Privacy Policy

Procare Privacy Notice

Last Reviewed/Updated: April 2025

STATEMENT 

Your privacy is important to us. Please read this Privacy Notice carefully to learn how we collect, use, share, and otherwise process information relating to individuals (“Personal Data”), and to learn about your rights and choices regarding your Personal Data. Personal Data does not include information that has been sufficiently de-identified that you cannot be identified from it. 

ACCEPTANCE  

This privacy policy (the “Privacy Policy”) constitutes an agreement between you and Procare Software, LLC, dba Procare Solutions, and its affiliates, corporate parent(s), and subsidiaries (collectively  “us”, “our,” or “we”). Procare Solutions is dedicated to protecting your privacy. By using this website, you accept this policy and the use of this data.   

By accepting, you acknowledge that Procare is the controller of the personal data provided when you visit our branded websites that link to this privacy notice, visit our branded social media, communicate with us, or attend/participate in our events.  

Procare is the controller of your Personal Data as described in this Privacy Notice, unless specified otherwise. This Privacy Notice applies to the collection and processing of Personal Data collected by us when you visit our branded websites that link to this Privacy Notice; visit our branded social media pages; visit our facilities; communicate with us (including emails, phone calls, texts or fax); or register for, attend or take part in our events, webinars, trade shows or contests. 

For the use of our online products and services, see the privacy statement in our Terms of Use. For more on our commitment to privacy and security, view our Trust and Security page.  

WHAT WE COLLECT

When you visit our site, we automatically collect:  

  • The referral website URL you came from, if any  
  • The start time and duration of your visit  
  • The pages you visited and your journey through our site  
  • Your IP address and geolocation  
  • The browser, device type and operating system of your computer  

When you interact with us and voluntarily submit information, we may also collect Personal Data when you:   

  • Fill out one of our forms  
  • make a request  
  • register for an event or service   
  • otherwise provide us with information.  

If you provide us or our service providers with any Personal Data relating to other individuals, you represent that you have the authority to do so and have obtained any necessary consent for the information to be used in accordance with this Privacy Notice.   

In some cases, the collection and processing (see below) of Personal Data is required for you to receive certain products or services. Personal Data does not include information that is anonymized or aggregated such that you cannot be identified from it.

HOW WE USE YOUR INFORMATION

When you supply information about yourself for a specific purpose, we use the information only for that purpose and to manage the internal operations and security of our site consistent with the Terms of Use governing this site and this Privacy Policy. Such purpose may include the disclosure of your information to unaffiliated companies/vendors where necessary to and for the limited purpose of processing your request, processing a transaction authorized by you, or providing you with products or services. We may also use this information for administrative or business purposes, including quality control, engagement and analytics, debugging, auditing, and enforcing our agreements and policies.  

When you voluntarily submit information to us (such as submitting a Demo Request), you agree to receive marketing email, phone communications and print collateral from Procare  Solutions. You may opt-out from receiving marketing email at any time by following the instructions to manage preferences and/or unsubscribe in any email you receive from us.  

At times, we may ask you for contact information or conduct online surveys to better understand your needs, so that we can provide you with a customized experience. If we wish to use this information other than as set forth in this Privacy Policy, we will let you know at the time of collection, or with future request for your consent.

TYPES OF PERSONAL DATA WE MAY COLLECT  

Below are types of data we may collect.   

Identifiers (e.g., name, address, phone number, IP address); 

  1. demographic information; 
  1. device and internet or other online activity information; 
  1. financial & commercial information 
  1. biometric data (e.g. thumb print, note: stored as hashed data)
  1. geolocation data (e.g., computer/device location); 
  1. professional/educational information;  
  1. additional information you volunteer about yourself including sensitive information 
  1. inferences drawn from any of the above. 

1. Processing your Personal Data. We process your Personal Data for the following purposes: 

  • Providing our services, products, and website access: We process your Personal Data relating to your access of our services, products, website, and other digital properties (e.g., IP address, internet activity, account information, etc.) to ensure both you and we meet our obligations under the applicable contract, terms of use, or service agreement and to project future demand as well as improve our websites and services; as well as improve our websites and services, both customer-facing and internal (accounting, document management, account management, etc.), and enforcement of website and service policies, rules, and usage. 
  • Internal research and product improvement purposes: We process your Personal Data to verify and maintain the quality or safety of our products or services; improve our products or services; design new products and services; evaluate the effectiveness of our advertising or marketing efforts; and debug and repair errors with our systems, networks, and equipment to perform our contract with you, or, if no contract applies, to the extent it is necessary for our legitimate interest in improving our products and services. 
  • Securing our facilities, websites and services: We process your Personal Data (e.g., name, IP address, account information, internet activity) as part of our efforts to maintain, monitor and secure our facilities, websites, services, and products. This may include aggregating data, verifying accounts, investigating suspicious activity, and enforcing our terms and policies to the extent necessary to further our legitimate interest in maintaining a safe and secure website, products and services and in protecting our rights and the rights of others. 
  • Responding to contact requests: If you contact us electronically or by phone, we process your Personal Data (e.g., name, account information, government identifiers) to perform our contract with you, or, if no contract applies, to the extent it is necessary for our legitimate interest in responding to your inquiry and communicating with you. We may record and process communications for training, quality assurance, and administration purposes. If required under applicable law, we will obtain your prior consent or give you the option to object to a call being recorded. 
  • Managing payments: We may process your financial information and other Personal Data (e.g., name, account information, financial history) to the extent that doing so is required to fulfil our contract with you. 
  • Marketing and advertising: We may process your Personal Data (e.g., name, account information, purchase history, internet activity) to advertise to you, conduct market research, and to provide other personalized content based upon your Personal Data to the extent it is necessary for our legitimate interest in advertising our websites, services or products. Where legally required, we will obtain your consent before engaging in any marketing or advertising. 
  • Complying with legal and safety obligations: We process your Personal Data (e.g., name, account information, payment history, internet history) when cooperating with public and government authorities, protecting our legal rights, conducting audits, and protecting against abuse of our services and products. Any such processing is based on our legitimate interest in protecting our legal rights or, when applicable, complying with a legal obligation to which we are subject. 
  • In connection with a corporate transaction: We may process your information if we sell or transfer all or a portion of our business or assets including through a sale in connection with bankruptcy and other forms of corporate change in furtherance of our legitimate interest in operating and transacting the business of the company. 

In some cases, we may provide specific services or offerings subject to separate or supplemental privacy policies. In those cases, we will prominently inform you of those policies and provide those policies in an easily accessible format. 

2. Exclusions. This Privacy Policy does not apply to Personal Data that: 

We process on behalf of our customers in the role of processor or other service provider, such as when we allow customers to create their own websites/applications to offer their own products and services, to send electronic communications to others; or otherwise use, collect, share or process Personal Data via our online products and services. Our customers’ privacy policies may be different from ours, and we are not responsible for those practices.  

We process about current or former employees, job applicants, and other individuals who interact with us for employment-related purposes. 

3. Protecting Personal Data. We take commercially reasonable precautions to protect the Personal Data in our possession from loss, misuse, unauthorized access, disclosure, alteration, or destruction. While we follow generally accepted standards to protect Personal Data, no method of storage or transmission is 100% secure or error-free. Personal Data you send to or from the website or via e-mail may not be secure, and we encourage you to contact us about more secure ways to share sensitive information when necessary. Where you use passwords, ID numbers, or other special access features on this site, it is your responsibility to safeguard them and to log out of any accounts you access after your sessions. 

4. Your Individual Rights. Depending on our relationship with you and where you may reside, you may have certain rights relating to your Personal Data based on applicable local data protection laws. Depending on the applicable laws these rights may include the right to: 

  • Request information about the categories of Personal Data we have collected about you, the categories of sources from which we collected the Personal Data, the purposes for collecting, sell or sharing the Personal Data, and to whom we have disclosed your Personal Data. 
  • Request and receive copies of your Personal Data that we hold; 
  • Request additional information about how we process your Personal Data; 
  • Correct inaccurate or incomplete Personal Data (taking into account our use of it); 
  • Request deletion of your Personal Data; 
  • Restrict or object to our processing of your Personal Data, including restricting the sale or sharing of your data or its use for cross-context behavioral marketing. Where we process Personal Data for direct marketing purposes (either by us or third parties) or for cross-context behavioral marketing, you may not have to provide a specific reason for such objection; 
  • Require us (if possible) to transfer your Personal Data to another controller (i.e., data portability); 
  • Limit the use or disclosure of your sensitive Personal Data; 
  • Restrict certain disclosures of your Personal Data to third parties; 
  • Not be subject to a decision based solely on automated processing, including profiling, which produces legal effects; and 
  • Withdraw your consent to the processing of your Personal Data (to the extent we base processing on consent and not on another lawful basis).  

We will not discriminate against you, in any manner prohibited by applicable law, for exercising these rights. You may exercise these rights, to the extent applicable, by making the request via our website at or calling us toll free at (800) 338-3884, or by sending us an email at dataprotection@procaresoftware.com. We will respond to any such requests within 30 days of receipt. 

If Procare cannot provide you with a satisfactory resolution to your request, you also have the right to lodge a complaint with a supervisory body for data protection in your jurisdiction. If you wish to pursue any of these rights, please contact us using the details set out at the end of this document.

5. Disclosing Personal Data to Third Parties. In the below circumstances, we may disclose your personal data to:

  • Procare’s divisions, holding companies, subsidiaries, and affiliates. 
  • Third party service providers or other entities that perform services on our behalf, help us provide you with our products and services, and that otherwise support our relationship with you (such as shipping or direct mailing organizations). These third-party service providers have access to personal information needed to perform their functions, but may not use it for other purposes. Further, they must process the Personal Data in accordance with this Privacy Notice and as permitted by applicable data protection laws. 
  • Vendors necessary to complete transactions you request, such as shipping companies and logistics providers.  
  • Law enforcement, government agencies, or other regulators to comply with law or legal requirements, to enforce our agreements, and to protect our rights and the property or safety of Procare, our users, or third parties. 
  • Business partners that may use Personal Data for their own purposes such as: 
  • Advertisers, ad platforms and networks; 
  • Third parties whose cookies and tracking tools we use as described in our cookie statement
  • 3rd party partners who work with us or provide distribution pathways, sales channels, and/or promotional opportunities including co-branded products and services. 

As whenever by required by law, we will obtain your consent prior to disclosing your Personal Data to our business partners. Where our business partners use your Personal Data for their own purposes independently from us, we are not responsible for their privacy practices or personal data processing policies. You should consult the privacy notices of those business partners for details on their practices.    

  • Transactional parties if we, or some or all of our assets, acquire or are acquired by another entity, including through a sale or in connection with a bankruptcy.  
  • Your employer or coworkers if you receive our products or services in connection with your employment.  
  • Entities to which you have consented to the disclosure. 

We may also sell or share Personal Data that has been deidentified or aggregated with third parties for any purpose.

6. Disclosure of Personal Data. We have not “sold” Personal Data for money in the past 12 months. We do engage in routine practices with our services products, and websites involving third parties that could be considered a “sale” or “sharing” as defined under California law. We do not knowingly sell or share any Personal Data of minors under the age of 16.  

Below please find a chart detailing the categories of Personal Data we collected and with whom it was sold, shared, or disclosed for a business purpose in the past 12 months.

Categories of Personal Data We Collect Categories of Third Parties With Whom We May Disclose Personal Data for a Business Purpose Categories of Third Parties to Whom Personal Data May be Sold or Shared for Targeted Advertising 
Identifiers  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosureAdvertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement
Demographic Information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Commercial data partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Financial & Commercial information Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Commercial data partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Biometric information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Not sold or shared 
Internet or other electronic network activity  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure  Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Commercial data partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Geolocation data  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Commercial data partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Audio, electronic, visual, or other sensory information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Not sold or shared 
Professional or employment-related information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure  Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Education information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Not sold or shared 
Inferences  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Advertisers, ad platforms and networks, and social media platforms; Third parties whose cookies and tracking tools we use as described in our cookie statement; Commercial data partners to whom we make information available for their own marketing purposes; Partners who work with us on promotional opportunities, including co-branded products and services 
Sensitive personal information  Affiliates and subsidiaries, service providers, professional consultants; law enforcement, government, agencies, and other recipients for legal, security, or safety purposes; In connection with a corporate transaction; Entities to which you have consented to the disclosure Not sold or shared 

Sensitive Personal Data: We only use Sensitive Personal Information for the following purposes: (i) performing services or providing goods reasonably expected by an average consumer; (ii) detecting security incidents; (iii) resisting malicious, deceptive, or illegal actions; (iv) ensuring the physical safety of individuals; (vi) performing or providing internal business services; (vii) verifying or maintaining the quality or safety of a service or device; or (viii) for purposes that do not infer characteristics about you. 

7. Promotional and Marketing Policy. We may message you if you consent to being contacted by us for promotional and marketing purposes. You may opt-out of receiving promotional or marketing emails at any time by notifying us by using the unsubscribe function in our messages, or contacting us at [Insert Email Address], or by writing to us at Marketing Subscriptions, Procare Solutions, 1125 17th St., Ste 1800, Denver, CO 80202. Requests to unsubscribe from may take 5 business days to process.

8. Cookies and Tracking Technologies. Please see our cookie statement below. 

9. Third-party Websites. The website may contain links to other third-party sites. When you click on one of these links you are visiting a website operated by someone other than us and the operator of that website may have a different privacy policy. We are not responsible for their individual privacy practices, so we encourage you to investigate the privacy policies of such third-party operators. 

10. Children. Our website and services are intended for the custodial guardians of children and our customers. It is not intended for children under 16 years of age. We do not knowingly collect Personal Data from children under 16. If you are under 16, do not access, use, or provide any information on the website or on or through any of its features. If we learn we have collected or received Personal Data from a child under 16 without parental consent, we will delete that information. If you believe we might have any information from or about a child under 16, please contact us at the information below. 

11. Data Security. Although we maintain reasonable security safeguards, no security measures or communications over the Internet can be 100% secure, and we cannot guarantee the security of your information. While we work hard to protect data incidents, we have dedicated controls and procedures in place for when such situations, along with the procedures that are required to make notifications to you and to the relevant Supervisory Authority as appropriate.

12. Data Retention. Your Personal Data will be retained as long as necessary to fulfill the purposes we have outlined above unless we are required to do otherwise by applicable law. This includes retaining your Personal Data to provide you with the products or services you have requested and interact with you; maintain our business relationship with you; improve our business over time; ensure the ongoing legality, safety and security of our services and relationships; or otherwise in accordance with our internal retention procedures. Once you have terminated your relationship with us, we may retain your Personal Data in our systems and records in order to ensure adequate fulfillment of surviving provisions in terminated contracts or for other legitimate business purposes, such as to enable easier future user onboarding, demonstrate our business practices and contractual obligations, or provide you with information about our products and services in case of interest.

13. International Transfers of Personal Data. Our servers and data are located in the US. Your data may be used and disclosed by the Company and its divisions, holding companies, subsidiaries and affiliates, or other entities outside of your country, including in countries that have a different standard of data protection than in your own country.

14. Changes to this Privacy Policy. We may update this Privacy Policy at our discretion to reflect changes we deem necessary or to satisfy legal requirements. We will provide notice of material changes on our website.

CONTACT US

Direct questions and requests to exercise your rights for your personal data to the following: 

dataprotection@procaresoftware.com

In writing: 

Data Protection Compliance
Procare Solutions
1125 17th St., Ste 1800,
Denver, CO 80202

Or via Web Form

We will respond to any such requests within 30 days of receipt. 

If you are not happy with how Procare handles your Personal Data and we cannot provide you with a satisfactory resolution to your request, you also have the right to lodge a complaint with a supervisory body for data protection in your jurisdiction.

ADDITIONAL STATE-SPECIFIC PRIVACY RIGHTS

Procare will not discriminate against any consumer for exercising their rights under the applicable state laws. 

Provisions in the California Consumer Privacy Act (CCPA), Virginia Consumer Data Protection Act (VDCPA), Colorado Privacy Act (CPA), Utah Consumer Privacy Act (UCPA), Nevada Senate Bill 220, and Connecticut Data Privacy Act (CTDPA) and other state statutes require some or all of the following disclosures. These disclosures supplement the Privacy Notice above and areas effective as of April 2025. 

CALIFORNIA 

Categories of personal information collected. The personal information that Procare collects or has collected from consumers in the twelve months prior to the effective date of this Disclosure, fall into the following categories established by the California Consumer Privacy Act and listed in Section 2 above. 

Sources from which we collect your Personal Data. We collect the categories of Personal Data listed above from the following types of sources: directly from consumers, data analytics companies, ad networks, internet service providers, service providers that help us to run our business We also collect Personal Data automatically via cookies, web beacons, and other tracking technologies when you use our websites, online services, or mobile apps. 

Purposes for which we use your Personal Data: We use your Personal Data for the purposes listed in the main privacy notice above.

California Shine the Light: If you are a California resident, you may opt out of sharing your Personal Data subject to California Civil Code §1798.83 (the “Shine the Light law”) with third parties for those third parties’ direct marketing purposes by contacting us via the methods described above. 

Virginia Consumer Data Protection Act Deidentified Data Disclosure. We may use deidentified data in some instances. To the extent we use deidentified data, we will either maintain this data without attempting to re-identify it or we will treat it as Personal Data subject to applicable law. 

Quebec Data Protection Contact. Pursuant to the requirements of Bill 64 of the National Assembly of Quebec, you may contact our Compliance team at dataprotection@procaresoftware.com.

COOKIES AND TRACKING TECHNOLOGIES

Tracking technologies like cookies, tags, pixels, fingerprinting, web beacons, etc. are used to store, share information – or both – about website visitors, their systems, and browsers. Information collected by cookies and tracking technologies varies depending on the technology used and can be of a personal nature (information that directly or indirectly identifies you) and of non-personal nature (information that does not directly or indirectly identify any single individual). 

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