Privacy Notice
The short version
- Your care records and recordings are stored on your phone.
- When you share a person with another caregiver, or turn on backup, those records are encrypted on your phone first. We can't read them.
- Transcripts and summaries are the exception. To make one, the audio or notes are sent, readable, through our cloud provider (Cloudflare) to our AI providers (Deepgram and Anthropic) and deleted after a short time.
- We don't sell personal information, show ads or track you across apps and websites.
- We can't recover a backup if you forget its password and have no other signed-in phone.
1. Who we are
MyVisitVault is operated by MyVisitVault LLC, a Virginia limited liability company ("we", "us"). This notice explains how we handle information in the MyVisitVault app, at myvisitvault.com and in our beta program.
MyVisitVault is a tool for family and other caregivers to keep their own records of medical visits. We are not a doctor, hospital, health plan or healthcare provider, and we don't provide the app on behalf of one.
2. Who this notice covers
- Account holders: caregivers who create a MyVisitVault account.
- Co-caregivers: people a caregiver invites to share a person's records.
- People in the records: the person being cared for, and anyone whose voice is recorded during a visit. Caregivers enter this information; we explain below how it is handled.
- Beta applicants and website visitors.
3. What we collect and why
| Information | Where it goes | Why |
|---|---|---|
| Email address, password (stored hashed by our sign-in provider), account ID, plan status | Our servers (Supabase) | To create and secure your account and provide your plan |
| Care records: people you care for, visits, notes, recordings, medications, diagnoses and procedures | Stored on your phone. Leaves it only as described in section 4. | To keep your records |
| Records you share with co-caregivers, and backups | Our servers, encrypted on your phone first; we can't read the contents | To share with people you invite, and to restore your records on a new phone |
| Audio and typed notes sent for transcripts or summaries | Sent readable through Cloudflare to our AI providers; see section 4 | To produce transcripts and summaries you asked for |
| Sharing details: who you invited, their email, display names, and which people are shared | Our servers | To deliver invitations and shared records |
| Device and app identifiers, push notification token, app version | Our servers; Google Firebase (for push delivery) | To sync shared records between your phones and send notifications. Notifications contain no care information. |
| Purchase history and subscription status | Apple or Google, and RevenueCat (our subscription service) | To provide the plan you buy. We never receive your card details. |
| Error reports: app version, device platform and technical crash details | Our servers, stored without your account ID | To find and fix problems |
| Beta applications: name, email, phone type and the answers you give | Our servers; Cloudflare Turnstile (bot protection) | To run the beta program |
| Messages you send us | Our email | To answer you |
The app has no advertising, analytics or tracking tools. Our website uses Cloudflare Web Analytics, which our host adds to website pages to count visits and measure how quickly pages load. Cloudflare says it doesn't collect visitors' personal data or track people across websites. We don't use it for advertising. We don't sign you in with Google or Apple accounts, and we don't collect your location, contacts or photos.
4. How care information is handled
On your phone
Care records and recordings are stored inside the MyVisitVault app on your phone. MyVisitVault doesn't add its own encryption to them there; your phone's lock and security protect them. They are excluded from iCloud and Android device backups. Anyone who can unlock your phone and open the app can see them, so the app also asks for your face, fingerprint or passcode.
Sharing with co-caregivers
When you share a person, their records are encrypted on your phone with keys that only the invited caregivers' phones hold, then sent through our servers. We store only the encrypted data plus the routing details needed to deliver it (such as which accounts and devices it is for).
Backups
Backups are encrypted on your phone using a password you choose, then stored on our servers. We don't hold a key that can open them. If you forget the password and don't have another signed-in phone that can reset it, the backup can't be recovered, by you or by us.
Transcripts and summaries (AI processing)
To make a transcript or summary, information leaves your phone in readable form:
- Audio is uploaded to our cloud provider (Cloudflare), sent to Deepgram to turn speech into text, and deleted after processing. Any leftover copy is removed automatically within about a day.
- The transcript, or your typed notes, is sent through our Cloudflare servers to Anthropic (Claude) to write the summary.
- Results wait on our Cloudflare servers for up to five minutes for your phone to collect them, then are deleted.
- Anthropic deletes this data within 30 days and doesn't use it to train its models by default. It may keep flagged content longer to enforce its usage policies.
- We opt out of Deepgram's model-improvement program on every request, so Deepgram keeps the audio only as long as needed to make the transcript and doesn't use it to train its models.
- We don't collect, use or sell personal data, including health data, to train large language models.
Summaries are generated automatically and can contain mistakes. They are for your records and aren't medical advice. Always check important details with the care team.
5. Service providers
We use these companies to run MyVisitVault. They process information on our behalf for the purposes above:
- Supabase: accounts, database and encrypted backup storage
- Cloudflare: our servers, temporary audio and result storage for transcripts and summaries, website, website analytics and bot protection
- Deepgram: speech-to-text
- Anthropic: summaries
- RevenueCat, Apple and Google: subscriptions and payments
- Google Firebase: push notification delivery
- Resend: account and invitation emails
We don't sell or rent personal information, and we don't share it for advertising. We may disclose information if the law requires it, to protect someone's safety, or as part of a sale or transfer of the business, in which case this notice continues to apply to your information.
6. How long we keep information
- Records on your phone: until you delete them or remove the app.
- Shared records in transit: deleted from our servers within a day after delivery.
- Backups: while backup is part of your plan. If your plan ends, backups become restore-only for a limited time and are then deleted.
- Audio sent for transcription: deleted after processing, and within about a day at most. Results: within five minutes.
- Error reports: 90 days.
- Account information: while your account is open. When you delete your account, we remove it within 30 days, except a record that the account was deleted, which we keep for 12 months.
- Beta applications: until 90 days after the beta ends, unless you become a MyVisitVault user.
7. Your choices and rights
- You can use MyVisitVault without transcripts or summaries. Typed notes and recordings still work on your phone.
- You can stop sharing a person, leave a shared person, or turn backup off at any time.
- You can ask us to access, correct or delete your information. We'll respond within 45 days. If we decline a request, you can ask us to reconsider by replying to our answer.
- We send account and service emails. We don't send marketing emails. If that changes, we'll ask you first, and every marketing email will include a way to unsubscribe.
Depending on where you live, state law may give you additional rights, described in the next section.
7a. Consumer Health Data Privacy Policy
This section is our consumer health data privacy policy under the Washington My Health My Data Act, Nevada's consumer health data law (NRS 603A) and Connecticut's Data Privacy Act. It applies to everyone.
- Health data we handle: the care records, notes, recordings, transcripts, summaries, medications, diagnoses and procedures you enter about yourself or the people you care for.
- Why: only to provide the features you use: keeping records, sharing with caregivers you invite, backups, and the transcripts and summaries you request.
- Sources: you, co-caregivers you share with, and the recordings you make.
- Sharing: with the co-caregivers you invite, encrypted, and with our service providers listed in section 5. Only Cloudflare (our cloud provider), Deepgram and Anthropic receive readable health data, and only to make a transcript or summary.
- Consent: in the current test version of the app, a saved recording is sent for a transcript and summary automatically when your plan includes them, and typed notes are sent only when you ask for a summary. A coming test update adds these steps: when you add a person, the app asks you to confirm you're allowed to keep their health information; before you share a person, it shows who will get a copy of their records; and before sending health data for transcripts or summaries, it asks for your permission, which you can withdraw at any time in the app.
- We never sell health data or use it for advertising.
- Your rights: confirm whether we hold your health data, see it and the third parties it went to, withdraw consent, and have it deleted, including from backups. Email [email protected]. We respond within 45 days, extendable once by another 45 days when necessary, and we'll tell you if we extend.
- Appeals: if we deny a request, reply to our decision to appeal. We'll decide within 45 days and explain the result. If you disagree, you can contact your state attorney general.
8. Deleting your account
To delete your account, follow the steps on our account deletion page, or email [email protected] from the address on your account. Deleting your account removes your account, shared-record deliveries and backups from our servers. Records stored on your phone stay there until you delete the app. Co-caregivers keep the copies already on their phones. Deleting your account doesn't cancel a store subscription: cancel it in your Apple or Google account settings.
9. Security
We encrypt shared records and backups on your phone, use encrypted connections, and limit who can access our systems. No system is perfectly secure. If a breach affects your information, we'll notify you as the law requires.
10. Children
MyVisitVault accounts are for adults 18 and older. Caregivers may keep records about a child in their care. We don't knowingly create accounts for children.
11. Recording other people
Laws about recording conversations differ by state, and some require everyone's permission. Before recording, the app asks you to confirm that everyone being recorded has agreed. You are responsible for getting that permission.
12. Changes to this notice
We'll post any new version here with its effective date and keep previous versions available. If a change materially affects how we use information we already have, we'll tell you in the app or by email first.
13. Contact us
MyVisitVault LLC. Email [email protected].