Effective October 22, 2026.
This policy explains what information ProphyNotes collects through prophynotes.com, including the free note templates, and how it's used. The short version: the notes you write in our templates never leave your browser, and the only personal information we receive is what you choose to send us through a form.
Notes you write in the templates
The free templates run entirely in your web browser. Patient details, the options you select, and the note text are not sent to ProphyNotes or anyone else. When you copy a note, it goes to your device's clipboard.
To make the templates easier to use, your browser keeps some information on your own device:
- Your provider name, so you don't retype it for each patient.
- Your own template wording, if you choose to save it. This holds the wording only, never patient details.
- The note in progress, so a closed tab or accidental refresh doesn't lose your work. It's deleted when you start the next patient or clear the note, and expires after 12 hours. On a shared computer, use New patient when you're done.
- Small settings, such as whether you've already seen or joined the early-access prompt.
You can remove all of this at any time by clearing this site's data in your browser settings.
Information you send us
We receive personal information only when you submit one of our forms:
- Waitlist: your email address, and optionally your name and role.
- Contact form: your name, email address, and message.
- Report issue: your message, email address, and the page you were on.
We use this information to answer you, to let you know when the ProphyNotes AI scribe is available, and to improve the product. Please don't include patient information in any form.
Usage information
Like most websites, we collect basic usage information, such as which pages are visited, the type of browser and device, and general location derived from IP address. We also record which template features are used, for example that a note was copied or a template was reset. These records contain counts and template names only, never field values or note text. We use this to understand which templates are useful and what to improve.
Our hosting provider also processes standard technical information, such as IP addresses, to deliver the site and protect it from abuse.
How we share information
We don't sell your personal information or share it for advertising. We share it only with service providers that help us run the site, such as hosting, analytics, and the tools that deliver form submissions to our team, and only as needed for those services. We may also disclose information if required by law.
Patient health information
Because template content stays in your browser, the free templates don't send us protected health information. You remain responsible for how you store and handle patient records in your own systems.
Retention and your choices
We keep waitlist and contact information until you ask us to delete it or we no longer need it. You can ask us to access, correct, or delete your information, or to stop emailing you, through our contact page. Every email we send will include a way to unsubscribe.
Children
ProphyNotes is intended for dental professionals and isn't directed to children under 13.
Changes to this policy
If we change this policy, we'll update the date at the top of this page.
Contact
Questions about privacy? Send us a message through the contact page.