HuddleCare — Privacy Policy

01Who we are

HuddleCare ("HuddleCare," "we," "us," or "our") is operated by HuddleCare LLC, a Wyoming limited liability company. HuddleCare is a family caregiving coordination service available as a mobile app (iOS and Android) and a web app at huddlecare.app. It helps families and care teams coordinate around a person, child, or pet they care for — through shared updates, tasks, appointments, medications, messages, and documents within a private group we call a "Huddle."

This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices and rights you have. It applies to the HuddleCare app and website (together, the "Service"). It does not apply to third-party services you connect to or reach through HuddleCare, which have their own privacy practices.

02A note on sensitive information

HuddleCare is built to hold information about the care of a real person, child, or pet. That can include health-related details such as medications, doses, allergies, diagnoses, appointments, and notes about how someone is doing. We treat this information with corresponding care. Where this policy refers to "care content," it means the information you and your Huddle members enter about the one you care for and the day-to-day work of caring for them. We do not use care content to select advertising, and we do not sell it. See Sections 6, 8, and 9.

03Information we collect

Information you give us when you create an account. Your name, email address, and password (handled by Firebase Authentication; we do not store your password in readable form). If you enable multi-factor authentication, a phone number or authenticator association. If you sign in with Apple or Google, we receive basic profile information from that provider.

Care content you and your Huddle create. This is the core of the Service and may include:

• The person, child, or pet you care for ("the One We Care For"): name, photo, date of birth, and — depending on the Huddle type — details such as conditions or diagnoses, allergies, primary physician or veterinarian, pharmacy, insurance, and emergency contacts.
• Medications and doses: medication names, schedules, dose units and instructions, and a log of doses given or missed.
• Tasks and schedules: to-dos, assignments, appointments, pickups and dropoffs, walks, reminders, and post-event notes.
• Care journal / daily updates: written entries (including mood or condition indicators) and up to three photo attachments per entry.
• Messages: group messages and direct messages between Huddle members.
• Contacts and documents: care-related contacts you add, and files you upload to a Huddle's document vault (on paid tiers).

Membership and activity information. Which Huddles you belong to, your role and permissions in each, who invited you, and records of changes to profiles, access, and permissions. For care integrity, certain logs (profile-change, access, and permission logs) are retained and cannot be edited or deleted by users — see Section 8.

Usage, device, and diagnostic information. App and feature usage, the approximate region derived from your IP address, device and operating-system information, and crash and error diagnostics. We use this to operate, secure, and improve the Service.

Payment information. If you subscribe, payment is processed by our payment providers (Stripe on the web; Apple and Google for in-app purchases). We receive confirmation of your subscription status and limited billing details, but we do not collect or store full payment card numbers — those are handled by the payment provider.

Communications. Messages you send us (for example, support requests at support@huddlecare.app) and emails we send you about your account or the Service.

04How we use information

We use information to:

• Provide the Service — create and run your Huddles, sync care content across your devices and members, send reminders and notifications, and keep everything up to date in real time.
• Authenticate you, secure accounts, and prevent unauthorized access, fraud, and abuse.
• Provide customer support and respond to your requests.
• Send transactional and service emails (for example, invitations, reminders, receipts, and security notices).
• Operate billing and subscriptions, and keep records of your consent to subscription terms as required by law.
• Understand how the Service is used and improve it, using aggregate and diagnostic data that does not include care content.
• Comply with law and enforce our Terms.

05How information is shared

Within your Huddle. Care content is shared with the members of the Huddle it belongs to, according to each member's role and permissions. The purpose of HuddleCare is shared coordination, so members of a Huddle can see the care content in that Huddle that their permissions allow. Permissions are enforced at the data layer, not only in the interface.

With service providers (subprocessors). We use trusted third parties to run the Service. They process information on our behalf and under contract, only to provide their service to us. See Section 7.

For legal reasons. We may disclose information if required by law, regulation, legal process, or governmental request, or to protect the rights, safety, or property of HuddleCare, our users, or others.

In a business transfer. If HuddleCare is involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Privacy Policy or a successor policy with at least equivalent protections.

We do not sell your care content, and we do not share it with advertisers. We do not sell the care content you and your Huddle create. We do not use care content, messages, journal entries, or medication or health information to target advertising. See Section 6 for how advertising works.

06Advertising

HuddleCare offers a free tier and paid tiers (Plus and Premium). The free tier will be supported by advertising in a future release. Advertising is not present in the Service today, and the paid tiers are and will remain ad-free.

When advertising launches on the free tier, it will be selected using only three coarse, non-behavioral signals: the Huddle type (Elder, Child, or Pet), your language, and the approximate region derived from your IP address. It will not be based on your care content, messages, journal entries, or any medication or health information, and ads will not be shown alongside sensitive content such as medications, dose logs, the Emergency Info Card, or journal entries about a health crisis.

Before advertising launches, we will update this Policy, provide notice, and present any consent or choice controls required by law — including, on Apple devices, the App Tracking Transparency prompt where applicable, and the opt-out and preference-signal mechanisms described in Section 9. If you are on a paid tier, you will not see ads.

07Service providers (subprocessors)

We rely on the following providers to operate the Service:

• Google / Firebase — application hosting, database (Firestore), authentication, file storage, push notifications, and serverless functions.
• Stripe — subscription payments on the web.
• Apple App Store / Google Play — in-app subscription purchases on mobile.
• Resend — transactional and invitation emails.
• RevenueCat — subscription management for in-app purchases on mobile.
• Sentry — error and crash reporting, so we can find and fix faults in the app. Error reports are limited to technical diagnostic information — the error, where in the code it happened, and your account identifier. They are configured to exclude your care content: we do not record your screen, and medication, journal, message, document and profile content are not sent.
• Cloudflare — cookieless web analytics for our public marketing pages (the huddlecare.app landing, support, and legal pages). It gives us aggregate visit counts and page-load performance, without cookies, without storing identifiers on your device, and without tracking you across sites. It is not loaded inside the app itself, so nothing you do while signed in — and no care content — ever reaches it.

We require our providers to protect the information they process for us and to use it only to provide their services to us.

08Data retention and deletion

• Care content is retained for as long as your Huddle exists and you remain a member, and for a limited period afterward to allow recovery and to meet our legal and operational needs. To protect care history, deletions are first applied as reversible "soft" deletions; content is permanently removed only after applicable retention windows.
• Integrity logs. To support care accountability, profile-change, access, and permission logs are immutable — they cannot be edited or deleted by users — and are retained for seven (7) years, after which they are purged. These logs record the fact and actor of a change for accountability; where feasible they are minimized so they do not duplicate the underlying sensitive content.
• Account deletion and data export. You can request a copy of your data and you can delete your account. When you delete your account, we delete or de-identify your personal information, subject to (a) the integrity-log retention above and (b) any legal obligations to retain certain records. Care content you contributed to a shared Huddle may remain available to other members of that Huddle where it is no longer attributable to you, so that the people still providing care are not left without the history they rely on. You may request deletion of specific content you authored.

To make a request, contact us at support@huddlecare.app.

09Your privacy choices and rights

You can view and update much of your information directly in the app, and you can control reminders and notifications in settings.

Depending on where you live, U.S. state privacy laws may give you additional rights. To the extent these laws apply to us, you have the right to:

• Access the personal information we hold about you and obtain a portable copy.
• Correct inaccurate personal information.
• Delete your personal information (subject to the retention rules in Section 8).
• Opt out of any "sale" or "sharing" of personal information and of targeted advertising and certain profiling. We do not sell care content; if and when the free-tier advertising described in Section 6 launches, this opt-out will apply to it.
• Appeal a decision we make about your request.

We do not use the categories of information that some laws treat as "sensitive" (including health-related information) for advertising or for purposes that would require your opt-in consent without first obtaining that consent where the law requires it.

Preference signals. Where required, we honor universal opt-out preference signals such as the Global Privacy Control (GPC).

How to exercise your rights. Email support@huddlecare.app. We will verify your request and respond within the timeframe required by applicable law (generally within 45 days, with an extension where permitted). You may use an authorized agent where the law allows. We will not discriminate against you for exercising your rights.

California residents. This Policy, together with the categories described in Section 3 and the purposes in Section 4, is intended to serve as our notice at collection. California residents have the rights described above.

10Security

We use industry-standard measures to protect information, including encryption in transit (TLS) and encryption at rest, access controls that verify Huddle membership and permissions on every data access, immutable integrity logs, optional multi-factor authentication, and re-authentication for sensitive actions. No method of transmission or storage is completely secure, so while we work hard to protect your information, we cannot promise absolute security.

11Children and minors

• You must be 18 or older to create or use a HuddleCare account. The Service is intended for adults coordinating care. It is not directed to children, and we do not knowingly permit anyone under 18 to register.
• A child can be the subject of care. In a Child Care Huddle, the profile is about a child but is created and managed by adult account holders. The child is not a user of the Service and does not provide information to us directly. The adults in the Huddle are responsible for the information they enter about a child and for having the authority to share it. We minimize the child information we require to what is needed to coordinate that child's care.
• If we learn that someone under 18 has registered, or that we have collected information in a way that is not consistent with applicable children's-privacy law, we will take appropriate steps to address it, including removing the registration.

12Health-related information and HIPAA (forward-looking)

HuddleCare is designed with a HIPAA-aware architecture and intends to operate under a Business Associate Agreement (BAA) with its infrastructure provider where applicable. Until that agreement is confirmed in production, HuddleCare does not represent that it is a HIPAA-covered entity or a HIPAA "business associate," and references to "HIPAA-aligned" design describe our engineering approach rather than a regulatory certification. Regardless of HIPAA status, we protect care content as described in this Policy, do not sell it, and do not use it for advertising.

13Where we operate

HuddleCare is offered in the United States and in Latin America and the Caribbean. If you access it from elsewhere, you do so on your own initiative and are responsible for compliance with local law. We do not currently offer the Service to users in the European Union or United Kingdom and do not target those markets.

14Changes to this Policy

We may update this Privacy Policy from time to time. If we make material changes — including before advertising launches on the free tier — we will provide notice through the Service or by email and update the "Last updated" date above. Your continued use after an update means you accept the revised Policy.

15Contact us

• Email: support@huddlecare.app
• Mail: HuddleCare LLC, 30 N Gould St, Ste N, Sheridan, WY 82801