Privacy policy

PractiScribe LLC (“PractiScribe”, “we”, “us”) makes PractiScribe, software that health, aesthetics and self-care clinics use to run their practice: booking, client records, forms, payments, messages and websites. This policy explains what information we handle, why, who we share it with and the choices you have.

It covers three groups of people:

1. Clients of a clinic that uses PractiScribe: people who book, fill in forms, receive care, or get emails and texts from that clinic.
2. Clinic owners and staff who use PractiScribe at work.
3. Visitors to practiscribe.com and people who join our waitlist or ask about PractiScribe for their business.

If you are a client of a clinic

Your clinic is in charge of your information. When you book with, fill in a form for, or are treated by a clinic that uses PractiScribe, the clinic decides what is collected and how it is used. We hold and process it for the clinic, under a written agreement with them. Where the clinic is covered by HIPAA, that agreement is a business associate agreement, and the clinic’s own notice of privacy practices explains your rights. Questions or requests about your record, such as a copy, a correction or who has seen it, go to your clinic. We help them answer.

What we hold for the clinic may include: your name and contact details; appointments; the forms and consents you complete and sign; health information you give or the clinic records; treatment notes; photographs taken for your care; payments and receipts; the messages between you and the clinic; and your choices about emails and texts.

How it is used: only to provide the clinic’s services to you and to run PractiScribe for the clinic. We do not sell your information. We do not use it for our own advertising. We never put it on a clinic’s public website. Clinic websites built with PractiScribe have no forms and no tracking; their book, ask and photo buttons open PractiScribe, where your information stays protected.

Recording a visit. Some clinics use a tool that drafts a visit note from an audio recording. A visit is recorded only after you sign a consent to it, and everyone in the room must agree. The practitioner checks and signs every note. The recording and the draft note are processed by Amazon Web Services under our business associate agreement with them, and we set up those services so that your information is not used to train AI models.

Photographs. If your clinic asks for photographs, you send them through a secure link, never by text message or email. Your clinic uses a photograph beyond your care, such as on its website, only if you agree to that separately in its photo release, and you can withdraw that agreement for the future.

Reviews. If you leave a review and agree to it being shown, the clinic’s website shows it with your first name only. You can withdraw it at any time from your client portal.

Emails and texts. Your clinic sends messages about your appointments and care, and other messages only if you have agreed to them. Each text explains how to stop; each marketing email has an unsubscribe link. See our SMS terms. Mobile information is not shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties.

If you are a clinic owner or staff member

We collect what you give us to set up and use your account: your name, work email, phone, role, sign-in details, and your clinic’s business, billing and payout details. We record activity in the system, such as sign-ins and changes to records, because health records need an audit trail and to keep accounts secure. We use this to provide and support PractiScribe, bill for it, keep it secure, and tell you about changes to the service. Staff accounts use two-step sign-in.

If you visit practiscribe.com or join the waitlist

The waitlist form asks for your name, email, business name, practice type and, if you choose, your mobile number, state and current software. We use it to keep your place on the waitlist, contact you about the beta and the founding clinic rate, and, if you tick the box for it, send you news about PractiScribe. The form is provided by GoHighLevel, which stores these business contact details for us. Please do not include anything about your clients; the form never asks for it.

Cookies and similar technology. This website does not use advertising cookies or third-party analytics. The waitlist form, provided by GoHighLevel, may store a small amount of information in your browser so the form works and displays correctly. Our fonts and images are served from our own website. If we add analytics later, we will update this section first and give you a way to decline anything that is not needed for the site to work.

You can unsubscribe from our emails at any time using the link in each email or by writing to us.

Who we share information with

Only service providers that help us run PractiScribe, each under a written contract that limits what they may do with it, and, where they handle clients’ health information, a business associate agreement:

We also share information when the law requires it, to protect someone’s safety, or as part of a sale or merger of our business, in which case this policy and our agreements with clinics continue to apply. We do not sell personal information and do not share it for cross-context behavioral advertising.

Where it is kept and how it is protected

Information is stored in the United States. It is encrypted when it travels and when it is stored. Access is by role: each person at a clinic sees only what their job needs, and only for their own clinic. Signed records cannot be changed or deleted; mistakes are corrected by an addendum, and every change is kept. If a breach affects clients’ health information, we tell the clinic promptly so it can notify the people affected, as HIPAA requires.

How long we keep it

Clinic records are kept for as long as the clinic and the law require, often several years after the last visit and longer for minors, then deleted. When a clinic leaves PractiScribe, it can export its records first. Account and billing records are kept as tax and accounting rules require. Waitlist and sales contacts are kept while we are in touch and deleted when you ask.

Your choices and rights

• Clients of a clinic: ask your clinic. It can give you a copy of your record, correct it, and tell you who has accessed it.
• Everyone else: email info@practiscribe.com to see, correct or delete what we hold about you, or to stop marketing. We reply within 30 days and will not treat you differently for asking.
• State privacy rights. If you live in a state that gives you further privacy rights, such as California, Virginia, Colorado, Connecticut or Texas, you can use them by emailing us. We will confirm who you are before acting on a request.

Children

PractiScribe is not meant for children to use themselves. A clinic may keep records about a minor in its care, with a parent or guardian’s involvement, as the law allows. We do not knowingly collect information from children under 13 on practiscribe.com.

Changes

If we change this policy, we post the new version here with a new effective date. If a change matters, we tell clinics in advance by email.

Contact

PractiScribe LLC, 1107 Person St, Kissimmee, FL 34741 Privacy questions: info@practiscribe.com