Privacy Policy

Caret Care LLC, a Wisconsin limited liability company (“Caret Care,” “we,” “us,” or “our”), respects your privacy and is committed to protecting it through this Privacy Policy. This policy describes the information we collect from you, how we use it, and the choices you have, when you visit www.caretcare.com or use the Caret Care platform (the “Site”).

1. Information we collect

Account information. When you create an account or purchase a membership, we collect your name, email address, and any billing information processed through our payment provider. We do not store full payment card numbers ourselves.

Professional and practice information. Lesson forms collect details about you and your practice, including your license type, license number, and state; your NPI; your practice’s EIN, legal name, address, phone, and email; and your fees and policies. We use this information only to pre-fill your documents and track your progress. It is visible only to you and to Caret Care staff who support your account, and we do not sell it or share it with payers, boards, or other members.

Practice-building information. As you move through the platform’s lessons, you submit information about your practice through lesson forms, including entity details, billing and fee structures, policy choices, and similar operational data. This information is used to generate your document templates and track your progress through the program. It is tied to your account and is not shared with other users.

Document content. When you generate a document from your practice information (for example, your informed consent or cancellation policy), the practice details you entered in your lessons pre-fill it and stay with your account so you do not have to retype them. Client-facing documents download with their client fields blank, and you complete those fields on your own device. We do not ask for, receive, or store client information.

Client information. You may not upload or enter client information anywhere on the Site, as set out in Section 7 of the Terms and Conditions. If client information reaches us anyway, for example in a support request, we will delete it once we discover it and may contact you about it.

Usage information. We and Google Analytics, through Google Site Kit, automatically collect information about your browser, device, IP address, and how you use the Site. We use it in aggregate to understand and improve the Site.

Terms acceptance records. When you accept our Terms and Conditions, we record the version you accepted, the date and time, your IP address, and your browser type, as proof of your agreement.

2. How we collect information

We collect information directly from you when you create an account, complete a lesson form, generate a document, contact us, or sign up for our newsletter or waitlist. We collect information automatically as you move through the Site through cookies and analytics tools. Third-party services we use for payment processing collect information directly from you under their own privacy policies, which we encourage you to review.

3. How we use your information

We use the information we collect to provide and operate the platform, generate the documents and content you request, process your membership purchase and manage your account, communicate with you about your account or about updates to the platform, improve the Site and the program based on aggregate usage patterns, and comply with legal obligations.

We do not use the structured practice data you submit to make decisions about you, and we do not sell that data.

4. Disclosure of your information

We do not sell, rent, or lease your personal information. We share information with service providers that operate the Site on our behalf, each bound by its own data handling terms: Kinsta for website hosting and the delivery of account email, MemberPress for membership accounts and billing (with a payment processor when payments are taken), and Google Analytics for usage analytics. We use AI tools from Anthropic to help build, maintain, and support the Site. We do not use AI to monitor you or to make decisions about your account. We may also disclose information where the law requires it, to protect the rights and safety of Caret Care or its members, or with your consent.

We may disclose aggregated, de-identified information about platform usage (for example, “62% of users complete Section 1 within two weeks”) without restriction, since this information does not identify any individual user.

5. Future use of aggregated practice data

A long-term goal of Caret Care is to use de-identified, aggregated practice profile data (license type, state, practice model, and similar non-identifying attributes) to support partnerships with payers, employee assistance programs, and health systems seeking credentialed independent clinicians. If and when this capability is built, we will update this Privacy Policy to describe it specifically and will not use individually identifiable account data for this purpose without separate, explicit consent.

6. Data security

We have implemented administrative, technical, and physical safeguards designed to protect your information from unauthorized access, use, alteration, or disclosure. Your information is stored on hosting infrastructure secured with industry-standard access controls, and the Site is secured with SSL encryption during data transmission. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If we learn of a security incident that affects your personal information, we will notify you without unreasonable delay and in line with applicable law.

7. Data retention

We keep your account and practice-building information while your account is active and for up to 24 months after it closes, to meet legal obligations and resolve disputes, and then delete or de-identify it. After your access ends, your information stays available for you to download from My Documents and My Practice for 30 days. After that window, you can no longer download it, and we keep or delete it as described in this section. Terms acceptance records are kept for as long as they may be needed as proof of your agreement. We do not collect client information, so none is retained with your account. You may request deletion of your account and practice information at any time by contacting us at the address below.

8. Children’s privacy

The Site is intended for licensed adult professionals. It is not directed to children under 18, and we do not knowingly collect personal information from anyone under 18.

9. Your choices

You can access, update, or request deletion of your account information by contacting us directly. You can opt out of non-essential cookies through your browser settings and decline marketing emails through the unsubscribe link in any email we send.

10. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes to how we treat your information, we will update the effective date above and, where appropriate, notify you directly. Continued use of the Site after a change means you accept the updated policy.

11. Contact information

For questions about this Privacy Policy or to request access to or deletion of your data, contact us at policy@caretcare.com.