Privacy Policy

Introduction

This privacy notice provides you with details of how we collect and process personal data through your use of Superpractice.com, the Superpractice app, our services, and Superpractice tracking, attribution, cookie, pixel, script, and form capture technologies.

Depending on the context and applicable law, Superpractice LLC acts as the controller or business for personal data we process for our own purposes, including data collected through our websites, account administration, billing, sales, support, and direct communications.

When we process Customer Data or Customer Content through the Services on a customer's behalf—including through the Superpractice app or technology installed on a customer's website or digital property—we generally act as a service provider or processor. The customer controls that data and is responsible for its own privacy notices, consent mechanisms, opt-outs, instructions, and legal compliance. We separately process Usage Data, Service Data, and De-Identified Data for our own business purposes as described below and in our Terms of Service.

If you need to email us about anything related to this privacy notice, you can email us at support@superpractice.com.

If any of your personal information changes (i.e. when you have changed your email address or mailing address) please email us at the above email address and let us know how it has changed. From time to time we may email you to check that the personal data we hold for you is accurate and up to date.

What Personal Data We Collect About You

We may collect the following data about you:

Your name
Your email address
Your address
Your phone number
Your date of birth
Your business name
Your credit card information (if you make a purchase on our website)
Any personal data you post on our website
Data about how you use our website
Technical data such as your IP address, your login data, details about your browser, device information, approximate location inferred from IP address, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website
Tracking and attribution data, including visitor identifiers, cookies, page URLs, page titles, referrers, UTM parameters, ad click identifiers, campaign information, session information, device and browser data, and related analytics events
Form and conversion data processed through Superpractice services, which may include contact information, form metadata, selected practice area or service type, message fields, and other information submitted through a website form, depending on how the customer configures and uses the Services
Call, communication, and meeting data, including call recordings, transcripts, voicemails, text messages, emails, appointment information, meeting recordings, notes, summaries, and related metadata
Customer Content and AI interaction data, including prompts, queries, instructions, inputs, generated outputs, copy, images, creative materials, and other content submitted to or generated through the Services
Integration data received from services that you connect, including campaign, advertising, calendaring, customer-relationship-management, call-tracking, and practice-management systems
Account and product-usage data, including user or account identifiers, timestamps, frequency, duration, volume, features, functions, actions, workflows, product surfaces, call activity, campaign activity, clicks, sessions, performance information, and technical metadata
Your marketing and communication preferences
Any other information that you directly provide to us whether through our contact form, over the phone, by email or otherwise, such as when entering a competition or completing a survey
Application forms
Credit information from third parties

How We May Use Your Data

We will use your data in order to:

Process financial transactions to enable you to purchase our services
Send you customer communications about enhancements to products or services you have bought
Enable us to perform a contract with you and process orders, respond to inquiries related to the order and deal with complaints
Reply to any inquiries you make about our products or services
Send you marketing communications where we are allowed by law to do so
Personalize your experience on our websites
Monitor the use of our website and online services
Ask you to complete surveys or invite you to enter into competitions or prize draws
Keep records of orders placed and communications in relation to such orders
Keep records of communications
Analyze your use of our website and other online services
Administer and protect our business and website
Deliver relevant website content and advertisements to you
Understand the effectiveness of our advertising
Provide tracking pixel, attribution, analytics, conversion tracking, form capture, call tracking, contact creation, and reporting features to our customers
Help customers attribute leads, form submissions, calls, appointments, and retained matters to marketing sources and campaigns
Provide, operate, maintain, support, secure, troubleshoot, improve, develop, market, and commercialize the Services
Process prompts, inputs, outputs, recordings, transcripts, and other content through AI models and other service providers in order to provide and improve the Services
Generate, analyze, and use Usage Data, Service Data, De-Identified Data, analytics, benchmarks, market research, data products, and aggregate insights
Train, test, evaluate, and improve artificial-intelligence and machine-learning models and Services using De-Identified Data
Create and publish customer references, Results Snapshots, case studies, reports, and marketing materials as described below and in our Terms of Service
Carry out credit checks
Bring legal claims against you if you breach a contract or fail to make payment
Comply with any legal obligations we are subject to or as required by a government authority
Obtain or maintain insurance policies
Manage our business
Obtain professional advice

How We Collect Your Personal Data

We may collect data about you by you providing the data directly to us (for example by filling in forms on our site or by sending us emails). We may automatically collect certain data from you as you use our website by using cookies, pixels, scripts, local storage, server logs, and similar technologies.

We may also collect or process data when a Superpractice customer installs or uses the Superpractice pixel, scripts, forms, landing pages, call tracking, or attribution tools on the customer's website or digital property. In that context, the customer controls the website experience and is responsible for providing any required notices, consent choices, opt-outs, and other privacy controls to visitors.

We may receive data from third parties such as analytics providers such as Google, advertising networks such as Facebook, search information providers such as Google, providers of technical, payment and delivery services, fraud detection agencies and data brokers or aggregators.

We may also receive data from publicly available sources.

Superpractice Pixel and Customer Websites

The Superpractice pixel and related tracking technologies help customers measure attribution, understand marketing performance, create or update contacts, and connect website activity with calls, appointments, forms, and other conversion events. These technologies may use first-party or server-set cookies, visitor identifiers, scripts, event logs, IP address, device and browser information, page URLs, page titles, referrers, UTM parameters, ad click identifiers, session history, form identifiers, form actions, and form submission data.

If you visit a customer website that uses Superpractice technology, the customer's privacy policy and consent choices may also apply. Customers are responsible for determining whether and how to use Superpractice tracking technology, for configuring their websites and forms, for avoiding prohibited or restricted data collection, and for honoring legal obligations that apply to their visitors, including opt-out and Global Privacy Control obligations where applicable.

Superpractice does not sell customer website visitor personal information for money. We may process customer website data to provide services to the customer and as otherwise described in this policy and our agreements with customers.

Customer Data, Usage Data, Service Data, and De-Identified Data

"Customer Data" includes documents, files, call recordings, transcripts, form submissions, intake information, integration data, contact information, and other data uploaded, submitted, collected, captured, stored, or processed by or on behalf of a customer through the Services. "Customer Content" includes prompts, queries, instructions, copy, logos, creative materials, communications, and other inputs provided to the Services, together with outputs generated in response.

"Usage Data" means information reflecting access to, interaction with, or use of the Services, including account or user identifiers, timestamps, frequency, duration, volume, call and campaign activity, features, functions, actions, workflows, product surfaces, visits, sessions, clicks, performance information, technical metadata, and statistical analyses based on that information. Usage Data does not include the substance of Customer Data or Customer Content. Superpractice may collect, use, analyze, disclose, publish, license, commercialize, and create derivative works from Usage Data for lawful business purposes, including operating, supporting, securing, improving, marketing, and developing the Services; customer reporting; analytics; benchmarking; market research; data products; and aggregate insights. When Usage Data identifies a person, we process it as personal data under this policy.

"De-Identified Data" means data derived from Customer Data, Customer Content, Usage Data, Service Data, or use of the Services that has been aggregated, de-identified, or anonymized so that it does not identify and cannot reasonably be used to identify a customer, user, client or prospective client, legal matter, or individual. Superpractice may generate, use, reproduce, analyze, disclose, publish, license, commercialize, and create derivative works from De-Identified Data for lawful business purposes, including analytics, benchmarking, market research, public and private reports, marketing, anonymous case studies, product development, data products, aggregate insights, and the training, testing, evaluation, and improvement of artificial-intelligence and machine-learning models and Services. We may disclose or license De-Identified Data and aggregate insights to customers, partners, researchers, and other third parties, and we will not knowingly attempt to re-identify De-Identified Data.

"Service Data" includes Usage Data, De-Identified Data, technical logs, system metrics, models, workflows, training data, analytics, and other information generated through the operation, support, or improvement of the Services. Service Data excludes Customer Data and Customer Content except to the extent transformed into De-Identified Data. We may use, disclose, publish, license, and commercialize Service Data for lawful business purposes.

We will not include information that identifies a customer's clients, prospective clients, or legal matters in public reports, marketing materials, Results Snapshots, case studies, or disclosures to third parties for their independent use unless the customer expressly directs or authorizes that disclosure and confirms it has obtained all required rights and consents. This does not restrict processing by service providers and subprocessors as necessary to provide, operate, support, secure, or improve the Services; disclosures required by law; or our use and disclosure of De-Identified Data.

AI Model Providers and Zero-Data Retention

Some Services process Customer Data or Customer Content through third-party artificial-intelligence model providers. For eligible provider endpoints and features, Superpractice uses enterprise or API configurations that provide provider-level zero-data retention: the provider does not retain prompts or outputs after completing the request and is not permitted to use them to train its models.

Provider-level zero-data retention does not prevent transient processing needed to return an output, retention required by law, retention of non-content safety or classifier results, or storage deliberately enabled for a feature that requires persistence. If a selected provider feature inherently requires storage or is not eligible for zero-data retention, any provider retention is limited to what is necessary to provide that feature and is governed by the provider's applicable terms and our agreements with that provider.

These provider-level controls do not limit Superpractice's separate retention and use of Customer Data, Customer Content, Usage Data, Service Data, or De-Identified Data as described in this policy and our Terms of Service.

Customer References, Results Snapshots, and Case Studies

As described in our Terms of Service, customers automatically grant Superpractice permission to identify them as Superpractice customers and to use their names, trademarks, logos, firm-specific performance and campaign results, testimonials or statements provided by the customer or made publicly available by the customer, campaign materials, and screenshots in Results Snapshots, case studies, research, benchmarking, marketing and sales materials, reports, websites, social media, and other promotional materials.

A customer may terminate this permission prospectively at any time by written notice, including by emailing support@superpractice.com. We will cease new identifying uses within a reasonable period after receiving the notice, but we are not required to recall materials already published or distributed. We will not include information identifying the customer's clients, prospective clients, legal matters, or other individuals unless the customer expressly authorizes that use and confirms it has obtained all required rights and consents. Usage Data that does not identify the customer and De-Identified Data are not subject to this opt-out.

Google User Data

Superpractice lets you connect Google services, including Google Ads, to your account. When you connect Google Ads, we access campaign, ad group, ad, budget, and performance data (such as impressions, clicks, conversions, and spend) for the account you authorize. We use this data solely to provide Superpractice's features to you: displaying reporting and analytics in your dashboard, generating recommendations, and making campaign changes you direct.

Google user data is stored encrypted at rest and is retained only while your integration remains connected. We do not sell Google user data, and we do not share it with third parties except with the service providers that operate our platform, as described in this policy. You can disconnect a Google integration at any time from your settings, which revokes our access and deletes the stored credentials; you may also request deletion of associated data at support@superpractice.com.

Superpractice's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

To the extent required by Google's applicable policies, Google user data—including data aggregated, anonymized, or derived from it—is excluded from any inconsistent commercialization, licensing, generalized AI-model training, advertising, or third-party-transfer rights described elsewhere in this policy or our Terms of Service. Google's applicable requirements control for that data.

Marketing Communications

We may send you email or text marketing communications if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since.

Before we share your personal data with any third party for their own marketing purposes we will get your express consent.

You can ask us or third parties to stop sending you marketing messages at any time by emailing us at support@superpractice.com. We also have unsubscribe buttons on the bottom of all of our emails.

SMS/Text Messaging

If you opt-in to receive SMS messages from Superpractice, you consent to receive text messages related to appointment reminders, service updates, or other communications you have requested. Message and data rates may apply depending on your mobile carrier and plan.

You may opt out of receiving SMS messages at any time by replying STOP to any message. After opting out, you will receive a confirmation message and will no longer receive SMS communications from us unless you opt in again. For help, reply HELP to any message or contact us at support@superpractice.com.

We will not share your phone number with third parties for their marketing purposes without your express consent. SMS consent is not a condition of purchase.

Disclosures of Your Personal Data

We may have to share your personal data with the parties set out below:

Our affiliates and licensors.
Service providers and subprocessors who provide hosting, storage, communications, analytics, security, payment, IT, system administration, support, and related services.
AI model providers that process Customer Data or Customer Content to provide, operate, support, secure, or improve the Services.
Professional advisers including lawyers, bankers, accountants, auditors and insurers.
Government bodies that require us to report processing activities or otherwise disclose your personal data.
Market researchers and fraud prevention agencies.
Third parties to whom we sell, transfer, or merge parts of our business or our assets.
Customers, partners, researchers, and other recipients of De-Identified Data, Service Data, and aggregate insights.

We require service providers that process personal data on our behalf to respect its security, treat it in accordance with applicable law, and process it for specified purposes under our instructions. These service-provider restrictions do not apply in the same manner to information that no longer identifies and cannot reasonably be used to identify a person, such as De-Identified Data. Where required by law, recipients of De-Identified Data are prohibited from attempting to re-identify it.

Data Security

We use commercially reasonable administrative, technical, and organizational safeguards designed to protect personal data from accidental loss and unauthorized use, alteration, disclosure, or access. We limit access to employees, contractors, partners, and service providers with a business need to know the information and require them to handle it consistently with their obligations to Superpractice.

No method of transmission, processing, or storage is completely secure. We cannot guarantee absolute security or that unauthorized access, loss, or misuse will never occur.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes we collected it for, including for the purposes of satisfying any marketing, legal, accounting, security, analytics, attribution, customer support, or reporting requirements.

Tracking, attribution, pixel, form, and conversion data may be retained for the periods configured in the Services, required by customer settings, or needed for attribution, reporting, fraud prevention, security, legal, accounting, backup, audit, or dispute purposes. We may delete, aggregate, or de-identify this data when it is no longer needed.

Unless otherwise agreed in writing, call recordings and transcripts are retained for up to twelve (12) months. We may delete or anonymize them sooner. If no-storage mode is enabled, recordings are not retained by Superpractice and associated links may expire within minutes and cannot be reissued. Customers are responsible for exporting and archiving their own data.

We may retain Usage Data and Service Data for as long as reasonably useful for the purposes described in this policy and our Terms of Service. Once information has been transformed into De-Identified Data so that it no longer identifies and cannot reasonably be used to identify a person, customer, or legal matter, we may retain and use it indefinitely.

For tax purposes, the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

We may aggregate, de-identify, or anonymize personal data for the research, analytics, benchmarking, product-development, marketing, commercial, statistical, artificial-intelligence, and other purposes described in this policy. Once the resulting data qualifies as De-Identified Data, we may use it indefinitely without further notice.

Rights To Your Data

Subject to applicable law, you may request access, correction, erasure, restriction, or transfer of your personal data. Depending on where you live, including if you are a California resident, you may also have rights to know the categories and specific pieces of personal information collected about you, delete personal information, correct inaccurate personal information, opt out of certain sale or sharing of personal information, limit certain uses or disclosures of sensitive personal information where applicable, and be free from unlawful discrimination for exercising privacy rights. These rights are subject to verification, legal exceptions, and limitations under applicable law.

If your request relates to data collected on a customer website that uses Superpractice technology, we may direct you to the customer because the customer controls that website and the related privacy choices. We will assist customers with privacy requests as required by our agreements and applicable law.

If you wish to exercise any of the rights set out above, please email us at support@superpractice.com.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. You may also use browser, device, or extension settings that send privacy preference signals such as Global Privacy Control. If you disable or refuse cookies, please note that some parts of this website or the Services may become inaccessible or not function properly.

Where required by applicable law, Superpractice treats a legally recognized privacy preference signal, such as Global Privacy Control, as a request to opt out of the sale or sharing of personal information for the browser or device that sends the signal.

Customer websites that use Superpractice technology are responsible for presenting their own cookie notices, consent choices, opt-out mechanisms, and Global Privacy Control handling where required.

Changes to This Policy

We may update this policy from time to time by posting the revised version on our website and changing the "Last Updated" date above. Where required by applicable law, we will provide additional notice or obtain consent before a material change takes effect.