Privacy Policy

1. Who We Are

Provify ("we," "us," "our") is a professional case documentation platform operated by Provify Technologies LLC. Our service is available at provify.app. For any privacy-related questions, contact us at app.provify@gmail.com.

2. What Data We Collect

We collect the following categories of data:

• Account data: your name, email address, and password (stored as a secure hash) when you register
• Professional data: your specialty, graduation year, and country, which you provide during onboarding
• Case data: the case records you log within the platform, including procedure type, tooth number, materials, notes, any images you attach, and production or fee amounts you record for income tracking
• Voice recordings: when you dictate a case, your audio is transcribed to text and is not stored — the recording is discarded once transcription completes
• Usage data: pages visited, features used, and session duration, collected to improve the Service. On our website this is measured using Microsoft Clarity and the Meta Pixel; these analytics tools are disabled in our iOS app
• Diagnostic data: crash reports and basic performance data, used to detect and fix problems
• Payment data: billing is handled entirely by our payment processor. We do not store card details.

3. What We Do Not Collect

Provify is a practitioner-side tool only. We do not collect, store, or process any patient-identifiable information. Our terms explicitly prohibit users from entering patient data into the Service. If you believe patient data has been entered in error, please contact us immediately.

4. How We Use Your Data

We use the data we collect to:

• Provide and maintain the Service
• Generate your case records, case notes, and portfolio documents
• Send you transactional emails (account confirmations, password resets)
• Improve the Service through aggregated, anonymised usage analysis
• Respond to support requests

We do not sell your data to third parties. We do not use your data for advertising purposes.

5. Data Storage and Security

Your data is stored securely using Supabase, a third-party database and storage infrastructure provider. Data is encrypted at rest and in transit. We implement industry-standard security measures to protect your information. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

6. Third-Party Services

We use the following third-party services to operate Provify:

• Supabase — database, authentication, and file storage
• OpenAI (Whisper) — voice-to-text transcription
• Anthropic — AI-powered clinical note structuring
• Resend — transactional and notification emails
• Sentry — crash and performance diagnostics
• Microsoft Clarity & Meta Pixel — website analytics (disabled in the iOS app)
• Lemon Squeezy — payment processing and subscription management

Each of these providers has their own privacy policy governing how they handle data. We encourage you to review them.

7. Data Retention

We retain your account and case data for as long as your account remains active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it by law.

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Export your data in a portable format
• Object to certain types of processing

To exercise any of these rights, contact us at app.provify@gmail.com. We will respond within 30 days.

9. Cookies

We use essential cookies to maintain your login session. Our website also uses analytics and advertising cookies via Microsoft Clarity and the Meta Pixel; these are not present in our iOS app. You can disable cookies in your browser settings, but this may affect your ability to use the Service.

10. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect data from minors. If you believe a minor has registered, please contact us and we will delete the account promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email. Continued use of the Service after changes constitutes acceptance of the updated policy.

12. Contact

For any privacy-related questions or requests, contact us at app.provify@gmail.com.

This policy applies to all users of provify.app and associated services.