Privacy Policy

1. Who We Are

Placestead (“we,” “us,” or “our”) provides a youth tracking, incident reporting, and billing management platform for licensed group home and residential care providers (“Customers”). This Privacy Policy explains how we collect, use, and protect information when you use our services.

2. Information We Process on Behalf of Customers

Our Customers use the platform to manage records about youth in their care, including names, dates of birth, placement records, daily activity logs, incident reports, medication administration records, and related case information. We process this information solely on behalf of and at the direction of the Customer, who remains the data controller. Access to especially sensitive fields (such as Social Security numbers) is restricted by role, encrypted at rest, and logged for audit purposes.

Where a Customer is a covered entity or business associate under the Health Insurance Portability and Accountability Act (HIPAA), we process protected health information only as permitted by a Business Associate Agreement (BAA) executed with that Customer.

3. Information We Collect Directly

• Account information: name, email address, role, and organization details when you create an account or are invited by your organization.
• Usage and device information: log data, IP addresses, browser type, and pages visited, used for security, troubleshooting, and service improvement.
• Location information: approximate location captured during kiosk sign-out events when a Customer enables geofencing features.
• Contact submissions: information you provide when contacting us through our website.

4. How We Use Information

• To provide, maintain, and improve the platform.
• To authenticate users and secure accounts.
• To respond to support requests and communicate service updates.
• To comply with legal obligations, including child welfare record-keeping requirements applicable to our Customers.

We do not sell personal information, and we do not use youth records for advertising, profiling, or model training of any kind.

5. Service Providers

We rely on a small number of infrastructure providers to operate the platform, including cloud hosting, database, authentication, and rate-limiting services. These providers are bound by contractual confidentiality and data protection obligations, and where required, Business Associate Agreements. A current list of subprocessors is available on request.

6. Security

We maintain administrative, technical, and physical safeguards designed to protect the information we process, including encryption in transit and at rest, application-level encryption for highly sensitive fields, role-based access controls, tenant isolation, and audit logging of access to sensitive records. No method of transmission or storage is completely secure; we will notify affected Customers of any breach as required by applicable law and our agreements.

7. Data Retention and Deletion

We retain Customer data for as long as the Customer maintains an active subscription and as required by applicable record-retention laws. Upon termination, Customers may request an export of their data. We delete or de-identify Customer data following a reasonable wind-down period, except where retention is required by law.

8. Children’s Privacy

The platform is used by adult staff of licensed care providers. It is not directed at children, and we do not knowingly collect information directly from children. Records about youth in care are created and controlled by our Customers in the course of their licensed operations.

9. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, or delete personal information about you. Staff users should direct requests to their organization’s administrator; individuals may also contact us directly at support@placestead.com. For records controlled by a Customer, we will refer your request to that Customer.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify Customers of material changes by email or in-app notice before they take effect.

11. Contact Us

Questions about this policy or our data practices: support@placestead.com