Privacy Policy

Effective Date: April 22, 2026 | Last Updated: April 22, 2026

1. Introduction

ClaraCare OS is operated by MedAuxilium LLC, a California limited liability company ("we," "us," or "our"). We provide a cloud-based facility management SaaS platform for residential and long-term care operators, including Residential Care Facilities for the Elderly (RCFEs), Assisted Living Facilities (ALFs), Skilled Nursing Facilities (SNFs), Rehabilitation facilities, and Home Health Agencies (HHAs). This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our platform at claracareapp.com.

2. Information We Collect

• Account Information: Name, email, job title, facility name, phone number, and hashed password.
• Facility Data: License number, capacity, administrator details, and operational records.
• Protected Health Information (PHI): Resident and patient names, dates of birth, medical histories, care plans, medication records, incident reports, and vitals — collected as a HIPAA Business Associate on behalf of your facility.
• Payment Information: Billing details processed securely by Stripe. We do not store full credit card numbers.
• Usage Data: Log files, IP addresses, browser type, pages visited, and feature analytics.
• AI Interaction Data: VERA AI prompts and responses stored for audit and quality purposes.

3. HIPAA Compliance

ClaraCare OS is designed to operate as a HIPAA Business Associate. For customers requiring a Business Associate Agreement (BAA), one will be executed upon request prior to the exchange of Protected Health Information. We implement required administrative, physical, and technical safeguards including encryption in transit (TLS 1.2+) and at rest (AES-256), role-based access controls, and immutable audit logging. We do not sell or use PHI for marketing.

4. How We Use Your Information

• To provide, operate, and improve the ClaraCare OS platform
• To process payments and manage your subscription
• To send transactional emails including credentials, alerts, and record notifications
• To power AI features through VERA
• To detect fraud and security incidents
• To comply with HIPAA and federal and state regulations applicable to the facility type you operate, including CMS, state health department regulations, California Title 22, and CDSS requirements where applicable

5. Information Sharing

We do not sell your personal information. We share data only with service providers bound by agreements: Supabase (database), Vercel (hosting), Anthropic (AI), ElevenLabs (voice), Resend (email), and Stripe (payments). We may disclose information when required by law or to protect safety.

6. California Privacy Rights (CCPA/CPRA)

California residents may request to know, delete, or correct personal information, and to opt out of the sale of personal information (we do not sell personal information). Contact us at [email protected] to exercise these rights.

7. Data Retention

We retain account data for the duration of your subscription plus 7 years for compliance. PHI is retained per your facility's retention schedule and applicable federal and state regulations.

8. Security

We use TLS encryption, AES-256 encryption at rest, role-based access controls, and immutable audit logs. No method of internet transmission is 100% secure.

9. Children's Privacy

ClaraCare OS is for healthcare professionals and facility administrators only. We do not knowingly collect information from individuals under 18.

10. Changes

We will notify you of material changes via email or platform notice at least 30 days before they take effect.

11. Contact

MedAuxilium LLC — ClaraCare OS
Fullerton, California
Email: [email protected]