Last Updated: June 2026
This Privacy Policy describes how eGeniusCare LLC ("we", "us", or "our") collects, uses, stores, and protects your personal information when you use our websites, products, and services.
1. Information We Collect
Personal Information
We may collect the following personal information:
- Name – Your full name for identification and communication.
- Email – Your email address for correspondence, account management, and marketing.
- Phone – Your phone number for voice services, support, and verification.
- Company Information – Business name, role, and related details when you engage with us as an organization.
- Usage Data – Information about how you interact with our websites and products, including pages visited, features used, and time spent.
- Device Data – Browser type, operating system, device type, and related technical metadata.
- IP Address – Your IP address for security, analytics, and regional configuration.
SmartCare Platform Data
If you use our SmartCare Portal platform for care home management, we may collect:
- Resident Records – Care plans, medication administration records, health assessments, and personal information.
- Staff Information – Employee records, credentials, training history, scheduling data, and timesheets.
- Facility Data – Operational data including admissions, discharges, room assignments, and facility management information.
- Medication Data – Electronic medication administration records (EMAR), medication schedules, and administration logs.
- Compliance Records – Regulatory compliance data, audit trails, incident reports, and inspection documentation.
- Billing & Revenue Data – Revenue cycle management data, billing records, and payment information.
- Engagement Data – Resident activity participation, family communication logs, and engagement metrics.
- AI Observer Data – AI-driven pattern recognition data, risk flags, and proactive oversight information.
- Usage Analytics – Aggregated usage patterns and platform performance metrics.
2. How We Use Your Information
We use the collected information to:
- Provide, maintain, and improve our products and services
- Process transactions and manage accounts
- Send technical notices, updates, and support messages
- Respond to your comments, questions, and requests
- Monitor and analyze usage patterns and trends
- Detect, prevent, and address technical issues and fraud
- Comply with legal obligations
3. AI Processing Disclosure
Some of our products use artificial intelligence and machine learning technologies to process user inputs, communications, audio, transcripts, and customer interactions. This processing is used to:
- Generate transcriptions and summaries of voice communications
- Power conversational AI and intelligent assistants
- Analyze communication patterns for quality and insights
- Automate workflows and responses
- Process audio, transcripts, communications data, and customer interactions for AI-powered features
AI-processed data is handled with the same security and privacy standards as all other data. We do not use your data to train third-party models without your explicit consent.
Customer Responsibility: Customers using our SmartCare care home platform are responsible for obtaining all legally required consents from individuals whose data may be collected or processed through our platforms, including but not limited to resident and staff data consent where applicable by law.
4. Third-Party Providers
We may share your information with trusted third-party service providers who help us operate our business, including:
- AWS – Cloud infrastructure and hosting services
- Stripe – Payment processing
- Cloud Infrastructure Providers – AWS and other cloud service providers
- Analytics Providers – Usage analytics and performance monitoring
- AI Providers – AI/ML processing services
These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.
5. Data Retention
We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy. Retention periods vary by data type:
- Logs – System and access logs are retained for up to 12 months for security and debugging purposes. Platform activity logs are retained for up to 24 months for analysis and compliance.
- Recordings – Voice recordings are retained in accordance with applicable laws and your account settings, typically up to 24 months unless a longer retention period is required by law or regulation.
- Transcripts – AI-generated transcripts are retained for service improvement and compliance, typically up to 12 months.
- Account Data – Retained for the duration of your account relationship plus a reasonable period thereafter.
- Usage Analytics – Aggregated usage and performance data is retained for up to 36 months for business intelligence and product improvement.
6. Compliance
We are committed to compliance with applicable healthcare and data privacy regulations:
- HIPAA Compliance – Our SmartCare platform is designed to support compliance with the Health Insurance Portability and Accountability Act. Customers are responsible for ensuring their use of our services complies with HIPAA requirements for protected health information.
- Healthcare Regulations – We comply with applicable healthcare regulations and industry standards governing care home operations and resident data protection.
- Data Privacy Regulations – We adhere to applicable data privacy laws including but not limited to applicable US state privacy laws and international data protection regulations where relevant.
7. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including encryption in transit and at rest, access controls, and regular security audits.
8. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data
- Object to or restrict processing
- Data portability
- Withdraw consent at any time
9. Contact Us
If you have any questions about this Privacy Policy, please contact us at:
Email: [email protected]
Mail: 10685-B Hazelhurst Dr. # 41732, Houston, TX 77043
Phone: +1 (213) 769-2666
