Privacy Policy

1. Introduction

CareSoftPro ("we," "us," or "our") operates the CareSoftPro platform, including caresoftpro.com and all related subdomains (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, screen resolution)
• GPS clock-in/out coordinates submitted by caregivers (location data)
• 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)
• 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. 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.

6. 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.

7. 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

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

8. 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.

9. 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.

10. 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.

11. 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.

12. 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.

13. Contact Us

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

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