Privacy Policy
- Introduction
TetraCare (“we,” “our,” or “us”) is committed to protecting the privacy, security, and confidentiality of all information processed through our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use TetraCare's mobile applications, web platform, and related services (collectively, the “Services”).
By accessing or using our Services, you agree to the terms of this Privacy Policy. If you do not agree, please discontinue use of our Services immediately.
- 1. Scope
This Privacy Policy applies to:
All users of TetraCare, including frontline staff, supervisors, managers, and administrators.
All information provided, uploaded, or generated when using our Services
All geographic regions where TetraCare operates, including but not limited to Canada, the United States, and the European Union.
This Privacy Policy does not apply to third-party websites, services, or integrations not controlled by TetraCare.
- 2. Information We Collect
We collect the following types of information in accordance with privacy-by-design principles:
A. User Information
B. Agency & Organizational Information
C. Usage Information
D. Usage Information
E. Sensitive Information (PHI/PII)
Name (where provided by employer or user)
Email address
Role or position within the organization
Authentication credentials (hashed and encrypted)
Agency policies, procedures, and SOP documents uploaded to TetraCare
Care plan data submitted by agencies (automatically pseudonymized by TetraCare)
Device type, operating system, and browser version
IP address (pseudonymized and truncated)
Log data: queries submitted, timestamps, and response delivery metadata
TetraCare is not intended for direct use by children. However, limited children's information (e.g., pseudonymized care plan identifiers) may be entered into the platform by authorized caregivers or agencies.
All sensitive information is pseudonymized before processing by AI systems.
No names, dates of birth, or case numbers are transmitted to third-party providers.
- 3. How We Use Information
We use collected information to:
Provide and improve our Services.
Enable staff to securely query policies, procedures, and care plans.
Ensure compliance with legal and audit requirements.
Troubleshoot and optimize performance.
Generate anonymized, aggregated analytics for quality improvement.
We do not use collected information for advertising, profiling, or resale.
- 4. Data Minimization & Pseudonymization
All identifiers (names, DOBs, case numbers) are stripped or replaced with pseudonymous tags (e.g., “Youth_123”).
Only pseudonymized data is processed by AI models.
Audit logs are maintained using pseudonymized user IDs.
- 5. Data Storage & Security
Encryption: TLS 1.2+ in transit; AES-256 at rest.
Region-Specific Hosting: Data stored in-region (e.g., Canadian data remains in Canada).
Access Control: Role-based access (RBAC) ensures only authorized users access sensitive data.
Audit Logs: Every access/modification is logged with timestamps.
No Model Training: Customer data is never used to train AI models.
- 6. Data Sharing & Disclosure
We do not sell or rent data. Information may be disclosed only:
To the user's agency for compliance and supervision.
To vetted service providers (hosting, database management, AI inference) under strict contracts.
To comply with applicable law or legal process.
During business transactions (e.g., merger or acquisition), with protections in place.
- 7. Data Retention
User accounts: Retained during employment or agency subscription.
Pseudonymized logs: Retained 12 months, then securely deleted.
Agency documents: Retained until deleted by the agency or upon subscription termination.
Agencies and caregivers may request deletion at any time.
- 8. Children's Privacy
TetraCare is not for direct use by children under 18
Any children's data entered is controlled by agencies/caregivers.
Children cannot publish or share personal data through the app.
We comply with COPPA (U.S.), GDPR-K (EU), and similar global child data protections.
- 9. Caregiver Rights
Authorized caregivers have the right to:
Access/Review: Request a copy of their child's or client's information.
Delete: Request the deletion of their child's or client's personal information.
Stop Collection/Use: Request that the collection or use of their child's or client's personal information be stopped.
Know/Disclosure: Request details on what data is collected, how it is used, and with whom it is shared.
Right to Rectification: Request correction of any inaccurate or incomplete personal information. Upon a verified request, we will make reasonable efforts to update or correct the information promptly, subject to legal and contractual obligations.
To exercise these rights, contact us at support@tetracare.com
- 10. Your Privacy Rights by Region
Canada (PIPEDA/PIPA): Access, correction, withdrawal of consent.
United States:
CCPA (California): Right to know, delete, and opt out of sale (we do not sell).
VCDPA (Virginia): Rights to access, correct, delete, and opt out of targeted advertising/profiling.
European Union (GDPR): Rights of access, rectification, erasure, restriction, portability, and complaint to a supervisory authority.
- 11. Data Retention & Deletion Requests
We honor verified user and caregiver requests for data deletion, subject to legal or contractual obligations.
- 12. Changes to this Policy
We may update this policy periodically. Users will be notified of significant changes via in-app notification or email.
- 13. Data Controller & Data Protection Officer (DPO)
Data Controller: TetraCare Technologies Corporation
Controller Contact: darius@tetracare.ai
Data Protection Officer: Darius Ramsay
DPO Contact: darius@tetracare.ai
- 14. Contact Information
For questions, concerns, or to exercise your rights:
Email: darius@tetracare.ai
Mailing Address: Unit 101, 2350 165 Street, Surrey, BC, V2Z 1J9