Privacy policy
Last updated: 3 November 2026
Colabr8 is software that care agencies use to manage staff, schedules, clients and care records. This policy covers the Colabr8 mobile apps, the website at app.colabr8.io, and the Colabr8 Family Portal. Questions: hello@colabr8.io.
Who decides what
Each care agency that uses Colabr8 decides which client and care information it enters, and who in its team can see it. We process that information on the agency's behalf to run the service. If you are a client or a family member and want to see, correct or delete your records, please contact your care agency first. For account, sign-in and billing information, Colabr8 is responsible.
What we collect
- Account details: name, email address, phone number, role, company details and a password (stored in hashed form). If you sign in with Google or Apple we receive your name and email from them.
- Care records entered by your agency: client details and health information such as vital signs, medications, conditions, care plans, case notes, incidents, appointments, and documents or photos that users attach.
- Staff work records: schedules, shifts, timesheets and time clock entries.
- Location: if you allow it, the app uses your phone's location for time clock and shift features.
- Camera, photos and files: only when you choose to take or attach them.
- Microphone and speech recognition: only when you use voice dictation for notes. Dictation may be processed by your phone's speech service (Apple or Google).
- Family Portal: name, email, and messages that family members send or receive.
- Device and diagnostics: device type, app version, a push notification token and crash reports, so we can keep the app working.
- Billing: agency administrators pay through Stripe. We do not store card numbers.
How we use it
- To provide and secure the service, including one-time sign-in codes sent by email.
- To send notifications you or your agency have asked for.
- To give support, fix problems and improve reliability.
- Some optional features, such as summarising notes, use AI services. They are used only to provide the feature.
We do not sell personal information and we do not use it for advertising or tracking across other companies' apps and websites.
Who we share it with
Only service providers that help us run Colabr8: cloud hosting (Amazon Web Services), Google Firebase (sign-in, push notifications and crash reports), Stripe (payments), email delivery, and AI providers for optional features. We may also disclose information when the law requires it.
Security
Data is sent over encrypted connections (HTTPS). Access is limited to users of the same company, and signing in requires a password and a one-time code. No system is perfectly secure, so please keep your login private.
Where data is kept
Our servers are in the United States.
How long we keep it
We keep information while an account is active and as long as the agency needs its records. When an account is deleted we delete or anonymise its personal data within 30 days, except where the law requires us to keep something.
Your choices and rights
You can ask to see, correct or delete your information. To delete your account see Delete your account. You can turn off location, camera, microphone and notification access in your phone's settings at any time.
Children
Colabr8 is for care professionals and their clients' families. It is not directed at children under 16.
Changes
If we change this policy we will update the date above. For material changes we will also tell account holders.