Privacy notice for the caregiver app

Who is responsible

The controller is the care service that invited you. 997 Ventures UG (haftungsbeschränkt) operates Farola as a processor on behalf of this care service (Art. 28 GDPR).

The data belongs to your care service. It decides on the purpose and duration of the processing; we do not use the data for our own purposes, not for advertising and not to train AI models.

Legal bases

• Your care service bases the processing of your data as an employee on the employment relationship (Section 26 BDSG) and on the performance of the contract and of legal obligations (Art. 6(1)(b) and (c) GDPR).
• Health data of clients that you record at the client's home is processed by your care service as a special category (Art. 9 GDPR) on the basis it ensures.
• Location data during the round is employee data protection and subject to co-determination (Section 87 BetrVG); your care service sets the basis and the limits.

Which data the app processes

Sign-in

Your phone number (matched against the number stored by the care service), a device identifier of the installation, session tokens (in the device's keychain; on the server only as a hash).

Round

Your visits for the day with addresses, access notes, tasks and clients' contact phone numbers (only your own round).

Location

Only during a running round and while the app is open, visibly indicated; positions outside a round are discarded.

Status and tasks

“Arrived”, “Completed”, ticked-off tasks. Timestamps are set by the server.

Conversation recordings

Only after the client's documented consent; the recording stays on the device until it is uploaded, is then deleted from the device and on the server once the period expires.

Photos and documents

Only with the client's documented photo consent: photos and documents taken or chosen, for the assistant (not stored there) or for the record.

Questions to the assistant

Your question and the context of your round go to Vertex AI in the EU region; the history is not stored.

Microphone and conversation recordings

For conversation recordings, the app asks once for the microphone permission. Recording only happens if there is documented consent for the client; otherwise there is no record button, and the server rejects a recording without consent.

A running recording continues if you open Google Maps via “Navigation starten” or lock the device. iOS then shows the red recording indicator. The app plays nothing back; it only records the conversation at the client's home so that you can navigate to the address in between. The recording stays on the device until it is uploaded and is then deleted there. The audio is transcribed in the EU and deleted automatically once the agreed period has passed; a withdrawal deletes the recording and the transcript.

Photos and documents

In the composer you can take a photo or choose an existing one and attach it to a question to the assistant or file it in the client's record; likewise a document (such as a doctor's letter). This is only possible with the client's documented photo consent.

For “take a photo” the app asks for camera permission. When you choose an existing photo, the app receives only the selected image and no access to your photo library. Photos and documents you send to the assistant are processed by Vertex AI in the EU for that one request only and not stored; what you file in the record is stored as care documentation and visible only to the care service.

Location during the round

Location tracking runs only while the app is open and a round is active. It starts with the round and ends with the last visit. In the background or without an active round, the app does not track location. A visible notice shows that tracking is running.

Without a network, positions are briefly buffered on the device and sent later; imprecise positions are discarded. There is no evaluation of individuals, no rankings and no break or speed profiles.

Navigation via Google Maps

When you tap “Navigation starten”, the app opens Google Maps on your device (as an app or via a web link). Only the visit's destination (coordinate or address) is handed over, never a name, no identifier and nothing from the record. Google is its own controller for the use of Google Maps; Google's privacy terms then apply.

The assistant and AI

The assistant and the analysis of conversations run via Vertex AI in the EU region. Real names may appear; processing exclusively on EU infrastructure provides the safeguard. There is no training and no further use of your data at the provider. The history of your queries is not stored.

AI functions and route calculation may be missing until your administration has confirmed the associated contract documents (the data processing agreement and its annexes) in the product. Without that confirmation the affected functions stay locked; the rest of the app remains usable.

Services the app uses

Servers, database and the AI functions are in the EU. To run the app we use the same providers that apply to Farola as a whole; the full list with purpose, types of data, location and transfer basis is available at sub-processors.

• Database, sign-in and file storage (EU).
• AI: transcription, analysis and the assistant via Vertex AI (EU region).
• Navigation via Google Maps on your device, which you open yourself (see above).

What the app does not do

• No tracking outside the round and not in the background.
• No analytics or advertising SDKs.
• No evaluation of your performance or behaviour.

Private devices and voluntary use

If you use the app on a private device, it does not access your content without being asked: it reads neither your photo library nor your contacts; it hands over a photo or document only if you take or choose it yourself (see “Photos and documents”). Only the session sign-in data and not-yet-uploaded recordings are stored on the device; the round content is loaded on each call and not stored permanently. If the device is lost or you leave, your care service ends the access.

Whether and how you use the app follows your care service's instructions. You do not have to use voluntary additional functions; not using them puts you at no disadvantage, unless your care service provides otherwise.

Storage location and periods

Servers and database in the EU. Your care service is responsible for the data of your round; how long it is kept depends on the data processing agreement with it. We delete conversation recordings automatically once the agreed period expires, and location data after seven days.

Deleting your account and data

Your care service sets up your app account. To have it deleted, ask your care service, or write to us at support@farolacare.com. We then end all sign-ins on your devices and delete your sign-in data (phone number matching, device identifier, sessions). Visit data that is part of the care service's care documentation is handled according to its instructions and the statutory retention periods. Signing out in the app (Settings) immediately ends the sign-in on that device.

Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection. For these, please contact your care service as the controller; we support it in doing so. Contact us: info@farolacare.com.

You also have the right to lodge a complaint with a data protection supervisory authority. Our terms of use apply in addition.