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Privacy Policy

This page describes how The Practice Catalyst collects, uses, shares, and protects information when you visit our website or engage our services. It is maintained by The Practice Catalyst and is not an independent certification.

Last updated: June 23, 2026

1. WHO WE ARE

The Practice Catalyst ("we", "us", "our") provides marketing, growth strategy, website, advertising, content, automation, and CRM services for medical, dental, and wellness practices. This Privacy Policy applies to thepracticecatalyst.com (the "Site") and to information collected in connection with our services.

2. PLEASE DO NOT SUBMIT PROTECTED HEALTH INFORMATION (PHI)

Do not submit Protected Health Information through website forms or unsecured channels. Our forms are intended for business, marketing, and practice growth inquiries only. Any PHI related to your patients should be handled through your own practice's compliant systems under your own Business Associate Agreements.

3. INFORMATION WE COLLECT

We collect the following categories of information:

  • Information you provide: name, business email, phone number, practice name, website URL, specialty, role, and the contents of messages, audit requests, and assessments you submit.
  • Account information: if you use our client portal, your login email, hashed password, and account activity.
  • Engagement data: notes, deliverables, campaign metrics, scores, reports, and other records related to services we provide to your practice.
  • Device & usage data: IP address, browser type, device type, pages visited, referring URL, timestamps, and similar analytics data.
  • Marketing attribution: UTM parameters, referral source, landing page, and campaign identifiers used to evaluate where inquiries come from.
  • Cookies and similar technologies: as described below.

4. HOW WE USE INFORMATION

  • Respond to inquiries, prepare audits, and discuss services.
  • Provide, operate, secure, and improve the Site and our services.
  • Deliver and report on marketing, advertising, content, and growth engagements.
  • Authenticate users and protect against fraud and abuse.
  • Send service updates, follow-ups, and (with appropriate basis) marketing communications. You can opt out of marketing emails at any time.
  • Measure marketing performance and attribution.
  • Comply with legal obligations and enforce our agreements.

5. LEGAL BASES (WHERE APPLICABLE)

Where required by law, we rely on the following legal bases: performance of a contract (to provide services), legitimate interests (to operate and improve our business and respond to inquiries), consent (for certain marketing and cookies), and legal obligation.

6. HOW WE SHARE INFORMATION

We do not sell or rent your information. We share it only with:

  • Service providers that help us operate (hosting, database, email, analytics, AI platforms, CRM, advertising tools) under appropriate confidentiality obligations.
  • Advertising and marketing platforms when we operate campaigns on your behalf, using your own ad accounts where applicable.
  • Professional advisors such as legal, accounting, or compliance advisors.
  • Authorities when required by law, subpoena, or to protect rights, safety, or property.
  • Successors in connection with a merger, acquisition, or sale of assets, subject to this Policy.

7. COOKIES AND ANALYTICS

The Site uses cookies and similar technologies to make the Site work, remember preferences, measure performance, and support marketing attribution. You can control cookies through your browser settings. Disabling some cookies may affect Site functionality.

8. AI AND AUTOMATION

We use AI and automation to support marketing workflows, content drafting, reporting, and operational efficiency. We do not knowingly route PHI through marketing-grade AI tools. AI-assisted outputs are reviewed before being published or sent on your behalf.

9. DATA RETENTION

We retain information for as long as needed to provide services, respond to inquiries, comply with legal obligations, resolve disputes, and enforce our agreements. When data is no longer needed, we delete or anonymize it using reasonable methods.

10. SECURITY

We use reasonable administrative, technical, and physical safeguards designed to protect information, including access controls, encryption in transit, role-based permissions, and authenticated client portals. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.

11. YOUR RIGHTS

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of your personal information, to object to or restrict certain processing, and to withdraw consent. To make a request, email hello@thepracticecatalyst.com. We will respond consistent with applicable law and may need to verify your identity before fulfilling a request.

12. MARKETING COMMUNICATIONS, EMAIL AND SMS/TEXT MESSAGING

You can unsubscribe from marketing emails using the link in any message or by contacting us. We may still send service-related communications related to your engagement.

SMS/text messaging program. The Practice Catalyst may send text messages to phone numbers that have been provided to us. By submitting your mobile number on a form on this Site, or by otherwise providing it to us, you consent to receive SMS messages from The Practice Catalyst related to your inquiry, your audit or assessment request, your account, scheduling, and service updates, which may include marketing or promotional messages. Consent to receive text messages is not a condition of any purchase.

  • Message frequency: message frequency varies based on your activity and the services you request.
  • Cost: message and data rates may apply. Charges are billed by and payable to your mobile service provider.
  • Opt out: reply STOP to any message to stop receiving text messages. You will receive a single confirmation message and no further texts.
  • Help: reply HELP for assistance, or email support@thepracticecatalyst.com.
  • Carriers: mobile carriers are not liable for delayed or undelivered messages.

We do not sell, rent, or share mobile phone numbers or SMS consent with third parties or affiliates for their own marketing purposes. Mobile numbers and SMS consent are used only by The Practice Catalyst and the service providers that operate our messaging on our behalf, and this information is not shared with any third parties for marketing or promotional purposes.

13. CHILDREN'S PRIVACY

The Site and services are intended for businesses and are not directed to children under 16. We do not knowingly collect personal information from children.

14. INTERNATIONAL USERS

We are based in the United States. If you access the Site from outside the U.S., your information may be transferred to and processed in the U.S. and other jurisdictions with different data protection rules.

15. THIRD-PARTY LINKS

The Site may link to third-party websites and tools that we do not control. This Policy does not apply to those third parties. Please review their privacy policies separately.

16. HIPAA AND SHARED RESPONSIBILITY

We use HIPAA-aware language and avoid configurations that would knowingly route PHI through marketing tools that are not appropriate for it. We do not claim guaranteed HIPAA compliance unless specific legal, technical, and contractual safeguards (including Business Associate Agreements) have been implemented and documented for a given engagement. Your practice remains responsible for its own HIPAA, advertising, and clinical compliance obligations.

17. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be reflected here and, where appropriate, communicated to active clients.

18. CONTACT

For privacy questions, requests, or concerns, contact us at hello@thepracticecatalyst.com.