Privacy

The short version

• You decide who sees each thing you put in. Everything starts private.
• Nobody at CareTeamBinder can open a child’s record. The admin tools have no way in.
• We do not sell anything to anybody. There are no advertising trackers on this site.
• We measure how the site performs so we can improve it. It records what was pressed, never what was written, and it goes nowhere but here.
• Your child’s records, recordings and files are protected under a signed BAA, the same kind of healthcare privacy agreement a hospital operates under, with every company that helps run the app.
• The document reader only runs when you press the button. What it reads goes to the AI model which runs the program and deletes the information from its database within 30 days.
• You can export the whole binder as one file, and you can delete everything, both from Settings.

What we hold

About you. Your email address, your password stored as a one-way hash we cannot read back, your name and title if you filled them in, your role, your credentials and where you work if you are a professional, your phone number if you gave one, and which emails you want from us.

About your child. Whatever you put in the binder. The profile, which includes allergies, diagnoses, medications, routines, what helps, what sets things off, emergency contacts and therapy services. Documents you upload. Photos and video. Voice notes and the text we make from them. Notes you type. Comments people leave. The calendar. Messages between people on the care team.

About who is involved. Who you invited, what they were given access to, when they accepted, and who asked for access. If you share a sitter link or a school link, we record when it was opened and the name anybody typed when they signed to say they had read it.

Ordinary technical records. Our servers keep logs of requests so we can find faults.

How the site is used. We measure how the site performs and where it goes wrong, so we can fix it: page analytics, which links break, and high level site traffic information.

It records what was pressed, never what was written. A click on the allergy field is recorded as a click on the allergy field, and what is in that field is never part of it. Web addresses are reduced to the shape of the page before they are stored, so a link containing your child’s record or a sitter token never reaches these records. No child’s name, no document, no note and no fact from a profile is ever included, and there is no field in which one could be.

This is ours and it stays here. It is not sent to search engines, marketing companies, or to anybody else, and it is never used to advertise anything to you.

Where it lives, and who else touches it

A handful of companies help run this. Every one that touches a child’s information is under a signed business associate agreement, the agreement that covers health records, and no one outside those agreements receives it.

Storage and infrastructure

Your binder, the files you upload, the email we send, and the text made from voice notes are stored and served by the infrastructure providers we build on, each under that agreement. Your data is kept separate from every other family’s, enforced by the platform rather than by us remembering to. If your school district or your employer needs the specifics for a review, email us and we will send them.

The AI that transcribes and reads

When you record a voice note, or paste a report in, photograph one, or press the button on a file you have uploaded, that content goes to the AI provider that does the work, under the same agreement. It is deleted within thirty days and never used to train anyone’s model. Nothing else in the binder is sent, and it works only on what you hand it: a file you point the reader at, or an email you forward in. What it finds is a suggestion, and nothing is added to your binder unless you keep it. If you would rather not use it at all, typing the facts in yourself works the same way. We may use more than one AI provider over time; whichever we use is under a BAA.

Stripe

Stripe takes the payment. Payment details go straight to Stripe and never reach us. We keep your subscription status and the id Stripe gives us, so we know whether the account is paid up.

Who can see your child’s record

You, and the people you decide on. Nobody else.

• Everything you add starts private to you. Sharing is a separate act.
• Each person you invite is given a role and a set of areas. A speech therapist sees speech, and only the things marked for speech.
• An invited person never sees diagnoses or medications unless their role covers them. A teacher and a school representative see allergies and emergency contacts and never see either.
• Take somebody off and they lose access straight away.
• A sitter link or a school link works for whoever is holding it. That is what makes it useful, and it is why you set how long it lasts and can switch it off at any time.

Nobody here can open a child’s record

Our own administration tools cannot read a profile, a document, a private note or a sitter page. There is no button for it and no override. What an administrator can see is a list of email addresses, when accounts were created, how many children are on them, whether payment is working, and any support message you send us.

If you ask us for help with something in the binder, we will ask you to tell us what you see. We cannot look for ourselves.

How long we keep it

• While you are subscribed, everything stays until you remove it. When a subscription ends the binder becomes read-only, and we keep it for six months, email you twice, and send you a link to the whole thing before it is deleted.
• Delete a document and it sits in the bin for 30 days, then it is erased.
• Remove a child and their record is erased 30 days later. You can bring it back during those 30 days.
• Close your account and everything is erased 30 days after you ask. You can stop it during those 30 days.

If you stop paying

Everything you have already put in stays readable. A lapsed payment stops new things being added and changes nothing else. The sitter page and the school page keep working, whatever is owed. We will not hold a child’s allergy list over a bill.

An unpaid invoice never deletes anything on its own, and nothing is deleted the day a payment fails. If a subscription stays lapsed we keep the binder for six months from the day it goes read-only, and then we delete it.

You get two emails first. One at four months, saying the date. One at five months with a link to the entire binder, and that link works until the deletion date, so you keep your own copy whatever you decide. Subscribing again at any point in the six months stops the deletion and puts everything back as it was.

Signing in does not stop it. Paying does.

If you want a binder gone sooner than that, you can ask, and the way to ask is below.

Taking it with you

Settings has an Export button. It builds one file with the profile, every item and its date, title, body, areas and who added it, the comments, the calendar and everyone who has access. It opens in any browser and prints. The file itself never leaves your own machine except to arrive there.

Photos, video, recordings and uploaded documents are too large to go inside that file. The export lists every item that has one, so you can see what to download separately.

You do not have to ask us, and nothing about the export is limited by whether the account is paid up.

Deleting everything

Settings has a Delete everything button. It asks you to type a confirmation and to enter your password, because it is reachable from an unlocked laptop.

What it deletes depends on who you are. If you own the binder, it removes the account and all of it: the profile, every document, recording and comment, the calendar, every share link, every invitation, and everyone’s access. If you were invited into somebody else’s binder, it closes your account and takes away your access, and the family keeps their binder untouched.

There are 30 days between asking and the erase, and the screen shows you the date. Export first if you want a copy, because after that day we cannot get it back for you.

Email and cookies

We email you about things you can already open: someone shared something with you, someone asked to join, your password reset, your receipt. The email itself never contains anything from the binder. You choose which of these you get, in Settings.

We use a cookie to keep you signed in. There are no advertising cookies and no third-party trackers on any page of this site. The measurements described above are taken by our own code and stored on our own systems; no other company receives them.

Who this is for

An account belongs to an adult: a parent, a guardian, or somebody they invited. A child does not have their own account. The information about a child is put in by the adults responsible for them.

CareTeamBinder is run from the United States and the data is stored there.

If this page changes

The date at the top changes with it. If a change affects who can see your data or how long we keep it, we will email you before it takes effect.

Asking us anything

Email info@careteambinder.com. Ask for a copy of what we hold, ask us to correct something, ask us to delete it, or ask how any of this works. A person reads that address.