Version 2026-10-10. Draft, not yet reviewed by a lawyer.

Practice KPIs keeps your patient data 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 and our download and licence server.

What we never collect

We never collect patient data of any kind: no patient names, dates of birth, visits, claims, payments, patient counts or rows from your reports, and no report files, file names, folder paths, error text or screenshots. 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.

Practice totals, only if you choose

The app does not send us your practice's numbers. If you choose to share them, for example for a free review of your practice, we receive totals only: things like billed, cash and money owed by insurer type and by month. Totals never include patient names, visits, claims, rows from your reports, or anything else that identifies a patient. You can stop sharing at any time, and we use the totals only to review your practice with you.

What we collect, and when

When you download

your name and work email
that you agreed to the terms (and which version), that you said you are authorised for your practice, and the time
a short download code we make, so we can tell which download an install came from
a 6-digit code we email you to confirm the address (it expires after 15 minutes)
the access code you downloaded with, if one was needed

What the app sends after you install it

The app sends one small message when it starts and about once a day while it is open. It contains exactly:

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

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 your IP address; 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.

If you connect an account (to activate a practice or share access)

your email, proven by a code we email you, and your name if you give it
the practices you add, the access code that activated each, and who manages the account
the emails of the people you give access to, and which practices they can open
your invoices: who they are for, amounts, dates and whether each one is paid; card or bank details go only to our payment provider (if you pay by card in the app, 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. Please don't send patient information; if you do, we delete it.

How we use it

to give you the download, the 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
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 to meet tax and legal duties
to send you emails about the service: your codes, receipts, updates, changes to price or terms, and security notices

We don't sell your information, use it for advertising, or put your email on marketing lists.

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 sends our invoices and takes payment by card or bank transfer. It holds your payment details under its own privacy policy, and may email you receipts.
Resend sends our emails, such as download and sign-in codes.
Google Workspace holds our support mailbox.

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. 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, and the record that you accepted the terms, for as long as the law requires, which is usually up to seven years. 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 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; it never stored anything about your patients with us.

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, 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.

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.