Effective Date: September 1, 2026
Last Updated: September 1, 2026
PractiScale and PracticeScale.ai ("PracticeScale," "PractiScale," "we," "us," or "our") respect your privacy and are committed to protecting the information you provide to us. This Privacy Policy explains how we collect, use, disclose, store, and protect information when you visit https://practicescale.ai/, submit a form, request an AI Audit, register for educational content, communicate with us, use PracticeScale.ai software or related services, or otherwise interact with us. By accessing or using our website or services, you acknowledge the practices described in this Privacy Policy.
1. Information We Collect
We may collect information that you voluntarily provide to us, including:
Full name
Work email address
Telephone or mobile number
Practice or business name
Medical specialty
Number of practice locations
Job title or professional role
Business needs, challenges, or goals
Information provided through our AI Audit
Appointment or consultation information
Messages submitted through contact forms
Billing and transaction information
Account information associated with PracticeScale.ai
Communications between you and our team
Information provided when participating in the Practice Scale Academy, Mastermind, workshops, webinars, or other programs
Information Collected Automatically
When you use our website, we may automatically collect certain technical information, including:
IP address
Browser type
Device type
Operating system
Referring website or advertising source
Pages viewed
Links clicked
Date and time of visits
Website activity
Approximate geographic location
Cookie identifiers and similar technical data
We may use cookies, pixels, analytics tools, advertising technologies, and similar tracking technologies to understand how visitors use our website and to improve our marketing and services. These technologies may include services provided by companies such as Google, Meta, and other analytics, CRM, communications, and advertising providers when enabled on our website.
2. How We Use Your Information
We may use the information we collect to:
Respond to inquiries and requests
Provide the Practice AI Audit
Schedule consultations, demos, coaching sessions, or meetings
Provide PracticeScale.ai software and CRM services
Deliver AI transformation, marketing, automation, and consulting services
Operate AI chat and voice systems
Send appointment reminders and service-related communications
Provide Academy, Mastermind, webinar, workshop, and educational content
Send requested reports, guides, ebooks, and resources
Provide customer and technical support
Process payments and manage subscriptions
Personalize your experience
Improve our website, products, software, and services
Measure marketing and advertising performance
Conduct analytics and business reporting
Prevent fraud, misuse, and security threats
Comply with contractual, regulatory, and legal obligations
Enforce our agreements and policies
Communicate with you about products, services, educational programs, events, or offers when permitted by law
3. Email, SMS, Telephone, and Automated Communications
If you provide your email address or telephone number and consent to receive communications, we may contact you by:
SMS/text message
Telephone
Voicemail
Automated messaging systems
AI-assisted chat or voice systems
Where legally required, we will obtain appropriate consent before sending marketing communications.
Consent to receive marketing calls or text messages is not a condition of purchasing any product or service.
Message frequency may vary. Message and data rates may apply.
You may opt out of marketing text messages at any time by replying STOP. You may request assistance by replying HELP.
You may unsubscribe from marketing emails using the unsubscribe link included in our emails.
Opting out of marketing communications does not prevent us from sending transactional, account-related, security, scheduling, or other non-marketing communications when necessary.
4. Mobile Information and SMS Privacy
We do not sell or rent your mobile telephone number or SMS opt-in information. Mobile information and text-message consent information will not be shared with third parties or affiliates for their own marketing or promotional purposes. We may share information with service providers that help us deliver text messages, telephone services, CRM functionality, customer support, or other communications on our behalf. These providers may use the information only as necessary to provide contracted services to us. SMS opt-in consent information will not be shared with third parties for unrelated marketing purposes.
5. Healthcare Information and HIPAA
PracticeScale works with healthcare organizations and medical practices.
Public Website Forms
Our general website, AI Audit, and public contact forms are not intended for patients to submit Protected Health Information ("PHI").
Please do not use public website contact forms to submit medical records, diagnoses, treatment information, Social Security numbers, insurance information, or other sensitive patient information.
PracticeScale as a Business Associate
When PracticeScale provides services to a healthcare provider that require us to create, receive, maintain, or transmit PHI on behalf of that provider, we will enter into an appropriate Business Associate Agreement ("BAA") before handling PHI when required by HIPAA.
PHI handled by PracticeScale in its capacity as a Business Associate is governed by:
The applicable BAA
The Health Insurance Portability and Accountability Act ("HIPAA")
Applicable HIPAA regulations
Other applicable healthcare privacy and security laws
Where there is a conflict between this general Privacy Policy and an applicable BAA regarding PHI, the BAA will control.
This Privacy Policy is not intended to replace a healthcare provider's Notice of Privacy Practices.
6. How We Share Information
We may share information with third parties when reasonably necessary to operate our business and deliver our services.
These may include:
Service Providers
We may work with companies that provide:
Website hosting
CRM services
Cloud storage
Email delivery
SMS and telecommunications
Appointment scheduling
Payment processing
Analytics
Advertising
Customer support
AI technology
Automation services
Cybersecurity
Data processing
Professional services
These providers may receive information only as reasonably necessary to perform services for us.
Business Clients
When we provide CRM, marketing, lead management, scheduling, or automation services on behalf of a medical practice or other business, information submitted through those systems may be provided to the applicable client.
Legal Requirements
We may disclose information if we reasonably believe disclosure is necessary to:
Comply with applicable law or legal process
Respond to a subpoena, court order, or government request
Protect our rights or property
Prevent fraud or abuse
Protect the safety of our customers, users, employees, or others
Business Transfers
If PracticeScale undergoes a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information may be transferred as part of that transaction, subject to applicable law.
7. Sale or Sharing of Personal Information
PracticeScale does not sell personal information for money.
Certain advertising or analytics technologies may qualify as "sharing," "targeted advertising," or similar activity under some state privacy laws.
Where required by applicable law, eligible users may request to opt out of such activity.
We do not sell or share SMS opt-in consent information for third-party marketing purposes.
8. Cookies and Tracking Technologies
Our website may use:
Essential cookies
Performance cookies
Analytics cookies
Advertising cookies
Conversion tracking technologies
Pixels
Local storage
Similar technologies
These technologies help us operate the website, measure traffic, understand visitor behavior, improve our advertising, and evaluate the effectiveness of campaigns.
You may configure your browser to refuse or delete certain cookies. Blocking cookies may affect some features of the website.
Where required by applicable law, we will provide appropriate cookie choices or consent mechanisms.
9. Advertising
We may use third-party advertising platforms to promote PracticeScale services and measure campaign performance.
These platforms may use cookies, pixels, or similar technologies to understand whether users interacted with an advertisement or visited particular pages of our website. Information collected through advertising technologies is subject to both this Privacy Policy and the privacy practices of the applicable advertising provider.
10. Data Retention
We retain personal information for as long as reasonably necessary to:
Provide our services
Maintain customer relationships
Fulfill contractual obligations
Maintain business and financial records
Resolve disputes
Prevent fraud
Comply with applicable laws
Enforce our agreements
Retention periods may vary depending on the type of information and the purpose for which it was collected.
PHI handled under a BAA will be retained and disposed of according to the applicable BAA, HIPAA requirements, contractual requirements, and applicable law.
11. Data Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. However, no website, network, database, software platform, or electronic transmission method can be guaranteed to be completely secure. You are responsible for maintaining the confidentiality of any usernames, passwords, or credentials associated with your PracticeScale.ai account.
12. Your Privacy Rights
Depending on where you reside, you may have legal rights relating to your personal information, including the right to:
Request access to personal information
Request correction of inaccurate information
Request deletion of certain information
Request a copy of certain information
Opt out of certain targeted advertising or sharing
Withdraw consent where processing is based on consent
Appeal certain privacy-request decisions
Limit certain uses of sensitive personal information where applicable
We will not unlawfully discriminate against you for exercising a privacy right.
Certain information may be exempt from privacy requests where retention or processing is required by law, contract, security requirements, HIPAA, or another applicable exception.
13. Florida Privacy Rights
PracticeScale is based in Florida and respects the privacy rights provided under applicable Florida law, including the Florida Digital Bill of Rights where applicable. Depending on applicable law and whether PracticeScale is subject to a particular statutory requirement, Florida residents may have certain rights regarding their personal information, including the right to:
Confirm whether we process their personal data
Access personal data we maintain about them
Correct inaccuracies in their personal data
Request deletion of certain personal data
Obtain a portable copy of certain personal data
Opt out of the sale of personal data where applicable
Opt out of certain targeted advertising where applicable
Opt out of certain profiling that may produce legal or similarly significant effects
Opt out of certain processing of sensitive personal data where applicable
Appeal certain decisions regarding privacy requests where required by law
PracticeScale does not sell personal information for monetary compensation.
Certain analytics, advertising, and marketing technologies used on our website may constitute targeted advertising, sharing, or similar processing under applicable privacy laws.
Where required by law, eligible individuals may request to opt out of such activities.
Sensitive Information
PracticeScale does not intend to collect sensitive personal or medical information through its general website forms.
Visitors should not submit Protected Health Information ("PHI"), medical records, diagnosis information, insurance information, Social Security numbers, or other sensitive patient information through public contact forms.
When PracticeScale processes PHI on behalf of a healthcare organization, that information is handled according to the applicable Business Associate Agreement ("BAA"), HIPAA requirements, and other applicable healthcare privacy laws.
Exercising Your Privacy Rights
To submit an applicable privacy request, please contact PracticeScale through:
PracticeScale / PractiScale
Website: https://practicescale.ai/
Contact: https://practicescale.ai/contact/
Your request should provide enough information for us to reasonably:
Verify your identity; and Understand and respond to your request.
We may request additional information when reasonably necessary to verify your identity or protect against fraudulent requests.
We will respond to verified privacy requests within the period required by applicable law.
If we deny a request and applicable law provides a right to appeal, we will provide instructions explaining how an appeal may be submitted.
PracticeScale will not unlawfully discriminate against an individual for exercising applicable privacy rights.
Certain information may be retained or excluded from a privacy request when necessary to:
Comply with federal or state law
Satisfy contractual obligations
Maintain financial or business records
Detect or prevent fraud
Protect security
Establish or defend legal claims
Meet HIPAA or healthcare regulatory requirements
Fulfill other legally permitted purposes
14. Children's Privacy
Our website and services are intended for business owners, professionals, and adults.
They are not directed to children under the age of 13, and we do not knowingly collect personal information directly from children under 13 through the PracticeScale website. If we discover that such information has been collected without appropriate authorization, we will take reasonable steps to delete it.
15. Third-Party Websites and Services
Our website may contain links to third-party websites, software, booking platforms, social networks, payment processors, or other services.
We are not responsible for the privacy, security, content, or practices of third-party websites or services. We encourage you to review their privacy policies before providing personal information.
16. International Visitors
PracticeScale primarily operates services for businesses in the United States.
If you access the website from outside the United States, your information may be transferred to, stored in, or processed in the United States or other countries where our service providers operate. Applicable data protection laws may differ from those in your jurisdiction.
17. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, services, or legal obligations.
When we make changes, we will update the "Last Updated" date at the top of this page. Material changes may also be communicated through the website, email, account notifications, or other reasonable means when required by law.
18. Contact Us
If you have questions about this Privacy Policy or would like to submit a privacy request, please contact PracticeScale through:
PracticeScale / PractiScale
Website: https://practicescale.ai/
Contact: https://practicescale.ai/contact/
For privacy-related requests, please include enough information for us to reasonably verify your identity and understand your request.
Do not send patient medical information or other PHI through the general website contact form.