Privacy Policy

1. Who we are

CareAmi is an AI operating system for care homes, based in the United Kingdom. It includes an AI companion for residents (voice and text), a family connection layer (photos, videos, voice notes, and messages), and a staff dashboard (notes, mood tracking, and automated audit summaries drawn from AI conversations).

For this website (waitlist, contact form, and pages like this one), CareAmi is the organisation deciding how that information is used — the data controller.

For resident, family, and staff data inside a care home that uses the product, the care home (or care group) is usually the data controller. CareAmi typically acts as a processor, following the home’s instructions under a contract. That split must be confirmed in the home’s agreement and by a data protection professional. It is not settled by this template alone.

2. Who this policy is for

• Care home operators, managers, and clinical leads considering or using CareAmi
• Family members and other linked contacts
• Residents who use the companion and family connection on a kiosk tablet
• People who join our waitlist or send a query through this website

3. Daily notice to residents

Residents are told every day, on screen and out loud, that conversations are monitored for safety and may be shared with staff and with linked loved ones. Monitoring is not hidden. That daily disclosure is part of how CareAmi is designed to be used in a care home.

4. What we collect

On this website

• Waitlist email addresses (stored on this device in the browser, and only sent onwards if we later connect a waitlist service)
• Contact-form details you choose to send (name, email, organisation, message)
• Basic technical data such as pages visited, browser type, and similar logs needed to run the site

In the CareAmi product (when a home is using it)

• Sign-in and identity: resident name and care-home location, so the tablet opens that person’s companion and family thread only
• Conversations: voice and text with the AI companion, including on-screen chat
• Health-adjacent information: mood, mentions of pain, changes in engagement, and other behavioural patterns the system may flag. Under UK GDPR this is treated as special category data and needs extra protection
• Family connection: photos, videos, voice notes, and messages sent to a resident, plus replies routed through the AI (for example “ask Sarah to come on Thursday”)
• Staff dashboard: resident notes, mood scores (for example out of 10), alerts, and automated audit summaries generated from AI conversations plus staff input
• Safeguarding alerts: concerning changes that may be sent to staff and linked family together — not one without the other, as the product is designed today

We do not ask residents to use a consumer app store or a smartphone to take part. The companion runs on a dedicated kiosk tablet.

5. Why we use this information

Depending on the situation, we (or the care home, as controller) may use information to:

• Personalise the companion so it can speak in a way that fits the resident
• Give families a way to share media and receive messages without staff acting as the WhatsApp middleman
• Help staff see notes, mood, and audit-ready summaries in one place
• Support safeguarding: spotting concerning health or mood signals and telling the right people
• Run this website, the waitlist, and replies to queries
• Meet legal duties that apply to care and to data protection in the UK

Special category data (including health-adjacent mood, pain, and behavioural information) needs a UK GDPR Article 9 condition as well as a lawful basis under Article 6. Typical candidates in this setting are explicit consent and/or provision of health or social care with appropriate safeguards (including the Data Protection Act 2018). Which condition applies must be decided with a qualified professional for each controller. This page does not choose it for you.

CareAmi is not a substitute for clinical judgement, nursing care, or emergency services. Flags and summaries are support for staff and families — not a diagnosis and not a medical device unless a future version is lawfully classified as one.

6. Who it is shared with

• Staff at the resident’s home — dashboard notes, alerts, mood, and audit summaries
• Linked family and loved ones — family media they send; safety-related alerts as the home has configured; AI-passed messages from the resident
• The care home as controller — when CareAmi is the processor
• Service providers who host or process data for us under contract (names to be listed after review — for example hosting). They may only use data on instructions
• Authorities where the law or a safeguarding duty requires it

We do not sell personal data. We do not use resident conversations to advertise to them.

7. How long we keep it

Retention periods are not fixed in this template. As a working principle:

• Website waitlist and contact queries: kept only as long as needed to run early access and reply, then deleted or anonymised
• Product data: kept for the life of the home’s contract and any period the home must keep care records under its own policies and the law, then deleted or returned as the contract says
• Conversation data used for personalisation and safety should not be kept longer than the purpose requires

Exact periods, backup windows, and deletion methods need to be written into the processing agreement.

8. How we protect it

Special category and safeguarding data need extra care: access limited to the right roles, the kiosk locked down (not a general-purpose phone), and conversations treated as care records, not casual chat logs. Technical and organisational measures will be described in the home’s contract. This template does not replace that description.

9. Your rights (UK GDPR)

Depending on who the controller is (CareAmi for this website; usually the care home for resident data), you may have the right to:

• Access a copy of your information
• Have inaccurate information corrected
• Ask for deletion, in some cases
• Ask us to restrict or object to certain uses
• Receive information in a portable format, in some cases
• Withdraw consent where we rely on consent — this does not undo processing already done
• Complain to the Information Commissioner’s Office (ICO) at ico.org.uk

Residents and families should usually start with the care home, because the home is typically the controller of the care record. For waitlist or website queries, use our Contact us page.

10. People who cannot easily use a screen

CareAmi is built for residents who may not use smartphones. Daily verbal as well as on-screen notice matters for that reason. Homes remain responsible for capacity, consent, and best-interest decisions under the Mental Capacity Act 2005 where that applies. This template does not replace that legal framework.

11. Cookies and this device

This marketing site may store a small note in your browser so we remember that you accepted this notice, and may store a waitlist email locally if you join from the landing page. These are used to run the site, not to sell advertising. If we add optional analytics later, we will ask before using non-essential cookies.

12. International transfers

CareAmi is UK-based. If a processor stores data outside the UK, we must use a lawful transfer tool (such as the UK’s approved clauses) and say so here after review. Until that list is confirmed, assume this section is incomplete.

13. Contact details

CareAmi, United Kingdom.
Privacy and data queries: use our Contact us page and mark the message as a privacy request.
Registered office, company number, ICO registration, and Data Protection Officer (if appointed) will be published here once confirmed.

ICO: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline and live chat via ico.org.uk.

14. Changes

We will update this page when the reviewed policy is ready, and when the product or the law changes. The date at the top shows the latest draft.