Privacy Policy

Last Updated: 8/18/2026

Kaicare.ai ("Kaicare," "we," "us," or "our") respects your privacy and is committed to protecting your personal and health information. This Privacy Policy explains how we collect, use, disclose, retain, and safeguard your information when you use our website, the KaiCare mobile app for patients (Android and iOS), and our services and communication tools—including text messages, phone calls, and virtual visits—provided through Kaicare.ai as part of your care management or remote monitoring program, including Chronic Care Management (CCM), Principal Care Management (PCM), Remote Patient Monitoring (RPM), and Remote Therapeutic Monitoring (RTM).

By using our services, you agree to the practices described in this policy.

1. Who This Policy Applies To

This policy applies to:

  • Patients enrolled in Kaicare's care management or remote monitoring programs (CCM, PCM, RPM, RTM) through a partnering healthcare provider
  • Users of the KaiCare mobile app on Android or iOS
  • Visitors to our website
  • Users who communicate with Kaicare via SMS, phone, email, or video (telehealth)

2. Information We Collect

We may collect the following types of information:

a. Personal Information

  • Name, date of birth, address, phone number, email
  • Emergency contact information
  • Insurance details (as needed for service delivery)

b. Health Information (PHI)

  • Medical history and conditions
  • Medications, care plans, allergies
  • Notes from care coordinators and medical professionals
  • Readings from remote monitoring devices provided as part of your RPM or RTM program (for example, blood pressure, weight, or blood glucose), transmitted to us by the device supplier

This information is typically shared with us by your healthcare provider under HIPAA-compliant agreements.

c. Communication Data

  • Text message responses
  • Phone call notes and recordings (if applicable and legally permitted)
  • Telehealth session details

d. Technical and Usage Information

  • IP address, device type, browser, and visit behavior when using our website
  • Cookies and similar tracking technologies for basic analytics

e. Mobile App Information

When you use the KaiCare mobile app, we collect:

  • Account sign-in information used to authenticate you
  • A randomly generated device identifier, created by the app only if you enable "Trust this device," used solely to remember your sign-in on that device
  • Photos you choose to take and submit as part of a check-in (the app requests camera access only for this purpose, and only when you use it)
  • Your responses to check-in questionnaires and program surveys
  • Basic technical information sent with requests to our servers, such as IP address and app version

Check-in reminders are scheduled locally on your device. The app does not use third-party advertising, analytics, or tracking SDKs, and does not collect your location, contacts, or precise device identifiers.

3. How We Use Your Information

We use your information to:

  • Provide coordinated care and support as part of your care management or remote monitoring program
  • Send appointment reminders, check-ins, and care plan updates via SMS or phone
  • Conduct non-urgent telehealth or nursing visits
  • Respond to support inquiries or feedback
  • Improve and secure our services
  • Comply with legal, regulatory, or contractual obligations

4. Sharing of Information

We may share your information with:

  • Your healthcare provider to ensure continuity of care
  • Licensed medical professionals and nurses working under your provider's care plan
  • Third-party service vendors (e.g., secure SMS platforms, HIPAA-compliant telehealth tools) under business associate agreements
  • Legal entities if required by law, subpoena, or public health authority

We do not sell or rent your personal or health information to third parties. No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Your Rights

You have the right to:

  • Access and review your information upon request
  • Request corrections to your health information
  • Request deletion of your account and personal information, subject to the legal retention requirements described in Sections 6 and 7
  • Opt out of receiving non-essential communications (e.g., text messaging)
  • Withdraw from your care program at any time by contacting your healthcare provider

To request a copy of your records or exercise your rights, contact us at support@kaicare.ai.

6. Data Retention

We keep different categories of information for different periods, depending on why we hold them:

  • Account and mobile app data (profile and sign-in records, device identifiers, notification preferences, technical and usage data) is retained while your account is active. When your account is closed or deactivated, sign-in is disabled and the account is removed from active use; information that is not part of your medical or billing record and is not subject to the legal retention requirements below is then deleted or de-identified.
  • Health information we process on behalf of your healthcare provider (medical history, care plans, program notes, device readings, check-in responses, and clinically relevant communications) is retained under our agreement with your provider and applicable law. Medical records and documentation supporting reimbursement claims are generally retained for a minimum of 7 to 10 years, as required by state medical-record retention laws and federal healthcare program requirements.
  • Security and audit records are retained for at least 6 years, as required by HIPAA.
  • Backups are encrypted and expire automatically on a rolling 35-day schedule. Information deleted from our live systems may persist in backups for up to 35 days before it is purged.

When a retention period ends, we securely delete the information or de-identify it so it can no longer be linked to you.

7. Data Deletion

You may request deletion of your account and associated personal information at any time by emailing support@kaicare.ai with the subject line "Data deletion request." You do not need to be signed in to make a request—include the name and the phone number or email associated with your account so we can locate it.

We will acknowledge your request within 10 business days and respond within 30 days. Because we provide healthcare services on behalf of your provider, honoring a deletion request means we deactivate your account, disable sign-in, stop non-essential communications, and remove your information from active use. Information that is not subject to a legal retention requirement is deleted or de-identified. Your medical, billing, and security records are retained—with access restricted—for the periods described in Section 6, because HIPAA, state medical-record retention laws, and federal reimbursement requirements do not permit us to erase them. When we complete your request, we will confirm what was deleted and tell you what was retained and why.

Because Kaicare processes health information on behalf of your healthcare provider, some records are not ours to delete. Requests to delete or amend clinical or billing records must be directed to your healthcare provider.

Uninstalling the mobile app removes the app from your device but does not delete your account or the information we hold—use the request process above.

8. SMS/Text Messaging

If you choose to receive SMS messages:

  • Message frequency may vary based on your care needs
  • Standard message and data rates may apply
  • You may reply STOP at any time to unsubscribe
  • You may reply HELP to receive assistance

Text messaging is not used for emergencies or urgent issues.

9. Telehealth Services

Kaicare may provide virtual visits via secure, HIPAA-compliant video platforms. Any medical advice given during these sessions is provided by a licensed medical professional and shared with your primary care provider as part of your documented care plan.

10. Data Security

We use industry-standard safeguards to protect your data, including:

  • HIPAA-compliant storage and transmission
  • Encrypted communication channels
  • Limited access to personal information by authorized staff only

Despite our efforts, no system is 100% secure. Please notify us immediately if you suspect a breach.

11. Children's Privacy

Our services are intended for adults. If we learn we've collected personal data from a child under 13 without verified parental consent, we will delete it promptly.

12. Updates to This Policy

We may update this policy periodically to reflect changes in law, technology, or our services. Updates will be posted with a revised "Effective Date." Continued use of the services indicates acceptance of the updated policy.

13. Contact Us

If you have questions or concerns about this Privacy Policy or your data, contact us at:

support@kaicare.ai

www.kaicare.ai