Privacy Policy

1. Who This Policy Applies To

This Privacy Policy applies to everyone who uses PecanPod, including:

• Agency administrators who manage accounts
• Caregivers who log care activities during shifts
• Families who view their loved one's care updates

If you are using PecanPod on behalf of an agency, you are also responsible for ensuring the families and caregivers in your account are aware of how their data is handled.

2. What Information We Collect

Information You Give Us

When you set up or use PecanPod, we collect:

• Account information: names, email addresses, phone numbers, and login credentials for agency admins and caregivers
• Client profiles: first name, age, and any notes added by the agency (we recommend using first names only)
• Family contact information: name and email address, provided by the agency
• Care logs: feeding amounts and times, diaper changes, nap durations, mood notes, activities, and written observations. PecanPod is not designed to collect medical or clinical information. Do not enter medications, diagnoses, vital signs, or any clinical health data into care logs or notes fields.
• Photos: images uploaded by caregivers during a shift
• Shift information: assigned caregiver, scheduled hours, and check-in timestamps

Information We Collect Automatically

When you use PecanPod, we automatically collect basic technical information to keep the platform running:

• Device type and operating system
• Browser type and version
• IP address and general location (city/region level only)
• Pages visited and features used within the app
• Error logs to help us fix bugs

We use this information only to operate, maintain, and improve PecanPod. We do not build advertising profiles from this data.

3. How We Use Your Information

We use the information collected on PecanPod solely to:

• Operate the platform and deliver care updates to families in real time
• Allow agencies to manage caregiver assignments and shift schedules
• Enable caregivers to log care activities and photos during their shift
• Send account-related notifications (e.g., login alerts, shift reminders)
• Investigate and fix technical issues or bugs
• Improve the features and usability of PecanPod based on how people use it

We do not analyze your care logs for marketing purposes. We do not use photos for anything other than displaying them to the family they belong to.

4. What We Will Never Do With Your Data

• We will not sell your data — ever, to anyone, under any circumstances
• We will not share your data with advertisers or data brokers
• We will not use photos of children or clients for any purpose other than displaying them in the family's account
• We will not use care logs to train AI models or build datasets
• We will not contact your families or caregivers for any purpose unrelated to their PecanPod account
• We will not share your agency's client list or caregiver roster with any third party
• We will not store or process medical records, medications, clinical health data, or Protected Health Information (PHI)

5. Who We Share Information With

We do not sell or share your personal information with third parties for their own use. We may share limited information only in these specific circumstances:

Service Providers

We use trusted third-party services to help operate PecanPod, such as cloud hosting and data storage providers. These providers only access your data to perform services on our behalf and are contractually prohibited from using it for any other purpose.

Legal Requirements

We may disclose information if required by law, court order, or government authority. We will notify affected users when legally permitted to do so.

Business Transfers

If PecanPod is acquired or merges with another company, your data may be transferred as part of that transaction. We will notify you in advance and your rights under this policy will continue to apply.

6. Photos of Children and Clients

We understand that photos require extra care. Here is how we handle them:

• Photos are uploaded by caregivers and immediately made available only to the assigned family and agency admin
• Photos are stored securely and are never publicly accessible
• Photos are never used for marketing, training, or any purpose outside of displaying them in the family's account
• When an account is deleted, photos are permanently removed from our servers

We strongly recommend that agencies obtain written consent from families before enabling photo sharing in PecanPod.

7. Data Storage and Security

Your data is stored on secure servers with encryption in transit and at rest. We take reasonable and industry-standard precautions to protect your information from unauthorized access, loss, or misuse.

However, no system is 100% secure. You are also responsible for keeping your login credentials private and reporting any suspicious activity to us immediately at hello@pecanpod.com.

8. How Long We Keep Your Data

We keep your data for as long as your account is active. When an account is closed:

• Care logs and photos are deleted within 90 days
• Basic account records (name, email) may be retained for up to 12 months for legal and billing purposes
• You may request earlier deletion by contacting us directly

Agencies can export their care log data before closing their account by contacting our support team.

9. Your Rights

Depending on where you are located, you may have rights regarding your personal information, including:

• The right to access the data we hold about you
• The right to correct inaccurate information
• The right to request deletion of your data
• The right to withdraw consent at any time

To exercise any of these rights, contact us at hello@pecanpod.com. We will respond within 30 days.

10. Children's and Clients' Privacy

PecanPod is a platform for care professionals and families — it is not directed at children or care recipients. We do not knowingly collect personal information directly from children or adult clients. Care information is entered by adult caregivers and accessed by adult family members only.

Agencies are responsible for obtaining appropriate consent from families before creating profiles on the platform.

11. Not a Medical Records Platform

PecanPod is not designed or intended to be used as a medical records system, electronic health record (EHR), or any form of clinical documentation tool. PecanPod does not accept, store, or process Protected Health Information (PHI) as defined under HIPAA, and is not configured to be HIPAA-compliant.

If your agency requires clinical documentation — including medication administration records, health assessments, or physician care plans — you must use a platform specifically designed and certified for that purpose. Using PecanPod for clinical documentation is a violation of our Terms of Service.

12. PIPEDA and Canadian Privacy Law

PecanPod is based in Canada and complies with the Personal Information Protection and Electronic Documents Act (PIPEDA). This means we:

• Collect only the information necessary to operate our service
• Obtain consent before collecting personal information where required
• Allow individuals to access and correct their information upon request
• Protect information with appropriate security safeguards

Users in other jurisdictions (including the United States) should be aware of applicable local privacy laws. PecanPod does not offer HIPAA compliance and should not be used to store or transmit PHI.

13. Changes to This Policy

If we make changes to this Privacy Policy, we will notify active users by email and update the effective date at the top of this document. Continued use of PecanPod after changes are posted means you accept the updated policy.

We will never make changes that reduce your privacy rights without giving you advance notice and the opportunity to delete your account.

14. Contact Us

If you have any questions, concerns, or requests related to your privacy, please reach out:

We're a small team and we read every message. If something doesn't seem right, please tell us.