What the app records, who hears it, and what happens to it.

MapleCare AI is a workforce tool for care coordinators employed by home care agencies. A coordinator uses it during an assessment visit in a client's home. It is not a consumer app and is not offered to the general public, an account only works if an agency has already registered the coordinator.

It records the voice of the person being assessed, who is not the person using the app. That is the whole point of the tool, and it is why the consent step below exists and cannot be skipped.

Before any recording starts, the coordinator works through a consent step in the app: a short script is read to the client explaining that the conversation will be recorded and why, and the client's answer is captured.

If the client says no, the visit continues without a recording. If the client agrees and then changes their mind, the coordinator can discard the recording, that deletes the audio from the phone and from our storage, not merely hides it.

• Audio of the assessment conversation. Everything said in the room while recording is active, including the client's voice and anyone else speaking. Recording runs only between the moment the coordinator presses Start and the moment they press End.
• A transcript of that audio, and the care plan drafted from it, which describes the client's daily living needs: washing, dressing, meals, mobility, falls, medication support and similar.
• Client record information held by the agency and shown in the app: name, address, phone number and date of birth.
• Coordinator account information. Work email address, name, and the agency they work for. We receive this from the agency; coordinators do not create accounts themselves.
• Visit and schedule information, including when a recording started and stopped, and gaps where the phone failed to capture audio.

We do not collect location, advertising identifiers, contacts, photos, or your device's contents. The app contains no analytics, tracking or crash-reporting software of any kind, and it never requests a push notification token.

The microphone is used only during a recording the coordinator has explicitly started. There is no always-on listening, no wake word, and no background capture between visits.

Recording does continue while the phone is locked or in a pocket, because an assessment is a conversation and nobody holds a screen through it. The app shows that it is recording, and stops when the visit is ended.

Solely to produce a care plan for the home care agency conducting the assessment. The recording exists so that the coordinator can talk to the client instead of typing, and so the resulting plan reflects what was actually said.

A drafted plan is reviewed by people at the agency before it is used. We do not use this data for advertising, we do not sell or rent it, and we do not share it with data brokers. MapleCare does not build or train artificial-intelligence models; we use the providers named below to transcribe audio and draft text, and nothing else.

Producing a transcript and a draft plan means sending the recording outside our own systems. We would rather name who, than describe it as “service providers.”

• The agency conducting the assessment. The recording, transcript and care plan belong to that agency and are visible to its staff. This is the purpose of the app.
• Deepgram, which converts the audio into text. It receives the audio.
• Anthropic, which drafts the care plan. It receives the transcript, not the audio.
• Amazon Web Services, where recordings are stored, in the United States.
• The agency's own record system, once a completed plan is approved by the agency and sent there.
• When the law requires it, or where an agency must produce records to a payer, regulator or auditor as part of its own obligations.

Each of these is bound by contract to use the data only to provide its service to us.

While a visit is being recorded, the coordinator can see words appear on screen as they are spoken. That stream passes through our server to the transcription provider and back; the audio in it is relayed, never saved. Only the resulting text is kept, and only for the visit it belongs to.

Audio is encrypted in transit using HTTPS and encrypted at rest in storage. On the phone, recordings are protected by the operating system's file encryption and are readable only while the device is unlocked. Login credentials are never stored on the device; the app holds short-lived access tokens in the iOS Keychain or Android Keystore.

Each agency sees only its own clients and visits. If a recording is made while the phone has no signal, it is held on the device, encrypted, and uploaded when a connection returns.

How long a visit is kept is set by the agency conducting it, not by us. An agency configures separate periods for the audio, the transcript and the record of consent, driven by its own regulatory and payer obligations.

Two things hold whatever an agency chooses:

• The clock starts when the care plan is approved, not when the visit happened, so a plan still being reviewed never loses the audio it was drawn from.
• The record of consent cannot be set to expire before the audio it authorised. The system refuses that configuration. Evidence that someone agreed to be recorded has to outlast the recording itself.

A recording the coordinator discards, or one the client refuses consent for, is deleted immediately rather than kept under a different label.

If you are the person being assessed: you can decline to be recorded, and the assessment will go ahead without it. You can ask the agency to delete a recording made of you. Because the agency holds the record, start with them; you can also contact us at hello@maplecare.ai and we will work with them to respond.

Microphone permission can be refused or revoked at any time in the phone's settings. The app cannot record without it, which means it cannot do the job it exists for.

Access, correction, or deletion. Depending on where you live, you may have rights to access, correct, delete or obtain a copy of your data, and to complain to a data protection authority.

Account deletion. Coordinator accounts are created by the employing agency, not self-registered in the app. To close one, contact hello@maplecare.ai or the agency's office. Closing an account removes the ability to sign in; visits already recorded are retained by the agency under the rules above.

The app is a workplace tool for employed care coordinators. It is not directed to children and we do not knowingly collect data from anyone under 16.

If we change this policy we will update the “Last updated” date above and, where the change is significant, notify users in the app.

• Email: hello@maplecare.ai
• Mail: MapleCare, Inc., Attn: Privacy, California, USA