1. Who We Are

PracticeSentry ("we," "us," or "our") operates the PracticeSentry platform, a credential monitoring and compliance automation service for regulated businesses. Our contact address is admin@practicesentry.com.

2. Information We Collect

We collect the following categories of information:

Account information: Name, email address, and organization name provided at signup.
Employee credential data: License numbers, certification types, expiration dates, and professional identifiers submitted by you or your employees through our self-enrollment flow.
Verification results: Outputs from queries to public official sources, including state licensing boards, the HHS-OIG exclusion database, and SAM.gov.
Billing information: Payment details are processed by Stripe and are not stored on our servers.
Usage data: Log data, IP addresses, browser type, and feature interaction data collected automatically when you use the service.

3. How We Use Your Information

We use collected information to:

Provide, operate, and maintain the PracticeSentry platform
Verify employee credentials against official government databases
Send automated alerts when credentials are approaching expiration or when exclusion matches are detected
Generate compliance reports on your behalf
Process payments and manage subscriptions
Respond to support inquiries
Improve the service through aggregated, anonymized usage analytics

4. Automated Processing and AI-Assisted Features

PracticeSentry uses automated systems, including AI-assisted tools, to verify credentials, identify exclusion matches, detect expiration risks, and surface compliance issues within your account.

The field of AI is advancing rapidly. While we make every reasonable effort to ensure the accuracy and reliability of our automated verification results, we cannot guarantee that automated outputs will be error-free in all cases. Results may occasionally require human review, and we recommend treating automated findings as an input to your compliance process — not as a substitute for professional legal or regulatory judgment.

We will continue to improve our systems as the technology evolves and will communicate material changes that affect how your data is processed.

5. Data Sharing

We do not sell your data. We share information only with:

Supabase: Our database and authentication infrastructure provider. Data is stored in their secure cloud environment.
Stripe: Payment processing. Stripe operates under its own privacy policy and PCI-DSS compliance.
Public government databases: Credential numbers and names are queried against official sources (OIG LEIE, SAM.gov, state licensing boards) solely for verification purposes.
Law enforcement or regulators: Only when required by law or valid legal process.

6. Data Security

All data is encrypted at rest and in transit using AES-256 encryption. Access to production data is restricted to authorized personnel only. We conduct regular security reviews and implement industry-standard practices to protect against unauthorized access, disclosure, or loss.

7. Data Retention

We retain account and credential data for as long as your account is active. If you close your account, we delete your data within 30 days, except where retention is required by law. Anonymized, aggregated usage data may be retained indefinitely for service improvement purposes.

8. Your Rights

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

Access the personal data we hold about you
Correct inaccurate information
Request deletion of your data
Object to or restrict certain processing
Data portability

To exercise any of these rights, contact us at admin@practicesentry.com.

9. Cookies

We use essential cookies for authentication and session management. We do not use advertising or tracking cookies. You may disable cookies in your browser settings, though this may affect your ability to use certain features of the service.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or via a notice within the platform at least 14 days before the changes take effect. Continued use of the service after that date constitutes acceptance of the updated policy.

11. Contact

Questions about this policy? Contact us at admin@practicesentry.com.