1. Information We Collect

FamilyRounds collects the following types of information to provide our caregiving coordination services:

• Account information: Name, email address, and password when you create an account.
• Clinical documents: Medical PDFs, discharge summaries, clinic notes, and lab reports that you upload for AI summarization.
• Patient information: Diagnosis, medications, staging information, care team details, and other clinical data you enter into patient profiles.
• Conversation logs: Messages exchanged during AI coaching sessions, including text and voice coaching interactions.
• Care coordination data: Tasks, timeline events, family updates, and care circle membership information.
• Usage data: Session activity, feature usage patterns, and audit logs for security monitoring.

2. How We Use Your Data

Your data is used to:

• AI processing: Clinical documents and patient profiles are processed by AI models to generate plain-language summaries, visit questions, coaching scripts, and family updates.
• Care coordination: Shared within your care circle to enable family members to collaborate on caregiving tasks.
• Service improvement: We may use aggregated, de-identified usage metrics (never your health information) to improve the platform. We do not use your data for advertising or profiling, and we do not sell your data.

3. Service Providers

We work with a limited number of service providers who process information on our behalf, under contract and only as needed to provide and operate the service. They are not permitted to use your information for their own purposes. These providers fall into the following categories:

• Artificial-intelligence providers: The documents, patient information, and messages you submit are processed by AI providers to generate the summaries, questions, checklists, updates, and coaching responses you request. Our AI providers are contractually prohibited from using your information to train their models.
• De-identification: Before your information is sent to our AI providers — across our AI features, not only document uploads — it passes through an automated de-identification step that runs within our own application (no third-party service) and detects and replaces direct identifiers, such as names, contact details, street addresses and ZIP codes, birth dates, Social Security and Medicare numbers, medical-record, insurance, and account numbers, license and device numbers, and ages over 89, with placeholders. The AI provider receives only this de-identified text; the original values are restored in the result shown to you and are not retained by the AI provider. To keep clinical guidance accurate, we intentionally retain non-identifying clinical context such as diagnoses, medications, treatment dates, and the patient's age (never the date of birth). This automated process reduces the identifying information shared with AI providers, but it is not guaranteed to catch every identifier and is not a formal HIPAA de-identification.
• Voice providers: For voice-based coaching practice, session text is processed by a speech-synthesis provider to produce spoken audio using standard synthetic voices — not a recording of you or the patient.
• Speech-to-text (your browser): When you use the microphone (for example, in voice coaching, dictating into your profile, or the panic button), your spoken words are transcribed by your web browser's built-in speech recognition. Depending on your browser, this may send your audio to the browser's maker, such as Google (Chrome), Apple (Safari), or Microsoft (Edge), under that company's own privacy terms, not ours. FamilyRounds does not receive or store your audio; we only receive the transcribed text. If you prefer not to use speech recognition, you can type instead anywhere the microphone is offered.
• Reference retrieval: To surface general caregiving reference material, only non-identifying labels — which contain no patient information — are shared with the relevant provider.
• Cloud infrastructure providers: We rely on reputable cloud hosting and database providers to store your information, run the service, and operate the de-identification step described above.

We do not sell your information, and we do not share it with advertisers or data brokers. A current list of the specific providers we use is available on request.

4. Data Retention and Deletion

We retain your data for as long as your account is active. You have the following rights:

• Data export: You can export a copy of your data at any time from your account settings in JSON format.
• Account deletion: You can permanently delete your account and all associated data from your account settings. This action is irreversible.
• Document removal: Individual documents, coaching sessions, and other content can be deleted at any time.

5. Security

We maintain administrative, technical, and organizational safeguards designed to protect your information, including encryption of data in transit, hashed account passwords, restricted access controls, optional two-factor authentication, automatic session timeouts, and logging of security-relevant activity. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Please choose a strong, unique password and keep your login credentials confidential.

6. HIPAA and Regulatory Status

7. Contact

For privacy-related questions or concerns, please contact us at familyrounds2026@gmail.com.