Privacy Policy

Account information: name, email address, phone number, role, and agency affiliation when you create an account or are invited by a home care agency.

Care data: visit logs, caregiver observations, mood and nutrition assessments, activity records, and care notes submitted by certified nursing assistants and agency staff.

Usage data: pages visited, features used, device type, browser, and IP address for security and analytics.

Communications: messages, comments, and reactions exchanged through the family portal.

We use your information to:

• Deliver real-time care visibility to families and agency administrators
• Generate health trend analysis and early decline warnings
• Send notifications about care updates, alerts, and account activity
• Maintain HIPAA-compliant audit trails
• Improve platform reliability, security, and user experience
• Fulfill legal and regulatory obligations

All data is stored in encrypted databases with row-level security scoped to each agency. We use TLS encryption in transit, AES-256 encryption at rest, and HMAC-signed session tokens. PHI is never stored in browser local storage, email bodies, or SMS content. Photo attachments are stored in encrypted buckets with time-limited signed URLs.

We do not sell your personal information. We share data only:

• With the home care agency that manages your care or employs you
• With family members granted access by the agency or authorized party
• With infrastructure providers (hosting, database) under Business Associate Agreements
• When required by law, court order, or regulatory investigation

We retain account data for the duration of your active relationship with a home care agency on our platform, plus 7 years after account deactivation to satisfy HIPAA record retention requirements. Anonymized and aggregated data used for platform improvement may be retained indefinitely. Audit logs are retained for a minimum of 6 years per HIPAA requirements.

KairosCare is designed as a HIPAA-aware platform. We execute Business Associate Agreements (BAAs) with all covered entity partners. Our technical safeguards include encrypted storage, role-based access control, comprehensive audit logging, and automatic session expiration. Administrative safeguards include staff training, incident response procedures, and regular security assessments.

We use strictly necessary cookies for authentication and session management. With your consent, we may also use:

• Analytics cookies to understand how the platform is used
• Functional cookies to remember your preferences

You can manage cookie preferences at any time through the consent banner or by clearing your browser storage.

Under GDPR, CCPA, and applicable privacy laws, you have the right to:

• Access -- request a copy of all personal data we hold about you
• Deletion -- request anonymization of your personal data
• Correction -- update inaccurate information in your profile
• Portability -- receive your data in a machine-readable format (JSON)
• Objection -- opt out of non-essential data processing
• Withdrawal of consent -- revoke any previously granted consent

To exercise your data access or deletion rights, log in to your KairosCare account and use the data export or deletion features in your account settings. Export requests are available once per day and produce a complete JSON download. Deletion requests anonymize your personal identifiers while preserving aggregate care records required by HIPAA.

KairosCare is not directed at individuals under 18. We do not knowingly collect personal information from children. Care recipients are adults receiving home care services through licensed agencies.

We may update this policy to reflect changes in our practices or legal requirements. We will notify registered users of material changes via email or in-app notification. Continued use after updates constitutes acceptance of the revised policy.

For privacy inquiries, data requests, or complaints: