Privacy Policy

Introduction

PracticPro LLC ("PracticPro", "we", "us", "our") respects your privacy. This Privacy Policy explains how we collect, use, share, and protect personal information when you visit our website, contact us, or use our Services.

Information We Collect (Controller role)

We collect the following types of personal information about people who interact with us directly:

• Account and billing data - name, business name, business email, phone number, mailing address, billing contact, and payment information for customers and their authorized users. Card and bank details for your PracticPro subscription are collected and stored by our payment processor, Stripe; we do not store full card numbers.
• Sign-in and security data - the phone number or email address we send one-time sign-in codes to, sign-in attempts, the devices you sign in from, and a record of the requests made under your user (page address, referrer, IP address, browser and device details).
• Contact and inquiry data - information you provide when you fill out a contact form, request a demo, book a call, subscribe to our newsletter, apply to our affiliate program, or contact us in any other way. When you submit our contact, demo, or affiliate form with a phone number, you agree that we may call or text you at that number about your request; we do not send marketing texts, and that consent is not a condition of purchase (see SMS and Text Messaging below).
• Usage data - information about how you use our marketing website (pages visited, time on page, referrer), collected through Google Analytics and the Meta Pixel according to your cookie choices (see Cookies and Tracking Technologies below). We do not use session-recording tools.
• Technical data - IP address, approximate location derived from the IP address, browser type and version, device information, language preferences, and similar technical identifiers automatically collected by our web servers and analytics tools.
• Mobile and desktop app data - if you use the PracticPro Phone apps, the device and push-notification identifiers needed to deliver calls and notifications to your device, and the permissions you grant (such as microphone, camera, and phone access) to make and receive calls and take photos. The apps do not request access to your device's location or contacts.
• Communications - records of calls, emails, support tickets, and other correspondence between you and us.

How We Use Your Information

We use the information above for the following purposes:

• To provide, operate, and improve our Services and our marketing website.
• To create and manage your account and process billing.
• To respond to your inquiries, support requests, and demo requests.
• To send service-related communications (account verification, security alerts, billing notices).
• To send marketing communications, where you have opted in, with the ability to opt out at any time.
• To analyze usage of our website and improve content and user experience.
• To prevent fraud, abuse, and unauthorized access. For example, forms on our website are checked for spam by CleanTalk, which receives the submitted name, email address, message, and IP address.
• To comply with legal obligations.

Legal Basis for Processing (GDPR)

Where the GDPR or UK GDPR applies, we process your personal information on the following legal bases:

• Performance of a contract - to provide the Services you have signed up for.
• Legitimate interests - to operate and improve our business, secure our systems, and reach prospective customers, where those interests are not overridden by your data protection rights.
• Consent - for marketing communications, optional cookies, and where else expressly required.
• Compliance with a legal obligation - to meet tax, accounting, and other legal requirements.

Sub-processors and Service Providers

We engage a limited set of third-party providers to deliver our Services (for example, cloud hosting, content delivery, email infrastructure, telephony, maps, payments, push notifications, and AI inference). The complete current list is published at practicpro.com/trust/sub-processors, including each provider's name, purpose, the categories of data they process, and the location of processing. We update that list when our infrastructure changes.

Each provider is bound by a written agreement that imposes data-protection obligations no less protective than those we owe you.

Artificial Intelligence

PracticPro offers AI-assisted features. We do not train our own AI models on your data. Anthropic and OpenAI process data under business API terms that do not allow them to train on it. Voice, transcription, call summary and text-reply features run on our telephony provider Telnyx's AI platform under our agreement with Telnyx. Call transcription is on by default and can be turned off; other AI features run only when they are used or set up. Full details, including which AI providers we use and what data is sent to each, are published at practicpro.com/trust/ai.

Cookies and Tracking Technologies

We use cookies and similar technologies on our marketing website and in the PracticPro application.

• Marketing website (practicpro.com) - we use Google Analytics (performance cookies) and the Meta Pixel (targeting/advertising cookies). If you visit from the European Economic Area, the United Kingdom, or Switzerland, these and functionality cookies stay off until you choose Accept All, Reject All, or Customize in the cookie banner. Everywhere else, they start on and you can turn them off at any time in Privacy Controls, linked in the footer of every page. If your browser sends a Global Privacy Control signal, the Meta Pixel stays off. Your choice is saved in your browser for one year.
• PracticPro application and client-facing pages - essential cookies keep you signed in and protect against forgery. Stripe sets its own cookies on payment pages for fraud prevention. We do not use advertising cookies or session-recording tools in the PracticPro application or on client-facing pages.

Details are in our Cookie Policy.

Marketing

We send marketing emails only to people who have signed up or opted in. You can unsubscribe at any time using the link at the bottom of any marketing email or by emailing privacy@practicpro.com.

We do not sell your personal information for money. Our marketing website uses the Meta Pixel, which sends Meta information about your visit (such as the pages you view, your IP address, and browser identifiers) so we can measure and target our advertising on Meta's platforms. Under some state privacy laws, including California's, this may be considered "sharing" of personal information for cross-context behavioral advertising. You can opt out at any time with the "Do Not Sell or Share My Personal Information" link in the footer of our website or by turning off Targeting/Advertising cookies in Privacy Controls, and we treat a Global Privacy Control signal from your browser as an opt-out. We do not use Customer Tenant Data (described below) for advertising.

SMS and Text Messaging

When you provide your phone number and engage our Services (by phone, in person, or through our website), you consent to receive text messages from us regarding your account, appointments, service updates, communications, and verification codes, including the one-time codes we send to sign you in. If you submit a phone number through our contact, demo, or affiliate form, we may call or text you at that number about your request. We do not send marketing text messages, and consent to receive texts is not a condition of purchase.

• Message Frequency: Varies based on account activity and service needs.
• Message and Data Rates: May apply. Contact your wireless carrier for plan details.
• Opt-Out: Reply STOP to any message. You will receive a one-time confirmation. Opting out of text messages does not affect your ability to use our Services.
• Help: Reply HELP or contact support@practicpro.com or (855) 717-0208.
• No Sharing of Mobile Information: We do not sell, rent, loan, trade, lease, or otherwise transfer for profit any phone numbers or personal information collected through SMS to any third party. Mobile information is not shared with third parties or affiliates for marketing.
• Supported Carriers: Major U.S. carriers are supported. Carriers are not liable for delayed or undelivered messages.

PracticPro Browser Extension

The PracticPro browser extension reads a web page only when you click its button or menu item on that page. It then does one of two things: it sends that page's content (for example, a product's name, price, picture, SKU, brand, description and link) to your PracticPro account to add the product to your document, or it opens a phone number you selected in your PracticPro portal.

The extension uses the browser's active-tab permission only, so it does not run on any other page. It does not track your browsing, show ads or collect analytics, and it does not send data anywhere but your PracticPro account. Data it sends is handled like the rest of your PracticPro data under this Privacy Policy.

Data Retention

We retain personal information only as long as needed for the purposes set out in this policy or as required by law.

• Active customer accounts: for the duration of the Services Agreement, plus a 30-day export window after termination, after which data is deleted unless retention is required by law.
• Inactive prospects and inquiries: up to three years from the last interaction, then deleted.
• Newsletter subscribers: until unsubscribe, then deleted within a reasonable period.
• Backups: weekly server backups are kept on a rolling basis by our hosting provider and are not restored or used during retention except to recover from data loss or as required by law.
• Log data: request and sign-in logs are retained for security, fraud-prevention, and operational purposes.

Customer tenant data is retained according to the Data Processing Addendum.

Data Security

We implement appropriate technical and organizational security measures designed to protect personal information against unauthorized access, alteration, disclosure, or destruction. These include encryption in transit using TLS 1.2 or higher, application-level encryption of sensitive values (such as connected-account tokens, API keys, bank account numbers, and sign-in codes), role-based access control, logging and monitoring, and routine backups. No method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

International Data Transfers

Our application servers and databases are hosted in the United States, and most of our sub-processors are located in the United States. Some providers, such as Cloudflare, operate global networks. If you are located in the European Economic Area, the United Kingdom, or Switzerland, your personal information may be transferred to and processed in the United States.

Where required by applicable law, we rely on the European Commission's Standard Contractual Clauses (2021/914, Module Two), the UK International Data Transfer Addendum, or equivalent Swiss mechanisms to lawfully transfer personal data. These mechanisms are incorporated into our Data Processing Addendum.

Your Privacy Rights

Depending on where you live, you may have some or all of the following rights regarding your personal information:

• Right to Access - request a copy of the personal information we hold about you.
• Right to Rectification - request correction of inaccurate or incomplete information.
• Right to Erasure - request deletion of your personal information, subject to applicable exceptions.
• Right to Restrict Processing - request that we limit how we use your information.
• Right to Object - object to processing based on our legitimate interests, including for direct marketing.
• Right to Data Portability - request your information in a structured, machine-readable format.
• Right to Withdraw Consent - withdraw consent at any time where we rely on it.
• Right to Lodge a Complaint - with a supervisory authority in your jurisdiction.

To exercise any of these rights, email privacy@practicpro.com. We will respond within the timeframe required by applicable law (typically 30 to 45 days). We may need to verify your identity before fulfilling your request.

If you are an end client of a PracticPro customer (for example, a homeowner whose information is stored in a contractor's PracticPro account), please direct your request to the PracticPro customer you do business with. They are the Controller of that information; we are the Processor, and we are not permitted to act on those requests unilaterally.

Account Deletion

You may request deletion of your account at any time by emailing privacy@practicpro.com. We will confirm the request, verify your identity, and complete the deletion in line with the retention rules above and our contractual commitments.

Children's Privacy

Our Services are not intended for individuals under the age of 16. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child under 16, please contact us at privacy@practicpro.com and we will delete it.

Business Transactions

If PracticPro is involved in a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such change in ownership or material change in this Privacy Policy.

Compliance with Law

We may disclose personal information when required by law, court order, or governmental authority, or where we believe in good faith that disclosure is necessary to protect our rights, the safety of others, or the integrity of our Services.

Links to Other Sites

Our Services may contain links to third-party sites that we do not operate. We are not responsible for the content or privacy practices of those sites. We encourage you to review the privacy policies of any site you visit.

Customer Tenant Data (Processor role)

When our customers (businesses using PracticPro) upload personal information about their own end clients, employees, or contacts into PracticPro, we process that information as a Processor on the customer's behalf. We do not control that data, and we do not use it for our own purposes. Depending on the features a customer uses, this information can include:

• contact details, notes, jobs, estimates, invoices, and payment records;
• phone calls, call recordings, voicemails, call transcripts and summaries, and text messages (SMS/MMS) sent or received through PracticPro phone numbers;
• emails sent through a connected Gmail account or mail server, and whether a recipient opened an email (detected with a tracking image);
• the carrier, line type, and location information our telephony provider returns for a contact's phone number;
• files and photos, including any location data stored in a photo's metadata;
• electronic-signature records, including the signer's name, signature, IP address, approximate location derived from it, browser and device details, and timestamps;
• payments made through the client portal or payment pages (card, Apple Pay, Google Pay, and bank transfer details are collected and stored by Stripe, not by PracticPro);
• time clock records of the customer's staff, including the location and photo recorded at clock-in and clock-out where the customer turns on location checks; and
• information a customer's website visitors submit through PracticPro-hosted websites, forms, and booking pages.

Our processing of that data is governed by:

• the Services Agreement signed with the customer;
• our Data Processing Addendum, which incorporates the EU Standard Contractual Clauses by reference;
• our Sub-processor list, which identifies the third parties that touch tenant data; and
• our AI Data Handling commitments, which describe how AI features process tenant data (where enabled).

If you are an end client whose information has been entered into PracticPro by a business you do business with, please raise privacy requests with that business. We will support them in responding under our Processor obligations.

Google User Data

PracticPro lets a user connect Google services, such as Gmail, Google Calendar, and Google Ads, to their PracticPro account. We access Google user data only after the user signs in with Google and grants permission, and only for the features the user turns on.

Google Ads

When a user connects Google Ads, PracticPro accesses, through the Google Ads API:

• the list of Google Ads accounts the user can access, with each account's name and number;
• the lead form assets of the account the user chooses, with each form's name and its lead delivery settings; and
• the leads submitted through those forms in the last 60 days.

We use this data only to deliver the user's own leads into their PracticPro account: to show their accounts and lead forms, to set PracticPro as the delivery address of the lead forms the user chooses, and to bring in the last 60 days of leads when the user chooses an account (and again whenever the user asks). PracticPro does not create, change, or pause campaigns, ads, keywords, or budgets, and does not read billing information.

How we handle Google user data

• Limited Use. PracticPro's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
• No selling, no advertising. We do not sell Google user data, and we do not use it for advertising, for credit decisions, or to build user profiles for anyone else.
• No AI training. We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine learning models.
• People. PracticPro staff do not read Google user data, except with the user's consent for support, when needed for security, or when required by law.
• Sharing. We share Google user data only with the service providers that host and run PracticPro, under confidentiality obligations, and only to provide the features described above.
• Security. The access tokens Google issues are stored encrypted and are never shown in PracticPro. Leads brought in from Google Ads are stored in the user's PracticPro account like any other lead.
• Disconnecting and deletion. A user can disconnect Google Ads at any time in PracticPro (Settings > Data Sources > Google Ads > Disconnect), which revokes PracticPro's access with Google. Access can also be removed at myaccount.google.com/permissions. To delete the data, contact us as described below.

Additional Information for Specific Jurisdictions

California Residents (CCPA / CPRA)

California residents have specific rights under the California Consumer Privacy Act of 2018 as amended by the California Privacy Rights Act of 2020.

Right to Know

You may request that we disclose:

• the categories of personal information we have collected about you;
• the categories of sources from which we collected it;
• our business or commercial purpose for collecting it;
• the categories of third parties with whom we shared it; and
• the specific pieces of personal information we hold about you.

Right to Delete

You may request that we delete personal information we have collected from you, subject to certain exceptions provided by law.

Right to Correct

You may request that we correct inaccurate personal information we hold about you.

Right to Opt Out of Sale or Sharing

PracticPro does not sell personal information for money. Our marketing website uses the Meta Pixel, which may be considered "selling" or "sharing" personal information (identifiers and internet activity) for cross-context behavioral advertising under California law. Google Analytics runs in Google Consent Mode with advertising storage, advertising user data, and ad personalization denied. You can opt out of sale and sharing in any of these ways:

• Click "Do Not Sell or Share My Personal Information" in the footer of any page of our website, which opens your cookie preferences, and turn off Targeting/Advertising cookies. You can also turn off Performance cookies there.
• Use a browser or extension that sends a Global Privacy Control (GPC) signal. We honor it as a valid opt-out of sale and sharing: the Meta Pixel stays off and its setting is locked off while the signal is present.
• Email privacy@practicpro.com.

When you turn a category off, its script stops and its cookies (such as _ga, _fbp, and _fbc) are deleted. Because your choice is stored in your browser, you need to set it again on each browser or device you use, or if you clear your cookies. We do not knowingly sell or share the personal information of consumers under 16 years of age.

Right to Limit Use of Sensitive Personal Information

We do not use sensitive personal information for purposes that would trigger this right beyond what is reasonably necessary to provide the Services.

Right to Non-Discrimination

We will not discriminate against you for exercising your CCPA rights.

How to Exercise Your Rights

Submit a verifiable consumer request by emailing privacy@practicpro.com, using our contact form, or calling (855) 717-0208. We will respond within 45 days of receipt. If we need additional time (up to 45 more days), we will inform you in writing.

Only you, or someone legally authorized to act on your behalf, may submit a request related to your personal information. You may also submit a request on behalf of your minor child.

Categories of Personal Information Collected in the Past 12 Months

• Identifiers (name, address, email, phone number)
• Commercial information (services purchased)
• Internet or other electronic network activity information
• Geolocation data (general location only, derived from IP address)
• Audio and electronic information (recordings of calls with us, where calls are recorded)
• Professional or employment-related information
• Sensitive personal information limited to account log-in data (the phone number or email address and one-time code used to sign in), used only to provide and secure the Services

We collect this information from you directly, from your use of our website and Services, and from our service providers. We disclose it for business purposes to the categories of service providers listed on our Sub-processors page (hosting, communications, payments, email, analytics, and AI providers), and identifiers and internet activity on our marketing website to Google and Meta as described above.

California Shine the Light

California Civil Code Section 1798.83 permits California residents to request information regarding our disclosure of personal information to third parties for their direct marketing purposes. We do not share personal information with third parties for their direct marketing purposes.

For PracticPro Customers - Your Own Intake Forms

If you are a PracticPro customer collecting personal information from California residents through your own intake or contact forms, you also need to provide a "notice at collection" at the point of collection. We publish a free CCPA Notice at Collection template you can paste into your own forms.

European Economic Area, United Kingdom, and Switzerland

Residents of the EEA, UK, and Switzerland have the rights set out under "Your Privacy Rights" above. You may also lodge a complaint with your local supervisory authority.

The data controller responsible for your personal information collected through our marketing website and account relationship is PracticPro LLC. For data we process on behalf of our customers, the customer is the controller and PracticPro is the processor (see our Data Processing Addendum).

Changes to This Privacy Policy

We may update this policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. Material changes will be posted on this page with an updated revision date and, where appropriate, additional notice. Your continued use of our Services after the effective date constitutes acceptance of the updated policy.