Privacy Policy

Effective July 17, 2026

This policy explains how CareView, operated by Villa Marketing ("CareView," "we," "us"), handles information when authorized organizations and users access the CareView assisted-living operations platform.

1. Information we process

• Account and access information: name, business email address, organization, role, facility assignment, authentication records, and password-reset activity. Passwords are handled by Firebase Authentication and are not visible to CareView administrators.
• Organization and facility information: organization and facility names, contacts, capacity, access settings, alert rules, recipients, account mappings, audit history, and integration status.
• Operational and financial information: aggregate census and move data, staffing and call-out counts, payroll summaries, overtime, accounts receivable, profit-and-loss totals, cash and bank summaries, cost ratios, imported CSV data, historical snapshots, and generated reports.
• QuickBooks information: with an authorized QuickBooks administrator's consent, CareView receives the QuickBooks company identifier, rotating OAuth refresh token, accounting reports, account names, classes, and related reporting data needed for dashboards. OAuth tokens are stored in server-restricted records and are not sent to browser clients.
• Ask CareView information: a user's question, recent conversation turns, and permission-scoped aggregate facility metrics may be sent to OpenAI to generate an answer. CareView is designed not to send resident-level records, staff names, or free-text notes in this context, and its OpenAI API requests set storage to disabled.
• Technical information: service providers may process IP address, device/browser details, timestamps, error logs, and security events. CareView also stores limited interface preferences on the user's own device.

2. How we use information

We use information to authenticate users; enforce organization, role, and facility permissions; provide dashboards, imports, reports, alerts, scheduled summaries, integrations, and support; detect and fix errors; protect the service; maintain audit records; and comply with legal obligations.

3. Service providers and disclosures

We do not sell personal information or use CareView data for third-party advertising. We disclose information only as needed to operate the service, at an organization's direction, or when legally required. Current service providers include:

• Google Firebase and Google Cloud for hosting, authentication, database, functions, secret storage, logging, and backups.
• Intuit QuickBooks Online for organization-authorized OAuth and accounting-data access.
• OpenAI for permission-scoped Ask CareView answers and monthly operational narratives.
• Resend for transactional alert and scheduled-report email delivery.

We may also disclose information during a business transfer, to protect rights and security, or to respond to lawful process. We require service providers to process data only for the services they provide to us.

4. QuickBooks access and disconnection

CareView requests the QuickBooks Online Accounting scope. It uses that access to read accounting reports, account lists, and classes for authorized dashboards and mappings; CareView does not create or modify QuickBooks transactions. An authorized CareView administrator can disconnect a facility from the Platform page. Disconnection revokes the Intuit token and stops future synchronization. Existing CareView snapshots and reports remain until deleted under the organization's retention instructions.

5. Retention and deletion

We retain account, operational, and integration information while the organization uses CareView and as reasonably needed for security, audit, backup, dispute resolution, and legal compliance. OAuth tokens are retained only while the connection remains active. Organizations may request access, correction, export, or deletion through the contact below. Some information may remain temporarily in backups or where retention is legally required.

6. Security

CareView uses encrypted network connections, Firebase Authentication, role- and facility-scoped access rules, server-only integration credentials, restricted service accounts, audit logs, and managed cloud infrastructure. No system is completely secure, and users are responsible for protecting their accounts and promptly reporting suspected unauthorized access.

7. Your choices and rights

Depending on applicable law, individuals may have rights to access, correct, delete, restrict, or receive a copy of personal information. Most CareView business data is controlled by the customer organization; requests may be routed to that organization for verification and response. Users may also disconnect QuickBooks access and change email-alert recipients through authorized administrators.

8. Children and medical information

CareView is a business service for authorized adult users and is not directed to children. CareView is not a clinical record system and should not be used to upload medical records or protected health information.

9. Changes to this policy

We may update this policy as CareView changes. We will post the revised policy here and update its effective date. Material changes may also be communicated to customer administrators.