Effective Date: September 16, 2026
Last Updated: September 16, 2026
Practilio (“Practilio,” “we,” “us,” or “our”) respects your privacy.
This Privacy Policy explains how we may collect, use, disclose, store, and otherwise process personal information when you visit practilio.com, communicate with us, request information, become a customer, or use Practilio services.
This Privacy Policy should be read together with our Terms of Use and, where applicable, our Terms and Conditions and other agreements.
This Privacy Policy applies to personal information collected through:
The Practilio website
Website contact forms
Chat features
Consultation or demonstration requests
Email communications
Telephone communications
SMS/text messaging
Customer onboarding
Practilio accounts and services
Customer support
Business communications
Practilio-operated automation and workflow systems
Certain information Practilio processes on behalf of healthcare clients may be governed by separate agreements, including Business Associate Agreements.
Depending on how you interact with Practilio, we may collect the following categories of information.
This may include:
Name
Business name
Email address
Telephone number
Mailing or business address
We may collect information regarding your dental practice or other organization, including:
Practice or company name
Office location
Number of locations
Business telephone number
Website
Practice-management or CRM systems used
Scheduling and workflow needs
Services you are interested in
Business preferences and communications
If you use a Practilio account or customer platform, information may include:
Username
Account identifier
Account preferences
User role
Login activity
Service configuration information
We may collect communications you send to Practilio, including:
Emails
Text messages
Chat messages
Support requests
Consultation inquiries
Feedback
Responses to automated communications
If you purchase Practilio services, information relating to the transaction may include:
Services purchased
Subscription information
Amount charged
Billing status
Transaction date
Payment-related identifiers
Payment card information may be processed directly by third-party payment processors. Practilio may not directly receive or store complete payment-card details when those transactions are handled by a third party.
When you use the Website, certain information may be collected automatically, such as:
IP address
Browser type
Device type
Operating system
Pages viewed
Dates and times of visits
Approximate geographic area derived from IP address
Referring website
Website interaction information
Technical and diagnostic information
Practilio and service providers supporting the Website may use cookies, pixels, local storage, analytics technologies, and similar tools.
These technologies may help us:
Operate the Website
Maintain security
Remember preferences
Understand Website usage
Diagnose technical issues
Improve Website performance
Measure marketing effectiveness
Understand how visitors find Practilio
Where required by applicable law, users may be provided with choices regarding non-essential cookies or similar technologies.
Browser settings may also allow users to restrict certain cookies.
Disabling cookies may affect some Website features.
Practilio may process information on behalf of dental practices and other business customers while providing services such as:
Patient recall
Appointment reminders
Scheduling support
Missed-appointment follow-up
Reactivation outreach
Communication automation
CRM services
Workflow automation
AI-assisted administrative communications
This information may include patient names, contact information, appointment information, communication history, scheduling information, and other information supplied or authorized by the client.
When Practilio processes this information on behalf of a client, the applicable dental practice or other business may determine why and how the information is used.
Questions concerning a dental practice's treatment of patient records or other information should generally be directed to that practice.
Some Practilio clients may be healthcare providers subject to the Health Insurance Portability and Accountability Act (“HIPAA”).
Where Practilio performs services that cause it to qualify as a Business Associate under HIPAA, Practilio's handling of Protected Health Information (“PHI”) will be governed by applicable law and an appropriate Business Associate Agreement when required.
A Business Associate Agreement may establish additional requirements regarding:
Permitted uses and disclosures of PHI
Safeguards
Security incidents
Breach notification
Subcontractors
Access to information
Return or destruction of information
Other HIPAA obligations
This Privacy Policy is not a healthcare provider's HIPAA Notice of Privacy Practices and does not replace a Business Associate Agreement.
Clients should not send PHI through a feature, integration, application, or communication method unless that feature has been approved and appropriately configured for the intended use.
Practilio may use personal information to:
Provide requested services
Respond to inquiries
Schedule consultations or demonstrations
Create and manage customer accounts
Configure customer workflows
Deliver customer support
Send administrative communications
Provide appointment or workflow-related communications on behalf of clients
Operate automated messaging systems
Authenticate users
Process payments
Maintain records
Detect and prevent fraud or misuse
Protect our systems and users
Troubleshoot problems
Improve our Website and Services
Analyze Website usage
Develop and improve products and workflows
Comply with legal requirements
Enforce our agreements
Establish, exercise, or defend legal claims
Send marketing communications where permitted by law
We may also use information for other purposes disclosed when the information is collected or with appropriate authorization.
Practilio may use artificial intelligence and automated technologies to support services such as:
Administrative conversations
Scheduling assistance
Message generation
Message classification
Workflow routing
Customer support
Information organization
Automation decisions
Information submitted through AI-enabled functionality may be processed by Practilio and authorized technology providers as necessary to provide the applicable service.
Practilio does not intend for public Website AI tools to independently diagnose conditions, prescribe treatment, or make clinical healthcare decisions.
Where information constitutes PHI, its use with an AI or technology provider must be handled in accordance with applicable contractual and legal requirements.
Practilio may disclose personal information to service providers and contractors that assist us in operating our business.
Depending upon the services being used, these providers may include companies that provide:
Website hosting
CRM technology
Cloud hosting
Telecommunications
SMS and telephone services
Email services
AI technology
Analytics
Scheduling
Payment processing
Authentication
Cybersecurity
Customer support
Professional services
Providers are given information appropriate to the function they perform and may be subject to contractual restrictions when required.
When Practilio processes information for a dental practice or other customer, Practilio may process or transmit information according to that customer's lawful instructions.
For example, appointment-related information may be used to send a reminder or scheduling communication to a patient on behalf of the patient's dental practice.
The customer remains responsible for determining the lawful purposes for which it instructs Practilio to process information.
Practilio may disclose information when we reasonably believe disclosure is necessary to:
Comply with applicable law
Respond to a valid court order, subpoena, or legal process
Protect the rights or property of Practilio
Investigate suspected fraud
Address cybersecurity threats
Protect users, clients, patients, or other persons from harm
Enforce our agreements
Where healthcare information is involved, additional legal restrictions may apply.
If Practilio is involved in a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, information may be transferred as part of that transaction as permitted by applicable law and contractual obligations.
Any successor handling personal information would remain subject to applicable legal requirements regarding that information.
If you provide a telephone number to Practilio, we may use it for communications you request or authorize and for other communications permitted by applicable law.
Depending upon the interaction, messages may include:
Consultation communications
Account notices
Appointment-related communications
Service notifications
Customer support
Marketing messages where authorized
Message frequency may vary.
Message and data rates may apply.
Where applicable, you may opt out of text messages by replying STOP or communicating your request through another reasonable method.
You may receive an appropriate confirmation of your opt-out request.
Opting out of marketing communications does not necessarily prevent communications that are legally permitted or necessary to provide a requested service.
You may unsubscribe from promotional emails using the unsubscribe instructions provided in those emails.
Practilio may continue sending non-promotional messages concerning transactions, accounts, security, customer support, legal notices, or services you have requested when appropriate.
Practilio retains personal information for only as long as reasonably necessary for the purposes for which it was collected, including to:
Provide Services
Maintain business records
Meet contractual obligations
Resolve disputes
Protect against fraud
Maintain security
Comply with applicable legal requirements
Different categories of information may have different retention periods.
Where Practilio processes information on behalf of a client, retention may also be governed by the applicable client agreement or Business Associate Agreement.
Practilio uses administrative, technical, and organizational safeguards designed to protect information appropriate to the nature and sensitivity of the information involved.
However, no internet transmission, electronic storage system, software system, or security method can guarantee absolute security.
Users should protect passwords and account credentials and promptly report suspected unauthorized access.
Depending on your relationship with Practilio and applicable law, you may have the ability to:
Update certain personal information
Request access to information
Request correction of inaccurate information
Request deletion of certain information
Opt out of certain marketing communications
Withdraw certain communications consent
Request information regarding how personal information is used or disclosed
Some requests may be subject to legal exceptions, identity verification, contractual restrictions, or retention requirements.
If Practilio holds information solely on behalf of a dental practice or other client, we may direct your request to the organization responsible for that information.
California residents may have additional rights under California privacy laws when those laws apply to Practilio and the particular information involved.
Depending on applicability and legal exceptions, those rights may include the right to:
Know what categories of personal information are collected
Request access to certain personal information
Request correction of inaccurate information
Request deletion of certain information
Receive information regarding categories of information disclosed
Opt out of the sale or sharing of personal information when applicable
Limit certain uses of sensitive personal information when applicable
Receive equal service without unlawful discrimination for exercising privacy rights
Not every California privacy right applies to every company, type of information, or transaction.
Privacy requests may be sent to:
We may need to verify your identity before completing certain requests.
An authorized agent may submit a request where permitted by law and subject to applicable verification requirements.
Practilio does not sell personal information for money.
Certain website analytics, advertising, cookie, or tracking technologies, if used, may be treated as “sharing” or another regulated disclosure under some state privacy laws even when no money is exchanged.
Practilio will provide legally required choices regarding these technologies when applicable.
Practilio may process sensitive information when reasonably necessary to provide requested services, meet contractual responsibilities, maintain security, or comply with law.
Practilio does not intend to use sensitive personal information collected from Website visitors to infer personal characteristics for unrelated advertising purposes.
Healthcare information processed on behalf of covered healthcare clients may be subject to separate protections and agreements.
Practilio's Website and business services are intended for adults and businesses and are not directed toward children under 13.
Practilio does not knowingly collect personal information directly from children under 13 through its public Website.
Patient information concerning minors may be processed on behalf of healthcare providers when necessary to provide contracted services. Such information is handled under the applicable customer relationship and legal requirements rather than collected directly from children through the public Website.
If you believe a child has directly submitted personal information to Practilio improperly, please contact us.
The Website may contain links to third-party websites and services.
Practilio is not responsible for the privacy practices of third parties.
We encourage users to review the privacy policies of third-party services before providing personal information.
Browsers and devices may offer privacy signals or “Do Not Track” preferences.
Practilio will process legally recognized browser-based opt-out signals when required by applicable law and technically applicable to our Website.
Not all browser signals are governed by the same legal requirements.
Practilio may update this Privacy Policy periodically to reflect changes to:
Our Services
Technology
Information practices
Third-party providers
Legal requirements
The updated policy will be posted with a revised “Last Updated” date.
Where required by law, we may provide additional notice regarding material changes.
For questions, concerns, or privacy requests, contact:
Practilio
Santa Clara County, California
Email: [email protected]
Website: practilio.com
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