Effective August 5, 2026
CaregiverDiary is a record-keeping tool for caregivers documenting the care of senior patients. The information kept here is personal and, in most cases, health information. This policy explains what we collect, who can see it, and — just as importantly — what we will never do with it.
In plain terms: we do not sell your information to anyone. Your records are visible to the people responsible for the patient’s care, and a limited set of activity-of-daily-living information may be provided to an insurance company when it is needed to support that patient’s claim. Nothing else leaves the service.
We collect only what the service needs in order to produce a care record.
Account information. Your name, email address, phone number, time zone, and the role or roles you hold (caregiver, patient administrator, administrator, or patient).
Patient records. Name, date of birth, address, insurance claim number, and medical notes, entered by the patient administrator who creates the patient record.
Daily diary entries. Shift times, mood and behaviour, meals served, bowel movements, visitors, vital signs (blood sugar and whether the reading was fasting, heart rate, oxygen level, and blood pressure), supplies needed, and the caregiver’s written notes.
Photos and video. Media that a caregiver attaches to a diary entry, along with the category and caption given to it.
Weekly reports. Hours worked and ratings on the seven activities of daily living — bathing, dressing, toileting, transferring, incontinence, eating, and ambulation — together with additional care provided (medication, cognitive supervision, housekeeping, transportation) and any falls recorded.
Schedule information. Shifts and appointments, and which caregiver is assigned to each.
Technical information. Sign-in records, and — only if you turn them on — the browser subscription needed to deliver push notifications to your device.
We do not sell, rent, license, or trade your personal information, your health information, or any patient’s records to third parties. We do not sell it in aggregated or de-identified form either.
We do not use your information to serve you advertising, we do not share it with advertising networks or data brokers, and we do not allow third parties to collect information about you through this service for their own purposes.
Access is limited by the role a person holds, and the limits are enforced by the database itself, not merely by what the screen displays:
Caregivers can see the records of the patients they are actively assigned to, and no others.
Patient administrators — typically the family member or care manager responsible for a patient — can see the full record of the patients they have created, including every caregiver’s diary entries and weekly reports for that patient.
Patients can see their own record.
Administrators of the service have access to all records in order to operate and support the service.
Your entries are shared with the patient administrator responsible for the patient you are documenting. They are not visible to other families, to caregivers who are not assigned to that patient, or to the public.
One of the purposes of this service is to produce the weekly caregiver grid that long-term care insurers require in order to process a claim. When such a report is submitted to an insurance company, the information provided is limited to what appears on that form:
the patient’s name and claim number, the caregiver’s name, the dates and hours worked, the ratings for the seven activities of daily living listed in Section 1, the additional care categories provided, and any falls recorded during the reporting period.
Diary entries, written notes, photographs, video, vital signs, mood and behaviour observations, and medical notes are not included in what is provided to an insurance company. Those records exist for the care team, not for the claim.
Reports are generated and submitted at the direction of the patient administrator or the patient. We do not transmit information to an insurer on our own initiative.
We use a small number of vendors to run the service — principally a database and file-storage provider that hosts the application, and, if you enable notifications, the push-messaging service built into your browser or operating system. These providers process information solely on our instructions in order to operate the service. They are not permitted to use it for their own purposes, and they are not permitted to sell it.
If you subscribe to your schedule from a calendar application, the service gives you a private web address containing a unique token. Anyone holding that address can read your shift schedule without signing in, because calendar applications cannot log in on your behalf. The address reveals schedule information only — not diary entries, reports, or patient records. Treat it as you would a password, and use the option on your profile page to reset it if it is ever shared by mistake.
We may disclose information where we are required to by law — for example in response to a valid subpoena or court order, to comply with a mandatory reporting obligation such as a suspected-abuse report, or where disclosure is necessary to prevent serious harm to someone. Where we are permitted to tell you about such a request, we will.
Information is transmitted over encrypted connections and stored with access controls enforced at the database level, so that a person can only retrieve the records their role entitles them to. Photographs and video are held in private storage and are reachable only through short-lived links issued to an authorised viewer. Access is protected by your password, and you are responsible for keeping it confidential.
No system is perfectly secure. If we become aware of a breach affecting your information, we will notify you and the appropriate authorities as required by applicable law.
Care records are kept for as long as the patient’s account is active, and afterwards for as long as needed to support an open insurance claim or to meet a record-retention obligation that applies to care documentation. When a patient record is deleted, the diary entries, reports, media, and schedule attached to it are deleted with it.
You can view and correct the information in your own profile at any time from the profile page.
Caregivers can edit or delete the diary entries and media they created.
Patient administrators can correct or remove the records of the patients they manage.
You may ask us for a copy of the information we hold about you, or ask us to delete your account, by contacting us at the address below. Deleting an account does not remove care documentation that must be retained for an insurance claim or by law.
This service is intended for use by adults. We do not knowingly create accounts for anyone under 18.
If we change this policy, we will update the effective date at the top of this page and post a notice within the application. If a change materially affects how your information is shared, we will tell you before it takes effect.
Questions about this policy, or requests concerning your information, can be sent to privacy@caregiverdiary.com.