1. Overview
Simplified Practice provides software and related services designed to help clinics manage scheduling, intake, charting, communication, billing, programs, reporting, and operational workflows. This Privacy Policy applies to information collected through our public website and our platform.
Depending on how our services are used, Simplified Practice may act as a service provider or processor on behalf of a clinic customer, and that clinic may act as the controller or business responsible for certain information submitted into the platform.
2. Information We Collect
We may collect the following categories of information:
- Contact details such as name, email address, phone number, and business name.
- Account and authentication data such as usernames, permissions, and login activity.
- Billing and transaction information needed to support subscriptions, invoices, and payments.
- Technical data such as browser type, device information, IP address, and usage logs.
- Customer-provided content stored in the platform, including scheduling, intake, care, and operational records.
- Communications you send to us, including demo requests, support messages, and other inquiries.
3. Google User Data
When an authorized clinic user chooses to connect a Google account, Simplified Practice uses Google OAuth to request the minimum permissions needed to provide the connected Gmail features described below. Connecting Gmail is optional.
- Data accessed: the connected account's basic profile and email address, and Gmail message data needed to receive, display, organize, search, and reply to clinic email. Message data can include sender and recipient details, subject, body, message and thread identifiers, timestamps, labels or folder information, and attachment metadata.
- How it is used: to display Gmail conversations in the clinic's unified inbox, notify authorized clinic users of new messages, preserve conversation threading, and send messages or replies that an authorized clinic user initiates. Message content may also be processed to provide prominent user-facing features in Simplified Practice, including inbox triage, summaries, suggested replies, and other clinic-requested workflow assistance.
- Storage: connected-account identifiers and copies of email content used by the unified inbox are stored in the clinic customer's tenant-specific environment and protected by the access controls and security measures described in this Policy.
- Sharing: Google user data is shared only with service providers acting on our behalf when necessary to provide these user-facing features. This includes Nylas, which provides mailbox connectivity, and AI service providers that process limited message content to return the user-requested triage, summary, or drafting result. We do not sell Google user data, use it for advertising, or use it to train generalized AI or machine learning models.
- User control and deletion: an authorized clinic user can disconnect Gmail from the Communications settings in Simplified Practice. Disconnecting revokes future mailbox access. Messages previously copied into the clinic inbox remain subject to the clinic's retention settings and legal obligations; the clinic account owner may request their deletion by contacting us at info@simplifiedpractice.com.
Simplified Practice's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Human access to Google user data is limited to situations permitted by that policy, such as when a user gives affirmative permission for support, when access is required for security or abuse investigation, or when required by law.
4. How We Use Information
We may use information to:
- Provide, operate, maintain, and improve our website, platform, and services.
- Create and manage accounts, permissions, and customer configurations.
- Respond to inquiries, support requests, and demo requests.
- Monitor security, detect fraud, prevent misuse, and enforce our agreements.
- Process transactions, invoices, subscriptions, and related operational workflows.
- Analyze usage trends and improve reliability, performance, and user experience.
- Comply with legal obligations and protect our rights, users, and services.
5. How We Share Information
We do not sell personal information. We may share information with trusted service providers and subprocessors that help us host, secure, maintain, or support our services, and with integration providers used at a customer’s direction.
We may also disclose information when required by law, regulation, legal process, or to protect the safety, rights, or property of Simplified Practice, our customers, or others.
6. Security and Retention
We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, or alteration. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
We retain information for as long as needed to provide services, satisfy legal and operational obligations, resolve disputes, and enforce our agreements.
7. Health and Sensitive Information
Our customers may choose to use Simplified Practice in connection with health, wellness, or care-related operations. Where we process information on behalf of a clinic customer, that customer is responsible for its notices, consents, and legal basis for collection and use.
8. Your Choices and Rights
Depending on your location and relationship with us, you may have rights to access, correct, delete, restrict, or object to certain processing of your information. You may also have the right to request a copy of information we hold about you.
If your information was submitted to Simplified Practice by one of our clinic customers, you should generally direct your request to that clinic first.
9. Cookies and Analytics
We may use cookies, similar technologies, and analytics tools to understand how visitors use our website and to improve performance, reliability, and user experience.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will post the revised version here and update the effective date above.
11. Contact Us
For questions about this Privacy Policy, please contact Simplified Practice at info@simplifiedpractice.com.