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Signing Regulatory Compliance Agreements

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Sign and download your Regulatory Compliance Agreements directly from your Practice Better account: the GDPR Data Processor Agreement (EU/UK), the HIPAA Business Associate Agreement (United States), and the Personal Information Processing Agreement (Canada). This article walks you through signing, downloading your signed copy, and setting permissions for your team.

In this article:

Before You Begin

  • Plan availability: Regulatory Compliance Agreements are available on all plans, including the free Sprout plan.
     
  • Which agreement applies to you: Each agreement is tied to a region: GDPR Data Processor Agreement (EU/UK), HIPAA Business Associate Agreement (United States), and Personal Information Processing Agreement (Canada). You can sign more than one agreement. We're unable to advise which agreements your practice requires, so please check with your own legal advisor.
     
  • Who can sign: On the Team plan, these agreements are available under the team owner's account unless a team member has the Manage Regulatory Compliance permission. See Giving Team Members Permission to Manage Agreements below.
     
  • Signing is a separate step from your own compliance work: Signing an agreement puts a contract in place between you and Practice Better. It does not by itself make your practice compliant with HIPAA, GDPR, or Canadian privacy requirements. You remain responsible for steps such as collecting client consent and maintaining your own privacy notice. See What These Agreements Cover below.

Signing a Regulatory Compliance Agreement

  1. Go to Settings (gear icon) > View All > Regulatory Compliance.

     
  2. Click Review & Sign next to the agreement you need. The agreement opens in a pop-up window on the same page.

     
  3. Click Get Started to begin filling in the form fields.

     
  4. then click Next to move through the agreement, complete the remaining prompts to finish signing.
  5. Click Save Changes near the top right. 

📍 Note: The full agreement is available in your portal, and you can review it before you sign.

Downloading a Signed Agreement

Once you sign, your agreement stays on the Regulatory Compliance page.

  1. Go to Settings (gear icon) > View All > Regulatory Compliance.
     
  2. Click Download next to the signed agreement.

If you have trouble downloading your copy, email us at help@practicebetter.io and we'll help.

Registering a Data Protection Officer (EU/UK)

If you live in the EU or UK, you also have the option to register your practice's designated Data Protection Officer with Practice Better on the Regulatory Compliance page. We're unable to advise whether your practice is required to register a Data Protection Officer, so please check with your own legal advisor.

  1. Go to Settings (gear icon) > View All > Regulatory Compliance.
     
  2. Scroll to the GDPR Data Protection Officer section.
     
  3. Enter the officer's first name, last name, email address, phone number, and address.

     
  4. Click Save Changes near the top right.

Learn more about GDPR and Practice Better: Overview and FAQ →

Giving Team Members Permission to Manage Agreements

On the Team plan, the team owner has access to these agreements by default. Any team member with the Manage Regulatory Compliance permission can also sign.

Learn more about Managing Roles & Permissions for Team Members →

The form fields are scoped to the person in charge of the practice or business entity, so we recommend the owner or a Practice Admin completes them.

  1. Click your Profile menu and select My Team.
     
  2. Under Roles & Permissions, click Edit next to the role you want to update.
     
  3. Expand Organization: Security & Compliance and update Manage Regulatory Compliance.

     
  4. Click Submit to save the role.

You can apply this permission to practitioner roles or admin roles. The Practice Admin permissions preset includes it.

What These Agreements Cover

Practice Better Only

These agreements are between you and Practice Better for the data you store in Practice Better. They do not extend to third-party tools you use alongside Practice Better.

  • Zoom: For HIPAA compliance, Zoom requires a paid plan with its own signed Business Associate Agreement, along with the security settings Zoom recommends. Learn more about Zoom Security & Privacy Settings →
     
  • Other tools: Check with each vendor about its own agreement requirements.

Signing Is Not the Same as Collecting Client Consent

For GDPR, signing the Data Processor Agreement puts a contract in place for how Practice Better processes data on your behalf. It does not collect consent from your clients. Add a consent form or Terms & Conditions to your Bookings Page so clients agree before they submit a booking request.

⚠️ Important: Practice Better provides this information as a courtesy and it does not constitute legal advice. We recommend consulting your own legal advisor to confirm your data protection obligations for your jurisdiction and profession.

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