Privacy Policy

1. Information We Collect

We collect information that you voluntarily share with us, such as your name, email address, phone number, company name, or other details when you contact us, request demos, or register. If you purchase or subscribe to paid services, we may collect billing or payment details (processed through trusted third-party payment providers), but we do not store full payment data on our own servers.

We do not use cookies.

2. Information We Process on Behalf of Clients

When our customers use our Services to manage their own client data (for example, contact info of their clients, care-related records, scheduling data, or health-related information), we act as a service provider / data processor under applicable U.S. privacy laws (including CCPA/CPRA) and as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA) when Protected Health Information (PHI) is involved.

In these cases:

• We process the data only on behalf of the customer, following their written instructions and the terms of our agreement.
• We do not use those data for our own marketing, analytics, or commercial purposes.
• We require our subcontractors / vendors to abide by the same confidentiality and security obligations, including HIPAA requirements when applicable.
• We maintain appropriate administrative, physical, and technical safeguards as required under the HIPAA Security Rule to protect PHI from unauthorized access, use, or disclosure.
• We promptly notify our customers of any unauthorized use or disclosure of PHI as required under the HIPAA Breach Notification Rule.
• The customer (controller or covered entity) remains responsible for obtaining required consents or legal bases from their clients (data subjects) for the collection, sharing, and processing of their data.
• If a data subject (end user) wants access, correction, deletion, or other rights over their data, they should direct the request to our customer (controller). We will assist the customer as needed under the agreement.

3. How We Use Information

We use information (that you or your customers supply) to:

• Provide, maintain, and improve the Services
• Respond to inquiries, customer support, and manage customer relationships
• Process payments, billing, invoices
• Send service-related notifications or updates
• Protect integrity, security, and rights (e.g. fraud prevention)
• Comply with legal obligations, including HIPAA requirements when applicable

We do not sell or share personal information for advertising or marketing purposes.

4. Sharing / Disclosure

We may share or disclose personal information only in the following limited circumstances:

• To third-party service providers (e.g. hosting, email delivery, software infrastructure) who are authorized to use data only as needed to perform their services and are required to maintain HIPAA-compliant safeguards when handling PHI.
• To comply with laws, regulations, court orders, or law enforcement requests
• To protect rights, property, or safety of The Care Guides, users, or others
• In connection with a merger, acquisition, business sale, or corporate restructuring (you will be notified if your data becomes subject to a different policy)

We will require that any third party receiving data adhere to confidentiality obligations and only use data for permitted purposes.

5. Data Transfer & International Processing

Your data (or data of your clients) may be processed or stored outside your state or country. By using the Services or providing data, you consent to such transfers. We will take reasonable measures to ensure that any such international transfers are governed by appropriate safeguards and comply with applicable law and HIPAA requirements when PHI is involved.

6. Data Retention

We retain personal information only as long as necessary to fulfill the purposes stated here, comply with legal obligations, resolve disputes, or enforce agreements. For data processed on behalf of clients, retention is governed by our client agreements. Once data is no longer needed, we securely delete or anonymize it in accordance with HIPAA data disposal standards.

7. Security

We maintain administrative, physical, and technical safeguards designed to protect personal information from unauthorized access, use, alteration, or destruction. These safeguards meet or exceed the standards required under the HIPAA Security Rule for PHI.

While we strive for strong protections, no system is 100% secure, and we cannot guarantee absolute security.

8. Rights & Choices

Depending on your location, you may have rights regarding your personal data — such as to access, correct, delete, or restrict use. If your personal information was provided to us through one of our clients, you should contact that client (controller) to exercise your rights. We will assist them in fulfilling valid requests under applicable law and HIPAA.

If you have an account with us, you can also update or delete certain profile information via your account settings or by contacting us.

9. Children's Privacy

Our Services are not intended for individuals under 13 years old. We do not knowingly collect personal information from minors. If we discover that we have inadvertently received data from a minor, we will delete it promptly.

10. Corporate Transactions

If The Care Guides is involved in a merger, acquisition, reorganization, or sale of assets, your data (including client-supplied data and PHI) may be transferred to a successor entity. We will notify affected customers and users of any change in data ownership or policy.

11. Changes to Policy

We may modify this Privacy Policy occasionally. If we make material changes, we will notify you via email or via prominent notice on the Site before the changes take effect. Your continued use after the changes implies acceptance. The "Effective Date" will reflect the latest version.