Privacy Policy

1. Introduction

CareSoftPro ("we," "us," or "our") operates the CareSoftPro platform, including caresoftpro.com, all related subdomains, and the CareConnect mobile application (collectively, the "Service"). This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information.

By using our Service, you agree to the collection and use of information in accordance with this policy. If you do not agree, please discontinue use of the Service.

2. Information We Collect

We collect information you provide directly when you:

• Register for an account (name, email address, agency name, phone number)
• Enter client, caregiver, or staff information into the platform
• Submit payment information (processed securely via Stripe or Square)
• Contact us via our contact form or email
• Fill out intake, application, or referral forms

We also collect information automatically, including:

• Log data (IP address, browser type, pages visited, timestamps)
• Device information (operating system, device model, screen resolution)
• Location data — see Section 5 ("CareConnect Mobile App — Location Data") for full details on how location is collected, used, and controlled
• Usage data within the platform (features accessed, actions taken)

3. How We Use Your Information

We use collected information to:

• Provide, maintain, and improve the Service
• Process payments and send billing-related communications
• Send SMS notifications for clock-in/out alerts (with consent)
• Verify caregiver visits and comply with Electronic Visit Verification (EVV) and Medicaid requirements
• Respond to support requests and inquiries
• Detect and prevent fraud, abuse, or security incidents
• Comply with legal obligations
• Send product updates and announcements (you may opt out at any time)

4. SMS Communications

CareSoftPro sends SMS messages to caregivers and administrators for clock-in/out alerts and operational notifications. By providing a phone number and opting in, you consent to receive these messages. Message and data rates may apply. You may opt out at any time by replying STOP to any message or by contacting us.

We do not sell or share your phone number with third parties for marketing purposes. SMS consent is not a condition of using the Service.

5. CareConnect Mobile App — Location Data

The CareConnect mobile application ("App") collects location data from caregivers to support Electronic Visit Verification (EVV), Medicaid compliance, and client safety. This section describes what is collected, why, and how caregivers maintain control.

What We Collect

• Clock-in and clock-out coordinates — GPS latitude and longitude are captured at the moment a caregiver clocks in and clocks out of a shift. Location is required to clock in; a shift cannot begin without it.
• Continuous shift location — While a caregiver is clocked into an active shift, the App collects GPS location at regular intervals (approximately every 5 minutes or every 150 meters of travel). This includes when the App is closed or not in use. Caregivers frequently travel with clients — for example, to doctor appointments — and continuous tracking allows the agency to verify the caregiver's location throughout the visit.
• EVV signature coordinates — GPS coordinates are captured when a client signs the electronic visit verification record at the end of a shift.

Why We Collect It

• To verify that caregiver visits occurred at the expected location, as required by many state Medicaid programs under the 21st Century Cures Act
• To ensure client safety when caregivers travel with clients outside the home
• To provide agencies with auditable EVV records for regulatory compliance
• To detect and prevent fraudulent clock-in activity

When Tracking Starts and Stops

Location tracking begins only when a caregiver taps "Clock In" and ends automatically when the caregiver clocks out or when the shift is completed via the EVV signature screen. Location is never collected outside of an active shift. A persistent notification ("CareConnect — On Shift") is displayed on the caregiver's device for the entire duration of tracking, so the caregiver always knows when location is being recorded.

Caregiver Control

• Caregivers must grant location permission before tracking begins. A clear disclosure explaining what is collected and why is shown before the system permission prompt.
• Caregivers may revoke location permission at any time through their device settings. Note that location is required to clock in; revoking permission will prevent the caregiver from starting a shift until permission is re-enabled.
• Location data is transmitted only to CareSoftPro servers and is accessible only to the caregiver's employing agency and to CareSoftPro platform administrators.

Data Retention and Access

Shift location data is retained for as long as the agency's account is active, consistent with state recordkeeping requirements (typically 5–7 years for Medicaid-funded services). Location data is stored on secured servers in the United States and is subject to the same security measures described in Section 7 of this policy. It is never sold to third parties.

6. Protected Health Information (PHI)

CareSoftPro serves home care agencies that may store client health information. We treat all such data as protected and confidential. We do not sell, rent, or disclose PHI to any third party except as required to provide the Service or as required by law. Agencies using CareSoftPro are responsible for their own HIPAA compliance obligations.

7. Data Storage and Security

Your data is stored on secured servers in the United States. We implement industry-standard security measures including:

• AES-256 encryption for sensitive fields (SSN, banking information)
• HTTPS/TLS encryption for all data in transit
• Access controls limiting data access to authorized personnel
• Regular security monitoring and updates

No method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

8. Third-Party Services

We use select third-party services to operate the platform:

• Stripe / Square — payment processing (subject to their own privacy policies)
• Twilio — SMS delivery
• Brevo (Sendinblue) — transactional email
• Google Maps API — address geocoding for scheduling
• Firebase Cloud Messaging — push notification delivery to mobile devices

These providers are contractually obligated to protect your data and use it only to provide services on our behalf.

9. Cookies

We use session cookies required for authentication and platform function. We do not use tracking cookies for advertising. You may disable cookies in your browser, but doing so will prevent you from logging in to the Service.

10. Data Retention

We retain your data for as long as your account is active. Upon account termination, we retain data for up to 90 days to allow for recovery, after which it is permanently deleted. Some data may be retained longer where required by law (see Section 5 for location data retention).

11. Your Rights

Depending on your location, you may have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Opt out of marketing communications
• Data portability (export of your data)

To exercise any of these rights, contact us at emails@caresoftpro.com.

12. Children's Privacy

The Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe a minor has provided us with personal information, please contact us and we will delete it.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or a notice within the platform. Continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy, please contact us:

• Email: emails@caresoftpro.com
• Website: caresoftpro.com/contact.php