PracticeOak is an appointment-scheduling platform used by professionals and their staff (“practices”) to manage bookings with their own customers (“clients”). This policy covers both the account holders who sign up with us and the client information those account holders enter into the platform.
1. Who is responsible for your data
For account holders, PRACTICEOAK is the data controller. For client information entered by a practice (such as a patient’s or customer’s name and phone number), the practice is the data controller and PracticeOak acts as a data processor, handling that information on the practice’s behalf and under its instructions.
2. Information we collect
We collect the following categories of information:
- Account information — your name, email address, phone number, business name, workspace details, business hours, services offered, and login credentials (passwords are stored only in hashed form by our authentication provider).
- Client and appointment data entered by practices — the names, phone numbers, and email addresses of your clients, along with appointment times, services booked, notes, and booking history. Practices are responsible for collecting this data lawfully and for having a basis to share it with us.
- Payment information — subscription and billing details. Card and bank details are processed directly by our payment processor (Razorpay); we do not store full card numbers on our servers.
- Usage and device data — IP address, browser type, pages visited, and actions taken, collected through cookies and analytics to keep the service secure and improve it.
3. Cookies and analytics
We use strictly necessary cookies to keep you signed in and to keep the service secure. With your consent, we also use Google Analytics 4 to understand how the website and product are used. You can accept or decline non-essential cookies using the consent banner shown on your first visit, and you can withdraw consent at any time by clearing your cookies or contacting us. Declining analytics does not affect your ability to use the product.
4. Notifications: WhatsApp, SMS, and email
A core feature of PracticeOak is sending automated appointment notifications and reminders to clients. To do this, we share the necessary information (such as the client’s name, phone number or email address, and appointment details) with our notification providers:
- Meta (WhatsApp Business Cloud API) — to deliver WhatsApp messages.
- Resend — to deliver transactional emails.
These providers process the data only to deliver the messages requested by the practice. Standard messaging rates and the providers’ own terms apply.
5. How we use information
We use information to:
- provide, operate, and secure the appointment-booking service;
- send booking confirmations, changes, reminders, and cancellations on a practice’s behalf;
- process subscription payments and prevent fraud;
- provide customer support and respond to your requests;
- improve the product and understand aggregate usage;
- comply with legal obligations.
6. Sharing with third parties
We share information only with the service providers needed to run PracticeOak: Supabase (database, authentication, and hosting of application data), Meta and Resend (notifications), and Razorpay (payments). We do not sell your data or your clients’ data to anyone. We may disclose information if required by law or to protect our rights and users’ safety.
7. Where your data is stored
Your data is stored on secure cloud infrastructure operated by our providers. Some providers may process data on servers located outside India. Where data is transferred internationally, we rely on the providers’ contractual and security safeguards to protect it. If you need details of the specific hosting region for your workspace, contact us at support@practiceoak.com.
8. Data retention
We keep account and client data for as long as your workspace is active. If you close your account, we delete or anonymise personal data within 90 days, except where we must retain limited records (for example, invoices and tax records) to comply with law. Practices can delete individual client records at any time from within the product.
9. Your rights
Depending on where you live, you may have the right to access, correct, delete, or export your personal data, to withdraw consent, and to object to certain processing. To exercise any of these rights, email us at support@practiceoak.com. If your request concerns data a practice entered about you (for example, you are a client of a practice that uses PracticeOak), we will forward your request to that practice, who is the controller of that data.
10. India — Digital Personal Data Protection Act, 2023
For users in India, we align our practices with the Digital Personal Data Protection Act, 2023 (DPDP Act). We process personal data for lawful purposes with appropriate consent or another valid basis, provide notice of how data is used, honour requests to access and erase data, and maintain reasonable security safeguards. Account holders acting as Data Fiduciaries for their clients are responsible for obtaining consent from those clients before entering their data into PracticeOak.
11. International users — GDPR
For users in the European Economic Area and the United Kingdom, our lawful bases for processing are the performance of our contract with you, your consent (for non-essential cookies and marketing), and our legitimate interests in operating and securing the service. You have the rights described in Section 9 and the right to lodge a complaint with your local data protection authority.
12. Children
PracticeOak is a business tool and is not directed at children. We do not knowingly collect data directly from children through our own account sign-up.
13. Changes to this policy
We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, notify you by email or in-app.
14. Contact us
For any privacy question or data request, contact us at support@practiceoak.com or via our contact page. PRACTICEOAK is based in Lucknow, Uttar Pradesh, India.