwise specified.

14. Contact Our Privacy Team

For questions about this Privacy Policy or our privacy practices:

Email: support@withpractice.ai

Practice Health AI Inc. 1111B S Governors Ave, #23527, Dover, DE 19904