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.
• Contact and inquiry data - information you provide when you fill out a contact form, request a demo, subscribe to our newsletter, apply to our affiliate program, or contact us in any other way.
• Usage data - information about how you use our marketing website (pages visited, time on page, referrer).
• Technical data - IP address, browser type and version, device information, language preferences, and similar technical identifiers automatically collected by our web servers and analytics tools.
• 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.
• 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, email infrastructure, telephony, 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, and the AI providers we contract with operate on zero-retention terms that prohibit them from training on your data either. AI features are optional and can be disabled. 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. Analytics cookies (Google Analytics) and session-recording on pre-login pages (Hotjar) are gated by your cookie consent. We do not use targeted advertising cookies inside the authenticated PracticPro application. 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 [email protected].

We do not sell your personal information. We do not share it with third parties for their own targeted advertising. We do not authorize advertising networks to track you across other websites for our benefit.

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.

• 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 [email protected] 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.

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: routine backups follow our standard backup-retention schedule and are not restored or used during retention except as required by law.
• Log data: typically retained for up to 12 months for security 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, encryption at rest, 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 infrastructure and most of our sub-processors are located in the United States. 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 [email protected]. 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 [email protected]. 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 [email protected] 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. 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.

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, and we do not share personal information for cross-context behavioral advertising. There is no "sale" or "share" to opt out of.

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 [email protected], 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)
• Professional or employment-related information

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.

Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us:

• Email: [email protected]
• Phone: (855) 717-0208
• Mail: PracticPro LLC, 6700 Platt Avenue, West Hills, CA 91307