Privacy Policy
Last updated: September 29, 2026
CareCheck is a shared care log made by iCoach Solutions ("we", "us"). This policy explains what CareCheck collects, why, who can see it, and how to ask us to change or delete it.
What we collect
What you give us
- Your name, email address and, if you add it, your mobile number.
- What you and your circle log: the name of the person you care for, check-ins and notes, medications and doses, tasks, appointments, journal entries, health conditions, and how caregivers say they're doing.
- For agencies: the agency's name, staff names, email addresses and roles, and any client references you add.
- If you ask for a demo or about white-label: what you write in the form.
What is recorded automatically
- The time and author of every action in a circle. This is the care log.
- Standard technical logs kept by our hosting provider, such as IP address and browser type.
- On our public pages only (not sign-up, the app or the agency console), Google Analytics records visits: pages viewed, device, and approximate location. It never sees what anyone logs in a care circle.
How we use it
- To run CareCheck: show a circle's log to its members, and to agency staff where the circle is an agency client.
- To email you login codes and account messages, such as a staff invitation.
- To produce the agency console's figures and care-record exports for the agency that owns the client.
- To answer your questions and requests, and to tell you about CareCheck and related iCoach Solutions services. You can ask us to stop at any time.
Who can see it
- Members of the circle. Everyone in a care circle can see what is logged in it.
- An agency and its staff, when the circle is that agency's client. Owners and managers see all of the agency's clients, caregivers see only the clients assigned to them, and owners and managers can export a client's care record.
- Our service providers, only to run the service: Cloudflare (hosting and data storage), HighLevel (our customer-relationship system, which stores your name, email and phone and sends login codes and account emails), Stripe (payments; we never see or store your card number), and Google Analytics (visits to our public pages).
- Authorities, if the law requires it.
We do not sell your information.
How long we keep it
The care log is kept for as long as the circle or agency account exists, so the record stays complete. The circle's recent-activity feed shows the latest 100 entries, but the full record behind it is kept. Account details are kept until you ask us to delete them. If you ask us to delete a circle or your account, we delete it, except where the law requires us to keep something.
Security
Data travels encrypted between your browser and our servers, and is stored with a provider that encrypts it at rest. Every login is confirmed with a one-time code sent to your email; codes expire after 10 minutes and stop working after five wrong tries. Each person can reach only the circles they belong to.
Health information
CareCheck is a coordination tool, not a medical record, and not a HIPAA-covered service. We don't sign HIPAA business associate agreements. Please keep in CareCheck only what your circle needs to coordinate care.
Your choices
You can ask us to show you, correct, export or delete your information, or to stop contacting you, by emailing [email protected]. For an agency client's circle we may need to involve the agency, since it is responsible for its client records.
Children
CareCheck accounts are for adults 18 and over. We don't knowingly collect information from children under 13 as account holders.
Changes
If we change this policy in a way that matters, we'll update the date above and tell account holders by email.
Contact
iCoach Solutions · [email protected]