Privacy Policy

01Who this policy covers

Byrocare is used by home-care agencies. The agency decides which clients, caregivers and family members are added and what is recorded about them. For that information the agency is the data controller and Byrocare processes it on the agency's instructions.

This policy also covers information we collect directly from people who visit our website, sign up for a trial or contact support.

02Information we process

Depending on how an agency uses Byrocare, we process:

• Agency account details: names, work emails, roles and billing details of agency staff.
• Caregiver records: skills, certifications, shifts, leave, documents uploaded by the agency and visit hours.
• Client records: names, ages, home address, needs and preferences, care plans entered by clinicians, visit notes and vitals.
• Family member details: names, email addresses, relationship to the client and the access level the agency has granted.
• Visit location: the caregiver's device location captured at visit check-in and check-out only.
• Website and support data: details you submit in our sign-up and support forms, and basic technical logs.

03Health information

Care plans, visit notes and vitals are health information. They are encrypted in transit and at rest, visible only to agency staff with a role that allows it and to family members the agency has authorised, and never sold or used for advertising.

Byrocare does not diagnose, prescribe or interpret clinical information. Care plans are written or approved by the client's doctor or nurse.

04Caregiver location

The caregiver app records location at two moments: when a caregiver checks in at a visit and when they check out. Location is not tracked between visits, outside working hours or in the background. Families never see a caregiver's location.

05Photos and consent

Photos taken during a visit are shared with families only when the client, or the person legally responsible for them, has given consent recorded in the client profile. Consent can be withdrawn at any time by the agency, after which new photos are not shared.

06How we use AI

The AI Visit Planner uses caregiver skills, availability, leave, approximate home area, visit history and the client's care requirements to suggest caregiver matches. Suggestions are reviewed and confirmed by agency coordinators. Client health records are not used to train models for other agencies.

07Sharing

We share information only:

• With the agency and the people the agency authorises, such as family members.
• With service providers that host our infrastructure and send email, under contracts that require them to protect it.
• When required by law or to protect someone's life or safety.

08Retention and deletion

Agency data is kept while the agency's account is active. When an agency closes its account, it can export its records, after which they are deleted from our active systems within 90 days and from backups on their normal rotation.

09Your choices

Clients, caregivers and family members can ask the agency to access, correct or delete their information. If you contact us directly, we will pass the request to the agency and help them respond.

To ask about information you sent us through our website, contact us through the support page.

10Security

We use encryption, role-based access, audit logs and regular backups. Agency administrators control who can see which records. No system is perfectly secure, and we will notify affected agencies promptly if we become aware of a breach affecting their data.