Version 2026-10-28.

Practice KPIs keeps your patient records on your own PC. This notice says what Clinihealth LLC ("we") does collect, why, who helps us handle it, and what we never collect. It covers the app, our website, our sign-up, download and licence server, and our support.

What the app never sends us

The app never sends us patient records: no patient names, addresses, birth dates, phone numbers, emails, or account, claim, record or plan numbers, and nothing about a single patient. It never sends rows from your reports, report files, copies of your data, file or folder names, error text or screenshots, and never the name of a patient or of a doctor who refers patients to you (for Rate compare it sends your clinicians' public provider numbers, as below; a support summary may name your own clinicians, below). The report files you import never leave your PC, and the app has no way to send them to us. An automated test plants made-up patient names in a practice and fails if any of them could reach a message the app sends.

Only if you choose

Some things reach us only when you choose. All of them are covered by our business associate agreement, which every practice accepts at sign-up.

Help on a shared screen. During setup or support, we may see patient data on your screen. We keep no copy.
Files you send us. If you send us a diagnostics file, a report file or a screenshot, we use it only to fix your problem and delete it within 30 days after. Please send patient information only when we ask for it.
A practice summary. If you choose to share one, we receive a file of totals: things like charges, payments, denials, visits and money owed, by day or month, provider, insurer, code, drug and location. It never holds patient names, birth dates, addresses, phone numbers, or account, claim or record numbers. We use it to review your practice with you, and, made anonymous, to compare practices. We never name your practice to anyone else without your permission. You can stop sharing at any time, and we delete your summaries when you ask or when you leave.
AI assistant. It is on for a paid practice unless you switch it off on the Data page. What you type and the totals it is about go straight from your PC to our AI provider, Anthropic, which has signed a business associate agreement with us; they never pass through our server. Our server only gives your app the credential it uses and keeps count of how much each practice has used. Neither we nor Anthropic use what you type to train AI models.

What we collect, and when

When you sign up or download

your name, work email and, for the business associate agreement, your title
the practice's name, its number of providers, and monthly or yearly
that you agreed to the terms and the business associate agreement (and which versions, with a fingerprint of the exact text), that you said you are authorized for your practice, and the time
when you sign the business associate agreement: the name and title you type, and your IP address and browser, as part of the signature record
a download code we make, so we can tell which download an install came from
a code we email you to confirm the address (it expires after 15 minutes)

What the app sends after you install it

The app sends small messages when it starts and about once a day while it is open. They always contain:

a random install number made on your PC
the app version
your download code
the terms version you accepted, and when
your licence number, if you have a licence
the names of the practices you set up in the app
the size of your data store in megabytes
which add-ons are switched on

They also carry product data, which is part of the service you sign up for:

Diagnostics: for example error codes and where in our program they happened (never the error text), whether imports worked, how long things take, and your Windows version, memory and screen size.
Usage: for example which pages, charts and features are used, how often, and how far setup got.
Aggregate facts about your data: for example counts, totals and subtotals by day, month, code group, insurer type or location; the months your reports cover; the number of providers and locations; and how the app's estimates compared with what happened.
Support summary (only when we ask). When you ask us for help, we may ask your app for a support summary. Your app builds it on your PC in the background, within every limit here, and sends it to us; the Data page shows when one was sent. It holds diagnostics and aggregate facts: the app's logs without error text, which imports worked, the app's checks, the shape of your data (counts and totals by month, code and insurer type, with groups under 11 folded) and the numbers your screens show, including your own clinicians' names and public provider numbers (NPIs) beside their numbers. We use it only to find and fix the problem. Our server deletes it after 30 days; a copy we keep to fix the problem is deleted once it is fixed.

What the app sends changes as the app does, always within these limits: anything that comes from your patient data is made anonymous (de-identified) on your PC before it is sent, as our business associate agreement provides; nothing listed under "What the app never sends us" is ever in it; there is no dollar amount for one patient; and no count or total is built from fewer than 11 patients, visits or claims (a smaller group is left out or folded into a larger one).

For Rate compare. To fetch your rate data, after you import your reports the app sends us your practice's Tax ID (its employer identification number), your clinicians' NPIs (the public provider numbers on every claim) and the list of codes you bill (code numbers only), never anything about a patient. We use them only to find your practice's rates in insurers' published files and send them to your app.

With it, our server notes the time and the country the message came from (as our network provider reports it). Our database does not keep the IP address these messages come from; our server and network providers may hold it briefly in ordinary logs, and we use it for a short time to limit repeated tries. The app also asks for its licence and update notices, and downloads updates. Its requests say "Practice KPIs", the app version and "Windows", nothing more.

Your account

your email, proven by a code or sign-in link we email you, and your name if you give it
the practices on your account and who manages it
the emails of the people you share with, and which practices they can open
your payments: who they are for, amounts, dates and whether each one is paid; card or bank details go only to our payment provider (we keep the card's brand and last four digits so you can see which card pays for which practice)

When you write to us

Your email and what you write.

How we use it

to give you the sign-up, download, licence, updates and support
to know which installs are in use, so we offer updates to the people who use the app and can see who has updated
your Tax ID, NPIs and billed codes: to build your practice's Rate compare data and send it to your app
product data: to find and fix problems, see where people get stuck, learn which parts of the app are used, make the app's estimates more accurate, and make sure it works for practices whose data looks different from what we have seen before
to bill you, prevent misuse (such as repeated wrong codes) and keep our systems secure
to keep a record that you accepted the terms and the business associate agreement, and to meet tax and legal duties
to send you emails about the service: your codes, receipts, invoices, updates, changes to price or terms, and security notices
for a practice summary or an AI feature you turned on: only as "Only if you choose" says

We don't sell your information, use it for advertising, or put your email on marketing lists. We use product data only to run, support, secure and improve Practice KPIs and our services: we never sell it, never share it outside Clinihealth and the providers below, and never show your practice's figures to anyone else or name your practice without your permission.

Who helps us

We use a few service providers, each only for its own job, and they may handle your information only for us:

Fly.io runs our licence and download server and its database, in the United States.
Cloudflare runs our domain and website and sits in front of our server; it sees ordinary web traffic, such as IP addresses, to deliver it and keep it safe.
Stripe takes card payments and sends our invoices. It holds your payment details under its own privacy policy, and may email you receipts.
Resend sends our emails, such as sign-in codes.
Google Workspace holds our support mailbox and any files you send us, under a business associate agreement with us.
An AI provider, under a business associate agreement with us, only if you turn on an AI feature. We name it on our website before any AI feature starts.

We may also share information if the law requires it, to protect our rights or others' safety, or with a business that takes over Practice KPIs (we would tell you first).

Who sees it

Only Clinihealth's owner has access to the admin where this information is shown, and to anything you send us. The admin is behind its own sign-in, and every admin action is recorded.

How long we keep it

We keep account and download records while you are a customer and for a reasonable time afterwards. We keep payment and tax records for as long as the law requires, which is usually up to seven years, and the records that you accepted the terms and the business associate agreement for at least six years after the agreement ends. We keep your Tax ID, NPIs and billed codes while you are a customer. We keep product data while it helps us run and improve the service; because it is de-identified, we may keep it after you leave, without your practice's name. Files you send us are deleted within 30 days after your problem is closed; support summaries 30 days after they arrive (a copy kept to fix the problem, once it is fixed); practice summaries when you stop sharing and ask, or within 30 days after you leave. Codes we email you expire within minutes. You can ask us to delete your records at any time; we will, except what we must keep by law.

Your choices

You can ask us what we hold about you, to correct it, or to delete it, by writing to [email protected]. You can stop sharing a practice summary and turn off AI features at any time. You can disconnect a PC from your account in the app. Uninstalling the app and deleting its folder in your Windows profile removes everything it stored on that PC.

Cookies

The public website sets no tracking or advertising cookies. The admin area, used only by us, sets a sign-in cookie.

Children

Practice KPIs is for businesses. We don't knowingly collect information from children.

Security

Our server is reached only over encrypted connections, the admin is behind its own sign-in, our accounts use two-step sign-in, our computers are encrypted, and updates are signed with a key that never leaves our own computer, so the app installs only what we published. If something goes wrong that affects your information, we will tell you without unreasonable delay, and within the time our business associate agreement sets for patient data.

Changes

If this notice changes, the version at the top changes with it. For a change that matters, we will email account holders before it takes effect.

Contact

Clinihealth LLC, a Georgia limited liability company. Email [email protected]. Mail: Clinihealth LLC, c/o Northwest Registered Agent Service, Inc., 8735 Dunwoody Pl Ste N, Atlanta, GA 30350.

Privacy notice.