Last Updated: September 18, 2026
Practice Harbor (practiceharbor.com), a digital product of Somatopia, LLC ("we," "our," or "us"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our clinical documentation platform and related services (collectively, the "Services").
We understand the sensitive nature of healthcare data and take our obligations to protect your privacy seriously. This Privacy Policy is designed to help you understand our practices and your rights regarding your information.
We collect information that you provide directly to us, including:
Account registration information (name, email, professional credentials)
Practice or organization information
Patient health information and clinical documentation
Audio from clinical sessions (when using transcription features), processed in real time and deleted after processing
Payment and billing information
Communications with our support team
When you use our Services, we automatically collect certain technical information, including:
Device and browser information
Usage data and interaction with our Services
Performance and error data
We use the collected information for the following purposes:
Providing and improving our Services
Processing and generating clinical documentation
Communicating with you about our Services
Ensuring compliance with legal and regulatory requirements
Detecting and preventing fraud or abuse
As a provider of services to healthcare professionals, we understand and comply with the Health Insurance Portability and Accountability Act (HIPAA). We maintain appropriate physical, technical, and administrative safeguards to protect Protected Health Information (PHI).
When you use our Services to process PHI, our relationship is governed by a Business Associate Agreement (BAA). We only use and disclose PHI as permitted by our BAA and applicable law.
We retain your information for as long as necessary to provide our Services and comply with our legal obligations. For PHI, we follow HIPAA retention requirements and our BAA terms.
You may request deletion of your account and associated data at any time. Upon request, we will delete your data within sixty (60) days, except where retention is required by law (e.g., tax records) or necessary to resolve an active billing dispute. We will confirm deletion upon request.
We implement appropriate technical and organizational measures to protect your information, including:
Encryption of data in transit and at rest
Access controls and authentication requirements
Regular security assessments and audits
Employee training on privacy and security
Incident response procedures
We do not sell your personal information or PHI. We may share your information in limited circumstances:
With your consent or at your direction
With service providers who help us operate the platform — specifically cloud hosting (AWS), payment processing (Stripe), and AI inference providers — all of whom are bound by Business Associate Agreements with protections no less restrictive than our own
As required by law or to protect rights and safety
In connection with a merger or acquisition, provided that any successor agrees to honor this Privacy Policy and all existing BAA obligations, and we notify you at least thirty (30) days in advance
Practice Harbor offers an optional Google Calendar integration that lets clinicians sync their appointment schedule with their own Google Calendar. If you choose to connect your Google account, we access your calendar data solely to provide this feature: creating, updating, and removing calendar events that correspond to your Practice Harbor appointments, and reading your calendar availability so conflicting times are not offered for booking.
Practice Harbor's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
In keeping with those Limited Use requirements:
We only use Google Calendar data to provide and improve the calendar sync feature you requested — never for advertising, and never for purposes unrelated to that feature
We do not sell Google user data, and we do not transfer it to third parties except as necessary to provide the feature, to comply with applicable law, or as part of a merger or acquisition with notice as described above
Humans do not read your Google Calendar data unless you give us explicit permission (e.g., for support), it is necessary for security or to comply with law, or the data has been aggregated and anonymized
We do not use Google user data to develop, improve, or train generalized artificial intelligence or machine learning models
You can disconnect the integration at any time from your calendar settings, which removes our access and deletes stored Google credentials
You have the following rights regarding your information:
Access and obtain a copy of your information
Correct inaccurate information
Request deletion of your information
Restrict or object to certain processing
Data portability
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated Privacy Policy on our website and, where required by law, seeking your consent.
If you have any questions about this Privacy Policy or our privacy practices, please contact us at:
Practice Harbor
A digital product of Somatopia, LLC
1 H St #203
San Rafael, CA 94901
Email: privacy@practiceharbor.com
Effective Date: September 18, 2026