AI privacy and data use
How PracticeRunner processes clinical information for optional AI features, protects it from shared-model training, and removes temporary source material and session briefs.
PracticeRunner’s optional AI features help your practice prepare documentation, review information before a session and transcribe recordings. AI can make mistakes. Clinicians remain responsible for reviewing and correcting results before relying on them or adding them to clinical documentation.
How information is processed
The information used depends on the feature you choose. It may include text you supply, selected documents, relevant information assembled from a client’s record or session audio when the required recording permissions have been obtained.
PracticeRunner uses contracted cloud technology providers for these tasks. Relevant information is sent to those providers for processing; these features do not run entirely on your device.
PracticeRunner stores and processes your practice’s clinical information in the United States.
Clinical information is encrypted in transit and at rest.
Training and service improvement
The model-hosting service used for AI drafting does not use submitted information or generated results to train its or third-party models. PracticeRunner also opts out of content use for service improvement by supported cloud AI services used for transcription and document text extraction.
PracticeRunner does not use client recordings, uploaded media, transcripts, notes or other client information to train shared AI models or improve AI for other practices. This includes de-identified content: we do not retain or use a separate de-identified copy of this material for those purposes. Practice-specific AI personalization is not currently offered.
Read more about how PracticeRunner uses AI without training shared models on client information.
What is retained
PracticeRunner attempts to delete temporary recordings after transcription processing and runs additional cleanup for temporary uploads. Temporary transcripts, pasted source text, text extracted from documents and session briefs are cleared when the note receives its final signature, including required reviewer approval, or become eligible for automatic cleanup 30 days after creation, whichever comes first. This applies to existing source material as well as new material. The scheduled cleanup runs nightly, so reaching 30 days does not guarantee deletion at that exact moment. Saving a draft or submitting a note for review does not trigger early deletion. Review any needed source material before final signing; reopening a signed note does not restore cleared material.
Signed notes, generated note drafts, reusable clinician guidance and original documents saved as ordinary attachments are not deleted by this temporary-content policy. Removing a session brief also removes its stored guidance snapshot and source references, without deleting the original records used to prepare it. Deleting a recording is separate from deleting its transcript.
Deletion may not immediately remove protected backup or processing copies. Your practice’s clinical-record retention obligations also apply.
Consent and your practice’s responsibilities
Explain the AI features you intend to use and obtain any required consent. Recording and transcription require consent separately from general AI assistance. Before recording a session or uploading a recording, confirm that you have the required permissions from all participants.
Establish how your practice will honor a client’s decision to decline optional AI assistance or withdraw consent for future use. Withdrawal does not automatically remove information already saved in the clinical record or information your practice must retain.
Review AI-generated content for accuracy and suitability. PracticeRunner’s consent templates can help you explain these features, but your practice is responsible for adapting its notices and consent process to the services you provide and the requirements that apply to you.
Agreements and questions
PracticeRunner offers a Business Associate Agreement for its handling of protected health information on behalf of your practice. It does not replace your practice’s privacy notices or consent responsibilities.
Read our Privacy Policy for broader information about data handling. For questions about AI features or data handling, contact support@practicerunner.com.