Privacy Policy - In The Loop

1. Information We Collect

We collect only what's necessary to provide the service.

Information you provide directly

Account information: Your name and email address when you create an account.
Care plan data: Information you enter about care recipients — medications, appointments, documents, notes, and other care-related details.
Communications: Messages and notes you share with other caregivers through the platform.
Device tokens: If you enable push notifications on our mobile apps, we collect a device token to deliver those notifications. You can turn this off at any time in your device settings.

Information collected automatically

Usage data: Basic information about how you interact with the service — which features you use and when — to help us improve the product. This is analyzed only in aggregate and is never tied to your personal identity for commercial purposes.
Log data: Server logs that may include your IP address, browser type, and access times. These are used only for security monitoring and troubleshooting, and are not retained beyond what's necessary for those purposes.
Cookies: We use cookies to keep you logged in and to remember your preferences. We may also use limited analytics cookies to understand how the product is used overall. You will be asked for your consent before any non-essential cookies are set, and you can withdraw that consent at any time via the cookie settings in the app.

2. How We Use Your Information

We use your information solely to provide and improve the service:

To create and maintain your account
To enable care coordination with the people you invite
To send you notifications you've requested (appointment reminders, care updates)
To respond to your support requests
To maintain the security and integrity of the service
To improve the product based on aggregate, anonymized usage patterns
To communicate with you about your account or material changes to this policy

We will not send you marketing emails without your explicit consent, and you can unsubscribe from any non-essential communications at any time.

3. Information Sharing

We only share your information with people you explicitly invite. Beyond that, the circumstances where information may be shared are narrow:

With your consent: When you explicitly authorize sharing with specific individuals or services.
Service providers: We use a small number of trusted third-party services to operate the platform — hosting, email delivery, error monitoring, and analytics. These providers are contractually bound to protect your data and may use it only to provide services to us, never for their own commercial purposes.
Legal requirements: If required by law, subpoena, or court order. We will notify you before complying when legally permitted to do so.
Safety: If we believe disclosure is necessary to prevent imminent harm to you, others, or to protect our legal rights.
Business transfers: If In The Loop or Pretty Good Software LLC is acquired, merged with, or sells assets to another company, your information may be transferred as part of that transaction. We will notify you via email and/or a prominent notice on our website before your data is transferred and becomes subject to a different privacy policy. Any acquirer would be required to honor the commitments made in this policy.

4. Cookies & Analytics

We use cookies and similar technologies for two purposes:

Essential cookies: Required to keep you logged in and the service functioning. These cannot be disabled without breaking the app.
Analytics cookies: We use limited analytics tools to understand how people use In The Loop overall — which features are helpful, where people get stuck. This data is aggregated and never used to target you personally or monetize your behavior. You are asked for consent before these are activated, and you can opt out at any time via the cookie banner or your browser settings.

You can manage cookies through your browser settings. Note that disabling essential cookies will affect your ability to use the service.

5. Data Security

We implement industry-standard security measures to protect your information:

All data is encrypted in transit using HTTPS/TLS
Data is encrypted at rest
We use secure, reputable cloud infrastructure
Access to production systems is strictly limited and logged
We regularly review and update our security practices

No security system is impenetrable. While we work hard to protect your data, we cannot guarantee absolute security. In the event of a breach that affects your personal information, we will notify you as required by applicable law.

6. Your Rights & Choices

You have meaningful control over your information:

Access: You can access all your data through the app at any time.
Update: You can update your account information and care plan data directly in the app.
Delete: You can delete your account and all associated data by contacting us. We will permanently delete your data within 30 days of your request.
Export: You can request an export of your data by contacting us at the address below.
Notifications: You can manage push notification preferences in the app settings, or disable them entirely on your device.
Cookies & analytics: You can withdraw consent for non-essential cookies at any time via the cookie settings in the app or through your browser settings.
Marketing: You can unsubscribe from marketing communications at any time using the link in any email we send.

To exercise any of these rights, contact us at privacy@intheloop.care. We will respond within a reasonable time.

7. Data Retention

We retain your data for as long as your account is active. If you delete your account, we will delete your personal data within 30 days, except where we are required to retain it for legal purposes or legitimate business interests (such as resolving active disputes or complying with applicable law).

Anonymized, aggregated usage data that cannot be linked back to you may be retained indefinitely to help us improve the product.

8. Children's Privacy

In The Loop is intended for adult caregivers and is not directed at children under 13. We do not knowingly collect personal information from anyone under 13. If you believe we have inadvertently collected such information, please contact us immediately and we will delete it promptly.

9. Healthcare Information Notice

In The Loop helps you organize and coordinate care for loved ones, but we are not a healthcare provider and this service is not subject to HIPAA. Information stored in In The Loop is not a substitute for professional medical records. Always consult qualified healthcare providers for medical advice, and maintain records with appropriate medical professionals.

10. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or applicable law. We will notify you of any significant changes by email or through the app before they take effect. Your continued use of the service after changes take effect constitutes acceptance of the revised policy. We encourage you to review this page periodically.

11. Contact Us

If you have questions about this privacy policy, want to exercise your data rights, or have concerns about our data practices, please reach out:

Email: privacy@intheloop.care
Company: Pretty Good Software LLC
Product: In The Loop

We will respond to all inquiries within a reasonable time. For data deletion requests, we will confirm receipt within 5 business days.

Our Promise to You