Privacy Policy
Effective Date: October 1, 2026
PracticePro 365, LLC ("PracticePro 365", "we") provides practice management software to accounting and professional services firms. This policy explains what personal information we collect, how we use and share it, where it is kept, and the choices you have. It covers:
• visitors to our website;
• people who contact us or whom we contact about our products (prospects and business contacts);
• the staff of our customers who administer or use our customer portal, and the people our customers name as contacts under their agreement with us ("Account Information");
• the people who write to our support desk.
It does not cover the data that our customers and their users enter into the PracticePro 365 application. That data lives in each customer's own Microsoft 365 environment and belongs to the customer; section 3 explains our role. Where this policy and an agreement between us and your firm differ, the agreement governs the information it covers.
1. Information We Collect:
Website visitors. Online identifiers set by cookies and similar technologies (including Google Analytics identifiers, Google Ads click identifiers, and identifiers set by our marketing and customer-relationship platforms); your IP address and approximate location (city or region); device and browser details (operating system, browser type and version, screen resolution, language); usage data (pages viewed, links clicked, time on pages); and, if you call us or submit a form, the fact, time and source of that call or submission. Our Cookie Policy describes the cookies and your choices.
Prospects and business contacts. Your name, work e-mail address, telephone number, job title and organization, the record of our communications with you, and your marketing preferences. We collect these from you, from your organization, or from publicly available business sources.
Customers' representatives and portal users (Account Information). Your name, work e-mail address, telephone number and role; your sign-in credentials where you do not use your firm's own sign-in; the records of your sign-in to and use of the customer portal; and the records of the number and identity of your firm's named users under its agreement with us.
Support contacts. Your name and work e-mail address, the content of your request, what you send or show with it, and, where a meeting is held to help you, a recording made only after every participant has been told and no one objects (continuing after the notice counts as agreement).
Applicants. If you write to us about working with us, we use what you send to consider you and share it with the affiliate that employs our personnel.
We do not ask for sensitive personal information, such as government identification numbers, financial account numbers or health information. Please do not send it to us in a form or a support request.
We do not knowingly collect information from children under 16, and our website and services are not directed to them.
2. How We Use It
• To provide, secure and administer our website, our customer portal and our services, and to perform our agreements with our customers.
• To answer your requests and support you.
• To send prospects and business contacts information about our products, where the law allows and until you tell us to stop.
• To measure and improve our website and our advertising.
• To recognize you when you return to our website and connect your visits to our communications with you, with your consent.
• To meet our legal obligations, protect our rights, and prevent fraud and misuse.
We do not sell personal information. We do not use the personal information we hold to train artificial intelligence models.
3. Customer data in the PracticePro 365 application
Our customers install the PracticePro 365 application in their own Microsoft 365 environment. The information their users enter there, which may include personal information about the customer's clients and staff, stays in that environment under the customer's control. We act as the customer's processor: we process that information only to provide the services the customer has asked for, on the customer's instructions and under our data processing addendum; we do not sell it, use it for marketing or use it to train models. We hold only what providing the services requires: what a customer sends or shows us for support, and the data our cloud services process for an operation; the data processing addendum governs both. If you are a client or employee of one of our customers and have a question about your information, please contact that firm; we will direct your request to it and assist it.
4. Cookies and similar technologies
Our website uses first-party cookies that are needed for it to function, and third-party cookies and identifiers for analytics, advertising and marketing. You can change or withdraw your choices at any time through the "Consent Preferences" control on our website and through your browser settings; our Cookie Policy explains how. Analytics and advertising providers (Google Analytics and Google Ads) may collect information about your activity over time and across other websites when you use our website. Our website does not respond to browser "Do Not Track" signals; the consent control and your browser settings are the choices we offer.
5. Who we share it with
• Service providers that work for us under written agreements and use the information only to provide their service: cloud hosting and workplace services (Microsoft), analytics and advertising measurement, marketing and customer-relationship tools, our customer support desk, e-mail delivery, and our compliance platform. Where a tool is provided through a company related to us, it acts only on our instructions under a written agreement.
• Authorities and others as the law requires, for example in response to a lawful request, or to protect our rights or the safety of a person.
• A successor in a merger, acquisition or sale of assets, under this policy.
• Anyone else only with your consent.
Our customers' representatives' Account Information is shared with the customer firm itself as part of administering its agreement.
6. Where it is stored and accessed
We store the personal information we hold in the United States. Our personnel, wherever they are located, access it only through systems and applications that we manage and protect. If you are in Canada, your information is therefore stored in and accessed from outside Canada and is subject to the laws of those places, under which courts and authorities in the United States may obtain access to it.
7. How long we keep it
We keep personal information for as long as the relationship or purpose for which we collected it continues, and then delete or anonymize it. In particular: prospect and business-contact records while you or your organization remain interested in our products and for a reasonable period after; Account Information for the term of the customer's agreement and up to ninety days after it ends, when the customer's data in our systems is deleted; support records for the term of the agreement and five years after, as evidence of the service we provided; website analytics data for the period set in the analytics provider's settings; security logs for twelve months. We keep information longer where the law requires it.
8. Security
We protect personal information with administrative, technical and physical safeguards appropriate to its nature, including access limited to named accounts with multi-factor authentication, encryption in transit and at rest, central security logging and monitoring, and an incident response procedure. Our controls are described in our Information Security Policy and are examined periodically by an independent auditor. No method of transmission or storage is completely secure; if we learn of a security incident that affects your information, we will act as the law and our agreements require.
9. Your choices and rights
• Access, correction and deletion. You may ask us what personal information we hold about you, ask us to correct it, or ask us to delete it. Write to the privacy mailbox below. We will confirm your identity, respond within thirty days, and tell you if we need more time or if the law or a legitimate need, such as a contract record, a security record or the record of your opt-out, requires us to keep the information. We may withhold information about other people. A person acting for you must show their authority. If we refuse a request, we will tell you why and how to challenge the decision.
• Marketing. Every marketing e-mail contains an unsubscribe link, or you may write to us; we act on an opt-out within ten business days. Messages about your firm's account, its agreement and the operation of the services are not marketing; we send them to your firm's named contacts for as long as the agreement lasts.
• Cookies. Use the "Consent Preferences" control or your browser settings (section 4).
• Canada. If you are in Canada, you have the rights the Personal Information Protection and Electronic Documents Act gives you, including access to your information and the right to complain to the Office of the Privacy Commissioner of Canada. The person accountable for our privacy practices is named in section 11.
• California. This notice is posted to meet the California Online Privacy Protection Act. We do not sell personal information.
10. Changes to this policy
We post changes on this page with a new effective date. For a material change, we also notify our customers' representatives by e-mail or by a notice in the customer portal before the change takes effect, and we keep earlier versions available on request.
11. Contact
Privacy requests and questions: [email protected] Security concerns: [email protected] Post: PracticePro 365, LLC, 222 Lakeview Avenue, Suite 1200, West Palm Beach, FL 33401, United States Telephone: (866) 499-6341 Accountable for our privacy practices: the Chief Technology Officer, at the addresses above.