Privacy

Privacy policy

Effective September 19, 2026.

Who we are

PracticeMine is a product of OMS3 LLC, doing business as Practice Metrix, of Plymouth Meeting, Pennsylvania. In this policy, "we" and "Practice Metrix" mean OMS3 LLC.

This policy covers three things: this website (www.practicemine.com), the PracticeMine web app (app.practicemine.com), and PracticeMine for Excel. It also covers the emails we send from those services.

This website

This website is a set of static pages. It sets no cookies, loads nothing from other companies, runs no analytics and has no forms.

Like any website, our web server records each request in a log: the address your connection came from, the page requested, the time, and the browser identification your browser sends. We use these logs to keep the site running and to investigate abuse. They are kept for 90 days and are not combined with anything else.

The "Let's talk" links open your own email program. Anything you send us arrives as an ordinary email to support@oms3.com, and we keep it the way we keep any business correspondence.

The PracticeMine app

Practices use PracticeMine through user accounts that we or the practice's own administrators create. To run those accounts we hold:

• Account details. Your name, email address, user name, a salted hash of your password (never the password itself), your roles, your organization, and the practices you may open.
• Sign-in records. The sessions you have open.
• Usage counts. How many times each account signed in, requested data, opened a report or refreshed data at each practice on each day. These are counters only. We use them for support and to see which parts of the product are used, and the administrators of your own organization can see them for their own users.
• What you save. The reports, pages and value groups you create or publish.
• An administrative record. When someone with administrative access changes an account, a practice or an organization, we keep a record of who changed what and when.

The app uses one cookie, which identifies your session after you sign in. It is not used for advertising or for tracking you elsewhere. If you choose "Trust this computer" it lasts up to 30 days; otherwise it ends after a short period or when you sign out. The app also keeps a few preferences in your browser's own storage, such as your theme and the last report you opened. These stay on your device.

We send email from the app only when you or your organization act: sign-in codes, password resets and invitations to join a practice.

Practice data

The numbers PracticeMine shows come from your practice's own practice-management system. The practice provides that data to us under its agreement with us, and it remains the practice's data.

Practice data includes patient-level financial records: charges, payments, adjustments, procedures, providers, referral sources, balances and, for some systems, patient demographics such as birth date, sex and postal code. Patient names are not part of what PracticeMine processes, but the records are still about identifiable patients. Where the practice is a covered entity under HIPAA, this data is protected health information, and we handle it as the practice's business associate under a Business Associate Agreement.

We use practice data only to provide PracticeMine to that practice. We do not sell it, use it for marketing, use it to build products for anyone else, or combine it with other practices' data except where a multi-location group asks to see its own locations together. Within a practice, only the users the practice or its organization has authorized can open its data, plus our support staff when needed to keep the service running.

If you are a patient, we have no direct relationship with you and cannot answer questions about your records. Please contact your practice.

PracticeMine for Excel

PracticeMine for Excel signs in to the same service with the same account, so everything above applies. In addition:

• Your sign-in stays in the storage that Excel provides to the add-in on your device, until you sign out or it expires.
• The tables the add-in writes into a workbook contain the numbers you asked for, the practice name and the table's settings. They become part of your workbook, and we have no further access to them. Keep in mind that a workbook is a copy of practice data and needs the same care as any other copy.
• The Windows installer places the add-in's manifest in your user profile and registers it with Excel. It does not collect or send anything.

Who we share information with

We do not sell personal information and do not share it for advertising. We use a small number of service providers to run PracticeMine:

• Amazon Web Services hosts the service and stores its data in the United States, and delivers the emails the app sends.

We may also disclose information when the law requires it, to protect the rights and safety of our customers or ourselves, or as part of a merger or sale of the business, in which case this policy continues to apply to the information.

Security

All traffic to PracticeMine is encrypted in transit. Session cookies cannot be read by scripts. Passwords are stored as salted hashes. Sign-in attempts are rate limited, and repeated failures force a reset through an emailed code. Administrative changes are recorded. No service can promise perfect security, and we will tell affected practices about any breach as the law and our agreements require.

How long we keep information

• Account details, for as long as the account exists. When an account is removed from its practice or organization, we delete it 90 days later, together with the reports it saved.
• Sessions, until they expire or are signed out. Expired records are deleted daily.
• Usage counts, for 24 months.
• The administrative record, for six years.
• Practice data, for the term of the practice's agreement, and afterwards as that agreement and the Business Associate Agreement provide.
• Server logs, for 90 days.

Your choices

If you have a PracticeMine account, you can change your password at any time from the sign-in screen. Your organization's administrator, or we, can correct your account details or remove your account. Write to us at the address below for anything you cannot do yourself.

Because this website sets no cookies and the app tracks nothing beyond your own use of it, there is nothing to opt out of, and we do not respond to browser "Do Not Track" signals. We do not sell personal information, including as California law defines a sale.

PracticeMine is a business service for adults working in dental practices. It is not directed at children, and we do not knowingly collect information from anyone under 18.

Changes to this policy

When we change this policy we will post the new version here with a new effective date. If a change materially affects how we handle practice data, we will tell our customers directly.

Contact

Questions about this policy or about your information: support@oms3.com.

OMS3 LLC, doing business as Practice Metrix
545 West Germantown Pike
Plymouth Meeting, PA 19462
USA