Privacy statement

A. The marketing website

The website does not request or store patient charts, lab results, or any other special-category health data. Do not send such data through the demo, start, contact, whitepaper, practice scan, or chat features on the website.

Forms. Where a form on this website only opens your own email application with a draft addressed to hello@practiceflow.io, nothing is stored on our systems by the form itself; we receive only what you choose to send by email (typically your name, practice, and question), which we use to answer you.

Practice Scalability Assessment (practice scan). The public practice scan stores a marketing lead only: first name, last name, email address, practice type, practice size, your 20 answers, and the scores we compute from those answers. We do not store IP addresses with the lead, and we do not ask for patient names, charts, lab results, or any other health information. If you finish the scan, we may email you the report. You may ask us to delete this lead using the contact details below.

On-site chat. The website chat answers product questions about Practiceflow only. Do not type patient names, charts, lab results, or other health information into it. We do not keep full chat transcripts for analytics. If a language-model key is configured, messages are sent to that provider only to generate a reply, then discarded. Clinical questions are refused.

Hosting and logs. Like most websites, the host may process technical logs (for example IP address, browser, and requested URL) to operate and secure the site. We do not use advertising cookies on this website. We may use strictly necessary cookies and privacy-respecting analytics; you can disable cookies through your browser settings, although some parts of the website may then not work properly.

B. The application

Registration and account. Certain features of our service require you to register beforehand. For this purpose we process your name, email address, and practice or workspace details, and for paid plans your billing data. We process this data to perform the agreement with you: to set up and secure your account, to contact you in connection with the execution of the agreement, and for invoicing and payment. Payments are handled through Stripe as payment provider; Stripe processes the billing data needed to complete payment.

Patient and client data entered by your practice. For personal data that you enter into the application about your patients or clients, your practice is the controller and Automationsoft BV is the processor. That processing is governed by our data processing agreement, which forms an integral part of our terms and conditions.

Publication and third parties. We will not publish your customer data and we do not sell personal data. Except for the parties mentioned in this statement, we do not provide your personal data to other companies or organisations, unless we are required to do so by law (for example, when the police demands access to personal data in case of a suspected crime).

C. Your rights

You can always contact us if you have any questions regarding this privacy statement or wish to review, modify or delete your personal data. You have the following rights:

• Right of access: you have the right to see what kind of personal data we processed about you.
• Right of rectification: you have the right to rectify any personal data we have processed about you, if this information is (partially) wrong.
• Right to complain: you have the right to file a complaint against the processing of your personal data by us, or against direct marketing.
• Right to be forgotten: you can file a request with us to remove any personal data we processed of you.
• Right to data portability: if technically possible, you have the right to ask us to transfer your processed personal data to a third party.
• Right to restriction of processing: you can file a request with us to (temporarily) restrict the processing of your personal data.

If you exercise any of the rights mentioned above, we will ask you to identify yourself with a valid ID, to confirm it is your personal data. It is important that you hide your social security number (BSN) and photo.

We will usually comply with your request within 30 days. This term can be extended if the request is proven to be complex or tied to a specific right. You will be notified about a possible extension of this term.

Changes to this privacy statement

We reserve the right to modify this statement. We recommend that you consult this statement on a regular basis, so that you remain informed of any changes.

Complaints

If you think that we are not helping you in the right way, you have the right to lodge a complaint at the authority. For The Netherlands, this is the Autoriteit Persoonsgegevens.

Contact

Automationsoft BV
t.a.v. Practiceflow
Bosseweg 7b
5682BA Best
KvK: 718605584
The Netherlands

Privacy questions: hello@practiceflow.io.