1. Who We Are

CareMaple Inc. (“we,” “our,” or “us”) is a family care coordination platform accessible at caremaple.com. It is an organisational tool that helps families and professional caregivers manage tasks, appointments, documents, and care records. It is not a medical provider, insurer, or clinical service.

For privacy questions, contact us at: support@caremaple.com

2. Information We Collect

a) Account & Profile Information

When you sign up, we collect your email address, first and last name, and a securely hashed password. You may optionally add a phone number and address to your profile.

b) Care Circle Data

Information you enter about the person receiving care (the care recipient), including their name, medical notes, diagnoses, medications, allergies, emergency contacts, and insurance details. This information is entered voluntarily and is only accessible to members of that Care Circle.

c) Care Activity

Tasks, appointments, journal entries, and documents you create within a Care Circle. This includes care notes, task completion records, appointment dates, uploaded files, and any media you attach.

d) Audit & Activity Log

A timestamped activity history that supports care coordination and accountability. Normal editing controls protect the integrity of this history. Those controls do not create a blanket right to keep personal information forever or replace our deletion and retention obligations.

e) Technical & Usage Data

Your browser timezone (used to display times correctly), IP address (processed by our infrastructure provider), and general usage patterns. We do not use third-party analytics trackers.

f) Payment Information

Web payments are processed by Stripe. Subscriptions purchased in supported iPhone and iPad builds are processed by Apple. We do not receive or store your full payment card details. We store provider transaction identifiers, subscription product and renewal status, expiry and refund information, and an opaque account token to connect verified purchases to your CareMaple account. We do not send care records to Apple for subscription processing.

On supported Apple devices, CareMaple uses local storage and protected on-device storage to remember unfinished purchases and help prevent another charge. Recovery records may contain opaque account and purchase-attempt identifiers, the selected subscription product, purchase progress and transaction identifiers. They help recover an outcome already recorded on the original device. These CareMaple recovery records contain no care records, payment card details or signed Apple transaction data.

g) Voluntary Research

If you submit our family care coordination survey, we store your answers, submission time and completion duration for product research. An optional follow-up email is stored separately from your answers. We also use a hashed request fingerprint to limit abuse. Platform administrators can access research responses; external research summaries contain aggregate results. Please do not enter identifying information or confidential health details in survey answers. You can stop before submitting and contact support@caremaple.com about research privacy or follow-up consent.

h) Optional AI Care Plan Extraction

If you choose to use AI care plan extraction and explicitly confirm that you are authorized to share the document, we send that document to Anthropic solely to extract care information for your review.

3. How We Use Your Information

• To operate the CareMaple platform and provide the features you use
• To send care reminders, task alerts, and appointment notifications you have enabled
• To generate Proof of Care reports and weekly summaries on your request
• To process your subscription and manage billing
• To respond to support requests you send us
• To detect and prevent abuse or security incidents
• To extract care information from a document only when you choose the optional AI feature and give explicit consent

We do not use your care data for advertising, profiling, or sale to third parties — ever.

4. Who Can See Your Data

CareMaple uses a role-based access system. Only members you invite to a Care Circle can view that circle's data. Within a circle, what each member can see and do is determined by the role you assign them (Owner, Family, Agency, Caregiver, or Viewer).

CareMaple staff do not access the contents of your Care Circles except in limited circumstances: to investigate a security incident, respond to a legal obligation, or resolve a technical issue you have reported.

5. Third-Party Services We Use

CareMaple's primary database and file storage are in Canada. Data may also be processed by the third-party providers listed above when you use their related features.

6. Account Deletion & Data Retention

Start account deletion from Settings in CareMaple Family or CareMaple Ops. This is a request to remove your account and associated personal information, including content you contributed to shared circles where deletion is required. Leaving a circle, archiving a circle, ending a subscription, or agency offboarding alone does not delete your account.

Once your request is accepted, save the private receipt link to confirm access closure and follow progress after signing out. Acceptance confirms that the request was recorded; it does not mean every database row, attachment, backup, or third-party record has already been erased. Requests that need ownership, billing, or record review remain pending until those steps are resolved.

We remove account information and user-contributed content that no longer has a justified retention basis. A shared audience, an audit label, or removing an account identifier alone does not justify keeping identifying text, images, documents, or other content. We assess those materials as well as direct profile fields. Other people's records are assessed separately.

Approved deletion is carried out by record category, including journal entries, chat contributions, task-event content, and documents and their stored files where applicable. A recorded decision is separate from checked execution. If a file or another cleanup step cannot be removed, that work remains pending or requires review.

Where evidence has a justified retention basis, we minimize the linked account information. A retained profile placeholder or account identifier may be pseudonymous: it replaces visible identity fields but can remain linkable to other records. Pseudonymous information is still treated as personal information with restricted access and a retention expiry or review date; it is not claimed to be anonymous.

Some information may need limited retention for a specific legal obligation, an active legal hold, a justified security or billing purpose, or a separately governed agency care or employment record. An agency record is assessed by its purpose, applicable obligations, and responsible organization; an agency label does not automatically exempt everything you posted from deletion. Each retained category must have a documented reason, restricted access, and an expiry or scheduled review date. We do not apply one universal statutory retention period or promise that all records will be anonymised.

Limited subscription identifiers and opaque purchase ownership tokens may be needed to process provider events or prevent a purchase being reassigned. These are reviewed separately from your care content. CareMaple account deletion does not cancel Apple renewal: use your Apple Account subscription settings. Web billing cancellation and external-provider cleanup are tracked as part of the request where applicable.

Backup copies age out under the applicable backup lifecycle. They are not treated as active customer records. If a backup is restored, deletion restrictions must be reapplied before affected information becomes available again. A pending backup or provider step must not be presented as completed erasure.

Contact support@caremaple.com for a privacy request, help accessing a receipt, or details about a retention decision. Do not send care records or the private receipt link in a public message.

7. Your Rights

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

• Access the personal data we hold about you
• Correct inaccurate data (edit your profile at any time)
• Delete your account and personal data (available in Settings)
• Export your care data (Proof of Care and weekly summary reports)
• Object to certain uses of your data
• Withdraw consent at any time

To exercise any of these rights, contact us at support@caremaple.com. We will respond within 30 days.

8. Children's Privacy

CareMaple is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, contact us immediately and we will delete it.

CareMaple may be used to coordinate care for a child (e.g., a child with a disability). In such cases, the adult account holder is responsible for the information entered about the child.

9. Security

We implement industry-standard security practices including: encrypted connections (HTTPS/TLS), database-level row security policies, role-based access controls, and a protected activity history subject to the retention rules above. Uploaded documents are stored in a private, access-controlled storage bucket with signed URLs for download.

No system is perfectly secure. If you discover a security concern, report it to support@caremaple.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the “Last updated” date at the top. For significant changes, we will notify you by email. Continued use of CareMaple after changes constitutes acceptance of the updated policy.

11. Contact Us

For any privacy-related questions, requests, or concerns:

CareMaple Inc.
Email: support@caremaple.com
Website: caremaple.com