Privacy Policy

Permitted use and patient information

Proficera supports administrative workflow and peer coaching. Do not enter or record patient information (PHI). It does not provide automated medical judgment, diagnostic reasoning, patient-specific recommendations or billing optimization. Human reviewers remain responsible for coaching decisions.

Automated filtering may leave sensitive details in submitted material. Do not capture patient encounters, charts or identifying details in audio, text or uploads. The current workspace permits fictional testing only.

1. Website inquiries

When you request pilot details, we collect your name, business email and the message you submit. Formspree processes the submission so the Proficera team can respond. Please do not submit patient, customer or personnel records through the inquiry form.

2. Fictional test workspace

The current workspace is for authorized testing with fictional examples only. It uses account details, fictional participant codes, observations, proposed practices, review decisions and follow-up records. Supabase provides authentication and database storage. Access to test records is limited to authorized accounts and depends on the roles configured for the test site. The public walkthrough and retail lab simulate coach roles and handoffs; they do not grant separate role permissions or share records between accounts.

3. Audio, AI and imported sources

When you submit a recording in the test workspace, audio is sent to Deepgram for transcription. A filtered transcript is sent to OpenAI to suggest a coaching draft. Imported SOP or website text is also sent to OpenAI to suggest practice entries. Suggestions require human review and are not clinical advice.

The application does not save raw audio in its coaching database. Provider processing and retention depend on the providers’ applicable terms and account settings; this is not a promise of immediate deletion or zero retention. Filtering is not a guarantee that sensitive information will be removed. Use fictional observations and sources without personal records.

Saved practice-library versions retain the extracted source text, source details and supporting quotations. Upload only material you have permission to use. Approved versions preserve their history.

4. Browser storage and public demo

The retail sandbox uses fictional examples and stores saved sandbox changes in your browser. Optional browser-based transcription may send audio to your browser’s provider. The protected workspace uses browser session storage for sign-in; selecting Remember me allows local sign-in storage for up to seven days, subject to session expiry. The app does not save your password.

5. Hosting, retention and requests

Cloudflare hosts the website and workspace. Hosting and performance services may process technical request information. Inquiry messages and saved test records remain with the relevant services until handled under their settings or an agreed deletion process; automated deletion is not currently enabled in the test workspace.

For questions about information you submitted, or to request access, correction or deletion, email [email protected]. We will verify the request and explain any retained history or provider limitations. An operational pilot requires agreed data-handling and retention arrangements before use with real people.