Legal
Privacy Policy
Last updated: March 2026
Who we are
PracticeDesk is an AI-powered practice management system for coaches and wellness practitioners. PracticeDesk is operated by Quan Malan, trading as PracticeDesk, based in Pretoria, South Africa. You can contact us at hello@practicedesk.co.
What this policy covers
This Privacy Policy explains how we collect, use, store and protect personal information when you use PracticeDesk — including our website at practicedesk.co and any PracticeDesk web application or software tool.
It applies to coaches who use PracticeDesk to manage and grow their practice, and to any individual who interacts with PracticeDesk software as part of their coaching or wellness journey — whether that's completing an intake process, using a self-assessment tool, accessing resources, or engaging with any other PracticeDesk product now or in the future.
The information we collect
From coaches: When you create a PracticeDesk account we collect your name and email address through our authentication provider Clerk. When you use the platform we collect information about your coaching practice including client names, appointment details, and coaching modality preferences.
From clients and end users: When you interact with any PracticeDesk software tool — including but not limited to intake conversations, self-assessment tools, or any other PracticeDesk product — you may share personal information including your goals, challenges, relevant background, and other information relevant to your coaching or wellness journey. Where this information is processed by an artificial intelligence system, you will be informed and asked to consent before that processing begins.
Automatically: We collect standard technical information including IP addresses for rate limiting and security purposes. We use Sentry to monitor application errors — this data contains no personal client information.
How we use your information
We use coach information to operate your PracticeDesk account, send you notifications about client activity, and provide customer support.
We use client and end user information solely to deliver the specific PracticeDesk service being used — for example, to generate a client brief for your coach, or to power a self-assessment result. We do not use this information for any other purpose. We do not sell, share, or disclose personal information to any third party except as described in this policy.
AI processing disclosure
PracticeDesk uses Anthropic's Claude AI to power various features across our platform including intake conversations, brief generation, and other AI-assisted tools. When you interact with an AI-powered feature, your inputs are sent to Anthropic's API for processing. Anthropic's privacy policy applies to this processing and can be found at anthropic.com.
You will always be informed and asked to consent before any AI processing of your personal information begins.
As PracticeDesk grows and new AI-powered features are introduced, this section will be updated to reflect any changes to how AI is used across our products.
How long we keep your information
- Intake conversation transcripts are automatically deleted after 90 days.
- Generated client briefs are retained for as long as your coach's PracticeDesk account is active or until deletion is requested.
- Coach account information is retained until account deletion is requested.
- Data generated through other PracticeDesk tools will be retained for the minimum period necessary to deliver the relevant service and will be documented as each tool is released.
Who we share your information with
We use the following third-party services to operate PracticeDesk:
| Clerk | Authentication and account management — clerk.com |
| Anthropic | AI processing of conversations and content generation — anthropic.com |
| Resend | Transactional email delivery — resend.com |
| Railway | Cloud infrastructure and hosting — railway.app |
| Sentry | Error monitoring — sentry.io |
Each of these providers maintains their own privacy and security standards. We have chosen providers with strong security practices and data protection commitments. As new PracticeDesk products are released, this list will be updated if new third-party services are introduced.
We do not sell personal information. We do not share personal information with advertisers. We will disclose information if required by South African law or court order.
Your rights under POPIA
Under the Protection of Personal Information Act 4 of 2013 you have the right to:
- Know what personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information
- Object to processing of your information
- Lodge a complaint with the Information Regulator of South Africa
To exercise any of these rights contact us at hello@practicedesk.co. We will respond within 30 days.
International users: If you are located outside South Africa, we process your information in accordance with GDPR principles including lawful basis for processing, data minimisation, and your rights of access and erasure.
Security
We take the security of personal information seriously:
- All data is encrypted in transit using SSL
- Data at rest is encrypted in our database
- Access to personal information is restricted to authorised personnel only
- We maintain rate limiting and security monitoring on all public-facing systems
Despite these measures no system is completely secure. If you believe your information has been compromised please contact us immediately at hello@practicedesk.co.
Changes to this policy
We may update this Privacy Policy as PracticeDesk grows and new products and features are introduced. We will notify coaches of significant changes by email. The date at the top of this document reflects when it was last updated. Continued use of PracticeDesk after changes constitutes acceptance of the updated policy.