Privacy Policy

1. Scope

This policy applies to personal information Proclify collects through the public website, email conversations, and Proclify services that link here. It does not govern websites or services operated by third parties, even when we link to them, and it does not replace a customer agreement or a data processing addendum that addresses information a customer controls.

“Personal information” means information that identifies, relates to, or could reasonably be linked with an individual, as defined by applicable law. We use “you” for a site visitor, prospective customer, user, or other individual interacting with Proclify.

2. Information we receive

Information you provide

When you use the request demo or contact form, you provide your email address, name, company name, employee range, interested area, and any optional comments. We use these details to route and answer your inquiry. We also receive information you send directly to our email address. The forms are for business inquiries and are not intended for patient information.

When direct form delivery is available, Cloudflare Turnstile checks for automated abuse, and a Cloudflare Worker validates the request and sends it to our business inbox through Cloudflare Email Service. Cloudflare may receive technical information needed for verification. The Worker stores a pending request in Cloudflare KV before sending. If direct delivery is unavailable, the form opens a draft in your email app instead. You must send that draft yourself; your email provider then handles the message.

Account and customer information

If Proclify makes an authenticated service available and you create or use an account, we may receive account details such as your name, work email, login or organization information, support requests, and permissions. Customer content may include information that a customer or its users submit to a Proclify service, such as customer names, contact details, staff records, services, appointments, sales, documents, treatment charts, or tenant audit events, where the applicable service is configured to receive it. The customer remains responsible for deciding what information to submit and for giving us lawful instructions when Proclify processes it for the customer.

Google account and Gmail connections

If a clinic owner chooses to connect Gmail to a Proclify service, we request the Google account information needed to identify the connected mailbox and the Gmail access the owner approves. The Receptionist Agent is designed to use that connection for the clinic's appointment and customer-service inbox workflows, including triage, mailbox organization, drafting, and sending replies when the clinic enables those features. We do not request or use a Google connection unless the user chooses to connect it.

Proclify stores the connection's refresh token encrypted and associated with the clinic tenant. Access tokens are used transiently for the authorized connection. Gmail data is used only to provide the user-requested clinic workflow, is not sold, and is not used for advertising or to train generalized models. We do not disclose Google user data to third parties except service providers operating the applicable service on our instructions, customer-directed systems, or where law requires. A clinic administrator can disconnect the mailbox, and a user can revoke access through Google Account settings or contact us to request assistance.

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

Usage and technical information

When a site or service is accessed, hosting, security, and communication systems may receive limited technical information such as an IP address, browser and device characteristics, timestamps, referring page, requested URL, and server or security logs. If an authenticated service is offered, we may also receive activity, diagnostic, and usage information needed to operate, secure, troubleshoot, and improve it. We do not currently represent that any specific analytics or advertising technology is active on the public landing site.

3. How we use information

We may use personal information to:

• respond to questions, requests, and project inquiries;
• provide, maintain, secure, troubleshoot, and support a Proclify service;
• create and administer accounts or customer relationships where applicable;
• understand service performance and improve our website, workflows, and offerings;
• send service, administrative, or business communications that you request or that are needed to manage an engagement;
• prevent abuse, fraud, unauthorized access, and other security issues; and
• comply with law, enforce agreements, resolve disputes, and protect rights and safety.

Where a law requires a lawful basis, we may rely on consent, performance of a contract, legitimate interests, compliance with legal obligations, or another basis available under that law. We will not use information for a materially incompatible purpose without appropriate notice or another lawful basis.

4. Sharing information

We may disclose personal information in the following circumstances:

• Service providers. Cloudflare hosts and secures the public site. When direct form delivery is enabled, Cloudflare also verifies submissions through Turnstile, stores pending inquiries in KV, and sends inquiry email through Email Service. Other providers that help operate a site or service may process information on our instructions or for their own limited business purposes.
• Customer direction. We may share information with people or systems a customer or user asks us to connect, access, or authorize.
• Legal and safety reasons. We may disclose information when reasonably necessary to comply with law or legal process, enforce terms, investigate abuse, or protect Proclify, users, or others.
• Business changes. Information may be transferred as part of a merger, financing, acquisition, reorganization, or sale of assets, subject to applicable notice and legal requirements.
• Aggregated or de-identified information. We may use information that no longer reasonably identifies a person for lawful operational or analytical purposes.

We do not sell personal information for money. We do not disclose customer content for advertising purposes.

5. Cookies and technical choices

Browsers and hosting systems may use necessary storage, cookies, or similar technologies to remember preferences, deliver pages, and protect a site or service. If additional technologies are introduced, this policy or an applicable notice may describe their purpose and choices.

You can manage cookies and local storage through browser settings. Blocking necessary storage may affect preferences or service functionality. Browser “Do Not Track” signals may not be recognized by every system.

6. Retention

If direct form delivery is enabled, pending submissions in Cloudflare KV expire after 30 days. After email sending succeeds, the form record is replaced by a minimal delivery marker that expires after seven days. The inquiry email in our business mailbox may be retained longer to respond to you and keep appropriate business records. Other information is retained as needed for the purpose collected, an active customer relationship, security, dispute resolution, or a legal obligation. When no longer needed, we may delete, de-identify, or restrict it, subject to backups and legal requirements.

7. Security

We use administrative, technical, and organizational measures appropriate to the nature of the information and the risks of processing. These measures may include access controls, authentication, logging, secure configuration, encryption where appropriate, backups, and incident-response procedures. No transmission or storage system can be promised completely secure, and you are responsible for protecting credentials and choosing what to send.

8. Your choices

Depending on where you live and the applicable law, you may have rights to request access to, correction of, deletion of, restriction of, or a copy of personal information, or to object to or withdraw consent for certain processing. You may also unsubscribe from non-essential marketing messages. We may need to verify a request and may retain information or decline a request where the law permits or requires it.

To submit a privacy request, email hello@proclify.com with enough detail for us to understand the request. If you use a Proclify service through a customer organization, direct the request to that organization first when it controls the relevant customer content.

9. Children

Our public site and services are intended for business and professional use and are not directed to children under 13. We do not knowingly request personal information from children under 13. If you believe a child provided information to Proclify, contact us so we can assess and address it under applicable law.

10. US and international users

Proclify LLC is based in the United States. Information may be accessed or processed in the United States or another location where Proclify or a configured service provider operates. The rules protecting personal information may differ from those in your country. If a customer agreement or applicable law requires a specific cross-border transfer safeguard, the parties will address that safeguard in the applicable agreement or data processing addendum; this public policy does not promise a particular transfer mechanism.

11. Changes to this policy

We may update this policy when our site, services, information practices, or legal obligations change. The effective date above identifies the current version. Where required, we will provide additional notice before a material change takes effect.

12. Contact

Questions and privacy requests may be sent to:

Proclify LLC
5900 Balcones Drive, STE 100
Austin, TX 78731
hello@proclify.com