Privacy policy

LAST UPDATED NOVEMBER 3, 2026

Who we are

CaresLog is an app that adult family homes use to keep behavior logs, care notes, care plans, incident reports and staff time records. In this policy, “we” means CaresLog, and “home” means a care home that uses CaresLog.

Homes decide what is recorded about their residents. For those records, we work on the home’s behalf and follow its instructions.

What we collect

• Account details: the names, email addresses and roles of a home’s administrators and staff.
• Records the home keeps: resident details (such as name, preferred name and date of birth), care plans, behavior logs, care notes, incident reports and their signatures.
• Time clock: clock-in and clock-out times. When a home turns on the location check, we keep only whether the person was at the home, away, or had location turned off, never their exact location.
• Trial requests: what someone types in the “Start free trial” form: name, email, phone, the home’s name and city, the number of residents, a good time to call and any note.
• Technical information: basic records needed to keep the service running and secure, such as error reports. Error reports do not include what staff wrote.

How we use it

• To provide CaresLog to the home: saving and showing records, reminders about reports that are due, and emails to the home’s administrators.
• To help with wording: when staff ask for help writing a note, the note is sent to an AI service to make it clear. Before it leaves the device, the names of residents and staff are replaced with placeholders, and they are put back on the device afterwards.
• To answer trial requests and support questions.
• To keep CaresLog secure, find problems and fix them.

We do not sell personal information, share it for advertising, or use residents’ records to build products for anyone else.

Who helps us

CaresLog runs on Google Cloud (Firebase). Records are stored in Google’s data centers in the United States. The help with wording uses Google’s AI service, which receives notes only with the names replaced. Emails are sent through our email provider. These companies handle information only to provide their service to us.

We may also share information if the law requires it, or to protect the safety of a person.

How we protect it

• Information is encrypted when it travels and when it is stored.
• Each person signs in with their own account and sees only their own home’s records. What they can do depends on their role.
• CaresLog signs a person out after 15 minutes without a tap, and signing out removes the copy kept on the device.
• Signed incident reports cannot be changed, and every change to a log is kept.
• The records are backed up every day, and backups are kept for 14 days.

On the device

CaresLog keeps a working copy of the home’s records on the device so it keeps working without internet, and a few settings such as when the person last tapped. This copy is removed when the person signs out. CaresLog uses no advertising or tracking cookies.

How long we keep it

We keep a home’s records while the home uses CaresLog. If a home stops using CaresLog, its administrator can download its records first. We then delete them, unless the law requires us to keep something longer. Trial requests are kept while we are in touch with the person and are deleted on request.

Your choices

Staff and administrators can ask the home to correct their details. Residents and their representatives should ask the home, because the home controls its records; we help the home answer. Anyone who sent a trial request can ask us to see or delete it.

Health information

Homes that must follow HIPAA can ask us for a business associate agreement.

Children

CaresLog is for care homes and their staff. It is not meant for children to use.

Changes

If we change this policy, we will update the date at the top. For important changes, we will tell home administrators first.

Contact

Questions about privacy: email info@careslog.com.