Privacy Policy

1. Information We Collect

1.1 Account Information

When you register for ZeviNote, we collect your name, email address, facility name, and billing information to manage your account and deliver the service.

1.2 Care Documentation Data

When your staff submit shift information through our intake forms, we receive the data entered — such as shift times, care observations, activity notes, and medication logs. This data is used solely to generate documentation outputs for your facility.

1.3 Usage and Technical Data

We automatically collect certain technical data when you use ZeviNote, including your IP address, browser type, device information, pages visited, and timestamps. This helps us improve the service and diagnose issues.

1.4 Communications

If you contact us by email or through our website, we retain records of that correspondence to respond to your inquiry and improve our support.

1.5 Payment Information

We use Stripe to handle all billing. We do not store your full credit card number or payment details on our servers. Stripe's privacy policy governs the handling of your payment information.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the ZeviNote service
• Generate documentation outputs (care logs, family letters, wellbeing messages) based on your submitted data
• Process payments and manage your subscription
• Send transactional emails — including your generated documents and account notifications
• Respond to support requests and communications
• Monitor and improve the performance and security of the service
• Comply with legal obligations

3. How We Share Your Information

We do not sell your personal information. We do not share your data with advertisers. We may share your information only in the following limited circumstances:

3.1 Service Providers (Sub-processors)

We work with trusted third-party vendors to operate ZeviNote. These vendors process data only on our behalf and are contractually required to protect your information.

3.2 Legal Requirements

We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of ZeviNote, our users, or others.

3.3 Business Transfers

If ZeviNote or Zevi LLC is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change.

4. Data Retention

We retain your account information for as long as your account is active or as needed to provide the service. Care documentation data is retained for a limited period necessary to generate your documents and for reasonable backup purposes.

If you cancel your account or request deletion, we will delete or anonymize your personal data within 30 days, except where we are required by law to retain certain records.

You may request deletion of your data at any time by contacting us at legal@zevinote.com.

5. Data Security

We implement industry-standard technical and organizational measures to protect your information, including:

• Encrypted data transmission via HTTPS/TLS
• Access controls limiting who within our team can access user data
• Use of reputable third-party platforms with their own security certifications
• Regular review of our data handling practices

No method of transmission over the internet is 100% secure. While we strive to protect your information using commercially acceptable means, we cannot guarantee absolute security. In the event of a data breach that may affect your rights, we will notify you as required by applicable law.

6. HIPAA and Protected Health Information

6.1 Business Associate Agreement (BAA)

If your use of ZeviNote involves the processing of PHI, a signed Business Associate Agreement must be in place between your facility and Zevi LLC before any PHI is submitted. To request a BAA, contact us at legal@zevinote.com.

6.2 Recommended Practice

We strongly recommend that care staff use resident identifiers (e.g. initials or room numbers) rather than full legal names or direct identifiers in ZeviNote form submissions wherever your regulations and internal policies permit.

6.3 Operator Responsibility

As the facility operator, you are responsible for ensuring that your staff's use of ZeviNote complies with HIPAA and applicable state privacy regulations. ZeviNote provides tools to support your workflow but does not guarantee compliance on your behalf.

7. Your Privacy Rights

Depending on where you are located, you may have the following rights regarding your personal information:

To exercise any of these rights, contact us at legal@zevinote.com. We will respond to all verified requests within 30 days.

8. Cookies and Tracking Technologies

Our website may use cookies to improve your experience and analyze site usage. We may use essential cookies (required for the website to function) and analytics cookies (to understand how visitors use our site, using anonymized tools).

You can control cookies through your browser settings. We do not use cookies to serve targeted advertising.

9. Children's Privacy

ZeviNote is designed for use by adult care facility operators and their staff. We do not knowingly collect personal information from individuals under the age of 18. If we become aware that we have inadvertently collected personal information from a minor, we will delete it promptly.

10. Third-Party Links and Services

ZeviNote may contain links to third-party websites or integrate with third-party services. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you use in connection with ZeviNote.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email and update the "Last Updated" date at the top of this document. Your continued use of ZeviNote after changes are posted constitutes your acceptance of the updated Policy.

12. Contact Us