Privacy Policy
Effective date: August 2, 2026
CareBinder (“CareBinder,” “we,” “us”) provides credential-compliance software for home care agencies at carebinderhq.com (the “Service”). This policy explains what information we collect, how we use it, and the choices you have. It applies to agency administrators who use the Service and to caregivers whose information agencies store in it.
The two kinds of people in our system
Agency users create accounts and operate the Service. We collect their name, email address, and login credentials (managed by our authentication provider), plus billing details (managed by Stripe — we never see full card numbers).
Caregivers do not have accounts. Agencies store caregiver information in CareBinder as part of managing employment credentials. For caregivers we store only what the agency provides: name, mobile phone number, email address, credential types with issue and expiration dates, photos or PDFs of credential documents, and SMS consent status. We deliberately do not accept Social Security numbers or dates of birth — our import tools detect and refuse those columns.
For caregiver data, the agency is the data controller and CareBinder is a processor acting on the agency’s instructions. Caregivers with questions about their information should contact their agency directly.
How we use information
- To operate the Service: rosters, expiration tracking, reminders, and reports.
- To send SMS reminders to caregivers about their own expiring work credentials, on the agency’s behalf.
- To send agency users operational email (expiration alerts, weekly digests, billing).
- To provide support, secure the Service, and meet legal obligations.
We do not sell personal information, and we do not use caregiver information for advertising of any kind.
SMS / text messaging
Caregivers receive employer-directed work notifications — reminders that a specific credential is approaching its expiration date — typically at 60, 30, and 7 days before expiration. Message frequency varies with credential status. Message and data rates may apply. Reply STOP to opt out at any time; reply HELP for help. Opting out stops all reminder texts; only the recipient can opt back in by replying START.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except as required to deliver the messages themselves (our SMS carrier partner) or as required by law.
Who we share information with
We share information only with the service providers that run the Service, bound by their own confidentiality and security obligations:
- Hosting and infrastructure (Vercel; database hosting on Neon)
- Authentication (Clerk)
- Payments (Stripe)
- SMS delivery (Twilio)
- Email delivery (Resend)
We may also disclose information if required by law, or as part of a merger or acquisition (in which case this policy continues to apply to previously collected data).
Security
Data is encrypted in transit (TLS) and at rest. Credential documents are stored in private storage accessible only to authenticated members of the owning agency. Every change to credential data is recorded in an append-only audit log. Access to production systems is limited to personnel who need it to operate the Service.
Retention
We retain data for as long as the agency’s account is active. If a subscription lapses, data is retained (read-locked) so nothing is lost; agencies may request export or deletion at any time. When an account is deleted, associated data is removed from production systems within 30 days, except where retention is required by law.
Your choices and rights
- Agency users can access and update their account information in the Service.
- Caregivers can opt out of texts at any time by replying STOP.
- Depending on where you live, you may have rights to access, correct, or delete personal information. Caregivers should direct requests to their agency (the controller); we support agencies in fulfilling them. You can also contact us directly at the address below.
Children
The Service is for businesses and their adult employees. It is not directed to children under 16, and we do not knowingly collect information from them.
Changes
If we make material changes to this policy, we will update the effective date above and notify agency account owners by email before the changes take effect.
Contact
Questions or requests: privacy@carebinderhq.com
See also our Terms of Service.