Legal

Privacy Policy

Last updated: September 20, 2026. How WAVE TECHNOLOGIES LLC collects, uses, and protects your information when you use CareWave.

This Privacy Policy describes Our policies and procedures on the collection, use, and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.

We use Your Personal Data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.

Interpretation and Definitions

Interpretation

The words whose initial letters are capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

Definitions

For the purposes of this Privacy Policy:

  • Account means a unique account created for You to access our Service or parts of our Service.
  • Affiliate means an entity that controls, is controlled by, or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest, or other securities entitled to vote for election of directors or other managing authority.
  • Application refers to CareWave, the software program provided by the Company, including the CareWave web platform and the CareWave mobile application for iOS and Android distributed through the Apple App Store and Google Play.
  • Company (referred to as either "the Company", "We", "Us", or "Our" in this Privacy Policy) refers to WAVE TECHNOLOGIES LLC, Kirkland, WA 98034.
  • Country refers to: Washington, United States.
  • Device means any device that can access the Service such as a computer, a cell phone, or a digital tablet.
  • Personal Data (or "Personal Information") is any information that relates to an identified or identifiable individual. We use "Personal Data" and "Personal Information" interchangeably unless a law uses a specific term.
  • Service refers to the Application.
  • Service Provider means any natural or legal person who processes data on behalf of the Company and under its instructions, such as companies that host the Service, deliver messages and notifications, provide crash diagnostics, or provide AI transcription and language-model processing.
  • Usage Data refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
  • You means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.

Collecting and Using Your Personal Data

Types of Data Collected

Personal Data

While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:

  • Email address
  • First name and last name
  • Phone number
  • Address, State, Province, ZIP/Postal code, City

Usage Data

Usage Data is collected automatically when using the Service.

Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers, and other diagnostic data.

When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device's unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers, and other diagnostic data.

Browser and page-visit information is collected by Our website and web platform. The CareWave mobile application contains no advertising software and no usage-tracking or behavioral-analytics software. The only third-party diagnostic tool in it is Google Firebase Crashlytics, described under "CareWave Mobile Application" below.

Information Collected while Using the Application

While using Our Application, in order to provide features of Our Application, We may collect, with Your prior permission:

  • Information regarding Your location, when You clock in to or out of a shift
  • Pictures and files You choose to upload, such as a profile photo, chat attachments, or documents
  • Audio recordings, when You explicitly initiate a voice note, voice message, or AI-assisted voice report

We use this information only to provide the feature for which You supplied it (for example visit verification, visit documentation, document upload, and messaging). The information may be uploaded to the Company's servers and/or a Service Provider's server, or it may be simply stored on Your device. You can enable or disable access to this information at any time, through Your Device settings.

CareWave Mobile Application

The CareWave mobile application is used by caregivers whose home care agency has created an Account for them; Accounts cannot be created in the application. This section describes the information the mobile application collects. It is transmitted over encrypted connections (TLS) to Our servers or, for push delivery and crash diagnostics, to Google Firebase acting as Our Service Provider. We do not sell it and We do not use it for advertising.

  • Location. When You clock in to or out of a shift, or request a location override, the application sends Your Device's location (latitude and longitude and, for clock-in and clock-out, the accuracy of the reading) to Our servers, which compare it with the client's address. We keep the result of that check with the visit record (the distance from the client's address, the accuracy of the reading, and whether the check passed) so that Your agency can verify that the visit took place at the client's address (electronic visit verification); the coordinates themselves are not retained. Clocking in and out requires a precise location reading; if You grant only approximate location, a location-override request may send an approximate location. Location is read only while the application is open and in use; the application does not collect location in the background.
  • Voice recordings and AI-assisted visit notes. If You choose to record a voice note at the end of a shift, the recording is uploaded to Our servers and sent to a third-party speech-to-text provider (currently OpenAI) to produce a transcript. The transcript, together with details of the shift (such as Your name, the client's name and care information, and the scheduled and actual times), is then sent to a third-party language-model provider (currently Anthropic) to produce a draft visit report for You to review. Both act as Our Service Providers. We do not keep the audio file: it is deleted from Our servers as soon as the transcript and draft report have been produced. The transcript and the report You approve are stored with the visit record. You can type Your visit note instead of recording it.
  • Visit reports and health-related information. Visit reports, care notes, and call-out notes You submit may describe the health or condition of the clients You care for, and You may choose to provide health-related information about Yourself (for example a sick call-out note or a medical document). This information is made available to Your agency as part of its care and workforce records.
  • Messages. The content of messages You send in team chat and in the WaveAI support chat, including text, reactions, photos, videos, voice messages, and file attachments, so that they can be delivered to the other participants. The text of a conversation is kept in its history; photos, videos, voice messages, and files are deleted 30 days after they are sent. Messages You send to WaveAI, together with the Account information needed to answer Your question (such as Your upcoming and recent shifts, the clients You are assigned to, and Your CareScore), are processed by a third-party language-model provider (currently Anthropic), acting as Our Service Provider, to generate a reply.
  • Photos, videos, and files. Pictures and files You select, such as a profile photo, chat attachments, and documents You upload for Your agency (for example certifications, identification, training, or medical documents). The application uses Your Device's photo and file pickers and does not access Your camera.
  • Account and profile details. Your name, email address, phone number, an internal Account identifier, and profile details You choose to provide, such as a preferred name, nationality, marital status, skills, languages, shift preferences, accommodations, and weekly availability.
  • Activity in the application. Actions You take, such as accepting or declining an open shift, acknowledging a payslip, marking notifications as read, Your notification preferences, and feedback You send Us.
  • Push notification token. If You allow notifications, Google Firebase Cloud Messaging assigns Your Device a registration token, which We store so that We can deliver shift, message, and payroll notifications.
  • Crash diagnostics. The application uses Google Firebase Crashlytics to collect crash logs and diagnostic information such as Device model, operating system version, application version, an installation identifier, and Your internal Account identifier (not Your name or email address). The application is designed to strip server responses, access tokens, and email addresses from error reports before they leave Your Device.

Pay and tax information shown in the application (payslips, earnings, and tax forms) is produced when Your agency approves a pay period in CareWave. Payroll processing, direct deposit, and tax filing are performed by Rollfi, a division of Priority Technology Holdings, Inc., acting as Your agency's payroll provider; Your agency and Rollfi, not the application, collect the bank account and tax-withholding details needed to pay You. The application displays this information to You and does not otherwise collect financial information from You. Your application PIN is stored only on Your Device, in hashed form, and is not sent to Us. Fingerprint and face unlock are handled by Your Device's operating system; the application never receives Your biometric data. The application does not use the advertising ID and does not access Your contacts, calendar, SMS messages, or camera.

Use of Your Personal Data

The Company may use Personal Data for the following purposes:

  • To provide and maintain our Service, including to monitor the usage of our Service.
  • To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
  • For the performance of a contract: the development, compliance, and undertaking of the purchase contract for the products, items, or services You have purchased or of any other contract with Us through the Service.
  • To contact You: by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products, or contracted services, including security updates, when necessary or reasonable for their implementation.
  • To send marketing communications to agency customers and website visitors who ask for information about CareWave (for example through a demo request), unless they have opted out. We do not use Personal Data collected through the CareWave mobile application for advertising or marketing, and the application contains no ads.
  • To manage Your requests: to attend and manage Your requests to Us.
  • For business transfers: We may use Your Personal Data to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
  • For service operation and improvement: We may use information about how the Service is used for data analysis, identifying usage trends, and evaluating and improving the Service. For information collected through the CareWave mobile application, this is limited to crash and diagnostic information and to aggregated or de-identified statistics.

We do not sell Your Personal Data, and We do not share it with third parties for their own advertising or marketing. Your Personal Data is accessible to the following parties:

  • Your home care agency: Your agency is Our customer and the organization that created Your Account. We operate the Service on the agency's behalf, so the information You submit through it, such as clock-in and clock-out records (including the location-verification result), visit reports, messages, documents, and availability, forms part of the agency's own workforce and care records.
  • Service Providers: Service Providers process Personal Data on Our behalf and under Our instructions, such as cloud hosting, transactional email delivery, Google Firebase (push notification delivery and crash diagnostics), SMS delivery, payroll processing and tax filing (Rollfi, a division of Priority Technology Holdings, Inc.), and AI transcription and language-model providers (currently OpenAI and Anthropic). Our agreements with Service Providers limit their use of Personal Data to providing their services to Us. Our AI providers process the content We send them through their business (API) services; under those terms they do not use it to train their models, and they may keep it for a limited period for security and abuse monitoring before deleting it.
  • For business transfers: if We are involved in a merger, acquisition, or sale of all or part of Our business, Your Personal Data may be transferred to the successor entity, which must continue to honor this Privacy Policy or give You notice before any change.
  • With Affiliates: We may disclose Your Personal Data to Our affiliates only where they act as Service Providers to Us, in which case they are bound by this Privacy Policy.
  • With other users in Your agency: The Service has no public areas. Messages, reactions, and attachments You send in team chat are visible to the participants of that conversation. Your name, photo, role and job title, the date You joined, whether You are online or were recently active, and the clients and shifts You have in common are visible to colleagues in Your agency who can message You. Other caregivers see only a partially masked version of Your phone number and email address unless You approve their request to see them; supervisors and administrators at Your agency can see Your contact details.
  • With Your consent: We may disclose Your Personal Data for any other purpose with Your consent.

Retention of Your Personal Data

The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our legal agreements and policies.

Where possible, We apply shorter retention periods and/or reduce identifiability by deleting, aggregating, or anonymizing data. Unless otherwise stated, the retention periods below are maximum periods ("up to") and We may delete or anonymize data sooner when it is no longer needed for the relevant purpose:

  • Account Information: retained for the duration of Your account relationship plus up to 24 months after account closure to handle any post-termination issues or resolve disputes, unless You request deletion earlier, in which case it is removed from Our active systems within 30 days of the verified request (encrypted backups are overwritten within a further 90 days), as described on Our Delete Your Account page.
  • Visit, timekeeping, and care records: clock-in and clock-out records (including the location-verification result), visit reports, and care notes are part of Your agency's records. We keep them for as long as Your agency uses the Service and instructs Us to, which is usually the period the agency is legally required to keep them (often up to 7 years), and We delete or de-identify them after the agency's subscription ends as described in Our Terms of Service.
  • Voice recordings and chat media: audio recorded for a visit note is deleted from Our servers as soon as it has been processed into a transcript and draft report; voice messages, photos, videos, and files sent in chat are deleted 30 days after they are sent, while the text of the conversation is kept.
  • Crash diagnostics: retained by Google Firebase Crashlytics for 90 days, after which Google begins removing them from its systems.
  • Customer Support Data: support tickets and correspondence retained up to 24 months from ticket closure; chat transcripts retained up to 24 months for quality assurance and staff training purposes.
  • Usage Data: application usage statistics and server logs (IP addresses, access times) retained up to 24 months for security monitoring, troubleshooting, and product improvement.

We may retain Personal Data beyond the periods stated above where required by law, where necessary to establish or defend legal claims, where You have explicitly requested it, or where data exists in encrypted backups scheduled for routine deletion. When retention periods expire, We securely delete or anonymize Personal Data.

Transfer of Your Personal Data

Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. This means that this information may be transferred to, and maintained on, computers located outside of Your state, province, country, or other governmental jurisdiction where the data protection laws may differ from those from Your jurisdiction.

Where required by applicable law, We will ensure that international transfers of Your Personal Data are subject to appropriate safeguards. The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy.

Delete Your Personal Data

You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.

You can review and update much of Your profile information at any time by signing in to Your Account (in the mobile application, under Profile). Deleting Your Account or other Personal Data is done by request, as described below. You may also contact Us to request access to, correction of, or deletion of any Personal Data You have provided to Us.

In the CareWave mobile application, open the Profile tab and tap Delete account (in the About section) to send a deletion request to Your agency, which administers Your Account. You can also send the request directly to Us by following the steps on Our Delete Your Account page. Verified requests are completed within 30 days of verification. If You asked Your agency and have not received confirmation within 30 days, email hello@carewave.us and We will complete the request.

Please note, however, that We may need to retain certain information when We have a legal obligation or lawful basis to do so.

Disclosure of Your Personal Data

Business Transactions

If the Company is involved in a merger, acquisition, or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy.

Law Enforcement

Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).

Other Legal Requirements

The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:

  • Comply with a legal obligation
  • Protect and defend the rights or property of the Company
  • Prevent or investigate possible wrongdoing in connection with the Service
  • Protect the personal safety of Users of the Service or the public
  • Protect against legal liability

Security of Your Personal Data

The security of Your Personal Data is important to Us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While We strive to use commercially reasonable means to protect Your Personal Data, We cannot guarantee its absolute security.

SMS / Text Messaging

As part of the Service, We may send You SMS (text) messages at the mobile phone number You provide to a CareWave business (such as a home-care agency) during intake, hiring, or onboarding. This section describes how Our text-messaging program works.

Program description and consent

When You give Your mobile number to a CareWave business and agree to be contacted, We may send You a one-time onboarding message containing a secure link and a one-time access code to complete Your onboarding, along with closely related transactional messages (such as a reminder to finish onboarding). These are transactional, one-to-one messages. They are not marketing or promotional.

Message frequency

Message frequency varies and recurs only as needed for Your onboarding. In most cases You will receive a single message, occasionally followed by one reminder.

Message and data rates

Message and data rates may apply. Your mobile carrier's standard messaging and data charges may apply to each message You send or receive.

Opt-out and help

You can opt out of text messages at any time by replying STOP to any message; You will receive one confirmation and no further texts. For help, reply HELP or contact Us at hello@carewave.us.

No sharing of mobile information

We do not sell, rent, or share mobile phone numbers or text-messaging consent with third parties or affiliates for their own marketing or promotional purposes. Mobile information is used solely to operate the Service (for example, to deliver Your onboarding link and access code) and is disclosed only to the messaging-service providers (such as Our SMS carrier) strictly as needed to transmit these messages on Our behalf. No mobile opt-in data is shared with any third party for their own marketing.

Children's Privacy

The Service, including the CareWave mobile application, is intended for adults aged 18 and over who use it in the course of their work. It is not directed to children, and We do not knowingly allow anyone under the age of 18 to hold an Account or knowingly collect Personal Data directly from them. Agencies may record information about care recipients of any age; that information is provided by the agency, not collected from the child. If You believe that someone under 18 has provided Us with Personal Data, please contact Us and We will take steps to remove that information from Our servers.

Links to Other Websites

Our Service may contain links to other websites that are not operated by Us. If You click on a third-party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

Changes to this Privacy Policy

We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page and, where appropriate, via email and/or a prominent notice on Our Service prior to the change becoming effective. We will also update the "Last updated" date at the top of this Privacy Policy.

You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, You can contact us by email at hello@carewave.us.