Privacy Policy

This policy applies to:

• Home Owners, Administrators, and Coordinators — staff who manage the dashboard.
• Caregivers / Employees — staff who use the CareGeo FC mobile app to work shifts and document care.
• Residents — individuals living in the home whose care is documented in the platform.
• Family Members and Caseworkers — people granted limited access to a specific resident's updates.
• Visitors — anyone who browses fc.caregeo.app without an account.

A. Account and Agency Information

• Agency name, address, NPI number, phone number, and billing contact.
• Administrator and coordinator names, email addresses, and roles.
• Subscription and billing information (processed by Stripe; we do not store full card numbers).
• IP address and browser/device information at login.

B. Employee / Caregiver Information

• Name, email address, phone number, profile photo, and role.
• GPS coordinates at clock-in and clock-out, used to confirm the caregiver is at the home. This is staff attendance verification — we do not track location in the background for any other purpose.
• Photographs taken at clock-in (if the home enables the photo requirement).
• Voice recordings for dictation — if a caregiver uses the voice-note feature, speech is converted to text so they can dictate a note instead of typing. We store the resulting text, not the audio.
• Work schedules, hours worked, and payroll data.
• Device push-notification token, device type, OS version, and app version (for notifications and diagnostics).

C. Resident Information (PHI)

When a home uses CareGeo FC to document care, it may enter information that constitutes Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA), including:

• Resident name, photo, date of birth, room number, and contact information.
• Care plans, ADL assistance levels, health conditions, allergies, dietary needs, and precautions.
• Medication records (MAR) — prescribed medications, dosages, schedules, and administration outcomes (given, refused, held, missed).
• Care logs and progress notes — chronological records of care delivered during each shift, and the signed clinical notes attesting to it.
• Incident reports — falls, injuries, behavioral events, medication errors, and any suspected abuse or neglect required to be reported to state authorities.
• Photographs captured as part of care documentation.
• Medicaid/payer IDs, care/service levels, and billing information.

CareGeo FC acts as a Business Associate under HIPAA with respect to PHI. We handle PHI only as directed by the Covered Entity (the home/agency) and as permitted by our Business Associate Agreement (BAA).

D. Usage and Technical Data

• Pages and features accessed, time spent, and actions taken in the dashboard or mobile app.
• Error logs, crash reports, and performance metrics.
• Cookies and similar technologies (see Section 8).

• To provide the Service — scheduling, medication administration records, care documentation, incident reporting, payroll, and billing.
• To verify staff attendance — GPS at clock-in/out confirms a caregiver is present at the home, and timestamps support accurate timesheets.
• To draft care documentation with AI — see Section 4 below.
• To keep families and caseworkers informed — sharing a specific resident's care updates with people the home has authorized.
• To process payments — subscription billing via Stripe.
• To send notifications — shift reminders, messages, and system alerts.
• To improve the Service — analytics on aggregate, de-identified usage patterns.
• To comply with legal obligations — responding to lawful requests, state incident-reporting requirements, and HIPAA.

We do not sell personal information or PHI to third parties, and we do not use your data or PHI to train AI models.

CareGeo FC uses AI to help caregivers document care faster — for example, drafting a progress note or a shift handoff summary from the care already logged, or polishing a caregiver's rough incident notes into a clear narrative. AI output is always a draft that a human reviews, edits, and signs. It is never used to make clinical decisions, and a note only becomes part of the record when a caregiver attests to it.

To generate these drafts we send information to our AI sub-processor, Anthropic (Claude). Important limits on that processing:

• We send de-identified care facts only — for example, ADL assistance levels, intake, mood, vitals, tasks completed, and medication names. We do not send resident names, dates of birth, room numbers, addresses, photos, or other direct identifiers.
• Anthropic processes this data solely to return the draft text to us. It is not used to train their models.
• The AI does not have access to your database, and it does not retain your records.

Voice dictation is likewise converted to text on the device/platform speech service; we store the resulting text, not the audio recording.

CareGeo FC is designed for use by HIPAA Covered Entities (adult foster homes and residential care providers). As a Business Associate we:

• Execute a Business Associate Agreement (BAA) with each agency before they may store PHI in the platform.
• Implement administrative, physical, and technical safeguards required by the HIPAA Security Rule (45 CFR Part 164, Subpart C).
• Encrypt PHI at rest (AES-256) and in transit (TLS 1.2+).
• Restrict access to PHI to authorized personnel only, using role-based access controls.
• Maintain audit logs of access to PHI.
• Report breaches of unsecured PHI to the affected agency within 60 days of discovery.
• Return or destroy PHI upon termination of the BAA, where feasible.

Agencies remain responsible for their own HIPAA compliance obligations as Covered Entities, including training their workforce and obtaining necessary authorizations from care recipients.

We share information only in the following circumstances:

• Within your home / agency — owners, coordinators, and caregivers see only the data their role permits.
• Family members and caseworkers — when a home authorizes it, a specific resident's care updates, progress notes, or incident reports may be shared with that resident's designated family contact or state caseworker. Access is limited to that one resident.
• Service providers (sub-processors) — we use third-party vendors to operate the Service:
  • Google Cloud Platform — application hosting (Cloud Run) and PostgreSQL database.
  • Google Firebase — authentication and file/photo storage.
  • Anthropic (Claude) — AI drafting of care documentation, using de-identified data only (see Section 4).
  • Resend — transactional email delivery.
  • Stripe — subscription payment processing.
  Each sub-processor is bound by a data processing agreement and, where PHI is involved, a Business Associate Agreement.
• State authorities — incident reports involving suspected abuse or neglect may be required by law to be reported to the relevant state agency. The home is responsible for making those reports; CareGeo FC provides the report file to the home and does not transmit it to state systems on the home's behalf.
• Legal requirements — we may disclose information if required by law, court order, or governmental authority, or to protect the rights, property, or safety of CareGeo, our users, or the public.
• Business transfers — if CareGeo is acquired or merges with another company, your information may be transferred. We will notify you before PHI is transferred and subject to a different privacy policy.

We implement the following security measures:

• TLS encryption for all data in transit.
• AES-256 encryption for data at rest.
• Role-based access controls limiting data access to authorized users.
• Multi-factor authentication available for agency admin accounts (via Firebase).
• Automated audit logs of logins, role changes, and PHI access.
• Regular security reviews and vulnerability assessments.
• Incident response procedures aligned with HIPAA Breach Notification Rule.

No method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your information, we cannot guarantee absolute security.

CareGeo FC uses essential cookies and local storage tokens to maintain your login session. We do not use third-party advertising cookies or sell data to ad networks. We may use analytics tools (e.g., aggregate page-view counts) that process de-identified data only.

You can disable cookies in your browser, but doing so will prevent you from logging into the dashboard.

• Account data — retained for the duration of the subscription plus 90 days after cancellation, then deleted upon written request.
• Care and clinical records — care logs, MAR entries, progress notes, and incident reports are retained for a minimum of 6 years to satisfy state licensing and Medicaid audit requirements, unless the home requests earlier deletion and applicable law permits it.
• Payroll and timesheet data — retained for 3 years (FLSA requirement) unless state law requires longer.
• Audit logs — retained for 6 years (HIPAA Security Rule § 164.530(j)).
• Backup data — encrypted backups are retained for 30 days on a rolling basis.

Agencies may request deletion of their data at any time after cancellation by contacting hello@gorevamp.ai. PHI deletion requests are honored subject to applicable legal retention requirements.

Depending on your jurisdiction, you may have the following rights:

• Access — request a copy of the personal data we hold about you.
• Correction — request correction of inaccurate data.
• Deletion — request deletion of your personal data (subject to legal retention obligations).
• Portability — request your data in a machine-readable format.
• Objection — object to processing in certain circumstances.

Caregivers, residents, and their families should direct requests to the home's administrator, who controls the data as the Covered Entity. Homes may direct requests to hello@gorevamp.ai.

HIPAA provides residents (and their legal representatives) with the right to access and amend their PHI. The home is responsible for fulfilling these requests; CareGeo FC will assist upon written request from the home.

Caregivers may delete their own account at any time from the mobile app (Profile → Delete account). This removes your login and personal details. Care records you documented are retained by the home in de-identified form, as required by law.

The Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us at hello@gorevamp.ai and we will delete it.

The Service may contain links to third-party websites (e.g., App Store, Google Play). We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any information.

We may update this Privacy Policy from time to time. We will notify agency administrators by email and post the updated policy at fc.caregeo.app/privacy with a new effective date. Continued use of the Service after the effective date constitutes acceptance of the updated policy. Material changes affecting PHI handling will be communicated at least 30 days in advance.

For privacy questions, data requests, or to report a concern: