Privacy policy

This policy explains how Practice Elf handles information when you visit practiceelf.com, sign in, use a practice workspace, or contact our team. Practice Elf is a business and administrative workspace for healthcare professionals.

Information we receive

• Account information: your email address, account identifier, profile details you provide, and practice memberships. If you choose a supported third-party sign-in option, we receive identity information authorized through that provider, such as your name, email address, and profile image.
• Workspace information: the practice details, professional identifiers, tasks, contacts, financial planning inputs, documents, and other records you or your authorized team submit.
• Elf interactions: messages, relevant workspace context, attachments you submit, generated responses, and saved conversation summaries. If you choose an available voice feature, your audio is processed for transcription and text may be processed to generate speech.
• Technical and support information: browser and device information, IP addresses and request logs processed by our hosting services, authentication events, and messages you send to support.

How information is used

We use information to authenticate users, provide workspace features, prepare requested drafts and estimates, maintain conversation context, respond to support requests, troubleshoot failures, and protect the service against misuse. Practice permissions determine which workspace records a signed-in user can access.

Service providers and sharing

Our infrastructure includes Cloudflare for hosting and delivery and Supabase for authentication, database, and storage services. AI features send messages and relevant context to Anthropic; available voice features use OpenAI for audio processing. Email delivery, connected services, and professional service providers may process information needed to carry out the features or services you request. Availability depends on your workspace and enabled features.

Information you add to a shared workspace may be visible to its authorized members and administrators. We may also disclose information when required by law or when necessary to address fraud, abuse, or threats to the service or its users. Third-party services have their own privacy policies and may process information in countries outside your own.

Google sign-in and connected services

Signing in with Google establishes your identity. It does not by itself grant Practice Elf access to your Gmail messages, calendar, or Drive files. Any separately enabled integration has its own permissions and setup. You can review or revoke third-party access through your Google Account settings; email sign-in remains a separate option where available.

Cookies, device storage, and passkeys

Our public marketing pages use Google Analytics to understand visits, campaigns, and completed inquiries. Analytics can use cookies and receive browser, device, and page information. We do not include inquiry field contents in our analytics events or install this marketing tag in the authenticated workspace. Advertising personalization and Google signals are disabled in this tag.

The contact form sends the details you enter to Welaka, our CRM, along with referral and campaign information so our team can respond. Please do not include patient information or sensitive records. A temporary confirmation in your browser’s session storage helps count a successful inquiry once; it contains a timestamp, not your form responses.

We use cookies and browser storage for sign-in sessions, preferences, sign-in retry timing, and installed web-app features. Our pages also load fonts from Google Fonts, which receives the network information needed to deliver them. Your browser can restrict cookies or clear stored data, although doing so may sign you out or affect features.

When you use a passkey, your device or credential provider handles any fingerprint, face recognition, or device-PIN check. Practice Elf receives the authentication result, not your fingerprint or facial biometric template.

Sensitive information

Use only information you are authorized to share. Do not enter patient-identifiable health information unless your organization has confirmed that the specific workflow is approved and the necessary agreements and safeguards are in place. A healthcare focus does not establish that every feature is covered by a business associate agreement. Automated redaction is not a substitute for reviewing what you submit.

Retention and your choices

Workspace records and conversation context can remain stored after you sign out. Retention depends on the record, workspace configuration, applicable agreements, and legal or operational requirements; clearing your browser does not delete server records.

Contact support@practiceelf.com to request access, correction, export, or deletion of your information, or to ask about retention. We may need to verify your identity and coordinate with your workspace administrator. Some records may need to be retained to meet legal obligations or preserve records controlled by your organization. Applicable privacy rights depend on your location and circumstances.

Updates and contact

We will post policy updates on this page with a revised date. For questions about this policy or your information, email support@practiceelf.com.