Privacy Policy

Effective Date: 11 August 2026

Last Updated: 11 August 2026

This Privacy Policy explains how Simphonic Care (“Caregiver App”, “we”, “us”, or “our”), operated by simphonic.ai, collects, uses, shares, and protects your information when you use our mobile applications and related services.

1. Information We Collect

Personal Information

Name, email address, and login credentials
Phone number (if provided)
Account, role, and facility association information

Care & Service Content

Information you enter in the app related to caregiving workflows
Messages and prompts you submit to AI Assistance (if you use that feature)

Device & Usage Data

Device type and operating system version
IP address
App usage and diagnostic data

Location Data

Used for location-based features such as on-site / facility proximity and related workforce features, when you grant location permission.

Microphone Data

Used only for voice-related features (for example speech-to-text) when you grant microphone permission. Audio is not recorded for unrelated purposes without your permission.

Camera / Photos / Files

Used when you choose to capture or attach images and documents (for example profile or care attachments).

Push Notifications

Used to send updates and alerts when you enable notifications.

API Communication

Data is exchanged securely with our backend servers to operate the application.

2. How We Use Information

Provide, operate, and improve Simphonic Care services
Authenticate users and manage access by role and facility
Send notifications and operational alerts
Security, fraud prevention, and troubleshooting
Provide optional AI Assistance features when you choose to use them (see Section 4)

3. Permissions We Use

Internet: To connect with APIs and backend services
Network State: To check connectivity status
Location (Fine & Coarse): Location-based services
Microphone: Voice input features
Camera: Capturing images when you choose to
Photos / Storage: Reading or saving files you select
Notifications: Alerts and updates
Foreground Service / Wake Lock: Important background tasks when applicable
Vibration: Notification alerts

4. AI Assistance and Third-Party AI (OpenAI)

If you use AI Assistance in Simphonic Care, certain information is shared with OpenAI, a third-party AI service provider, solely to generate AI responses for that feature.

What data may be sent to OpenAI

Chat messages and questions you submit in AI Assistance
Related facility / session context needed for the AI to respond (for example facility identifiers associated with your request)
Any care-related or personal details that you choose to include in your message

Who receives the data

Data for AI Assistance is transmitted to OpenAI (and processed via our AI backend that calls OpenAI). OpenAI’s handling of data is also governed by OpenAI’s own terms and privacy practices. See: OpenAI Privacy Policy.

Permission before sharing

On iOS, before AI Assistance sends data to OpenAI for the first time, the app displays an in-app consent screen that:

Explains what data may be sent
Identifies OpenAI as the third-party recipient
Asks you to Allow or Don’t Allow

If you select Don’t Allow, AI Assistance will not send your data to OpenAI. You may continue using other parts of the app. You can grant permission later by opening AI Assistance again.

How AI data is used

To generate answers and assistance inside the AI Assistance feature
Not sold by us
AI-generated outputs may be inaccurate; users must review outputs before relying on them for care decisions

5. Other Data Sharing

We do not sell your personal data. Outside of AI Assistance (described above), data may be shared with:

Trusted service providers that help us operate the app (hosting, authentication, notifications), under appropriate agreements
Legal authorities when required by law

We expect third parties that process personal data on our behalf to provide protections consistent with this policy and applicable law.

6. Data Security

We use industry-standard technical and organizational measures to protect data in transit and at rest. No method of transmission or storage is completely secure.

7. Data Retention

We retain personal and service data only as long as needed to provide the services, meet legal obligations, resolve disputes, and enforce agreements. AI chat content may be retained according to your organization’s configuration and our retention practices.

8. Your Rights

Access your data
Request correction or deletion
Withdraw consent (including AI Assistance consent on iOS)

9. Third-Party Services

We may use third-party tools (including OpenAI for AI Assistance, push notification providers, and analytics or infrastructure vendors) that follow their own privacy policies. Where those tools process personal data, we identify material uses in this policy.

10. Children's Privacy

Simphonic Care is not intended for children under 13. We do not knowingly collect personal information from children under 13.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The Effective / Last Updated date at the top will change when we do. Continued use of the app after updates means you acknowledge the revised policy.

12. Contact Us

Email: support@simphonic.ai
Company: simphonic.ai
Product: Simphonic Care (Caregiver App)