Privacy policy

ToneOfCare — Privacy Policy
Version 2.0 · Effective July 15, 2026 Replaces the version dated January 17, 2026

 
The short version
We think you should be able to understand this without a lawyer, so here is the whole thing in plain English. The detail below says the same things more precisely.

We collect what we need to call your parent and keep you informed. Nothing more.
We record check-in calls, and we say so at the start of every call. Recordings are deleted after 30 days.
We never share call recordings with family. We tell you what we observed. Your parent's conversations stay their own.
Your parent can decline recording at any time and receive exactly the same service.
Some of our team work outside the United States, in the Philippines. Your information may be accessed there.
We never sell your information. Not to advertisers, not to data brokers, not to anyone.
Your parent has rights here too, even though a family member signed them up. They can ask what we've written about them, and ask us to stop.
Questions? [email protected] or (571) 500-1377. A real person answers.
 
1. Who this policy covers
Two different people are involved in ToneOfCare, and this policy protects both.

The customer — the person who signs up and pays. Usually an adult child or family member.

The client — the person who receives the daily calls. Usually an older adult. In most cases, the client did not personally sign up for this service, and may never have visited our website. That doesn't reduce their rights. Everything in this policy applies to them, and Section 9 covers rights specific to them.

When we say "you," we mean whichever of these applies.

 
2. What we collect
Only what we reasonably need to deliver the service.

About the client:

Name, phone number, age
Home address, including access details needed in an emergency
Emergency contacts and their phone numbers
Local emergency dispatch information for their address
Whether they live alone, and who else is present if not
Call preferences — timing, routines, what matters to them
Reminder details: medications, appointments, routines
Information the family tells us about their health or circumstances, as the family describes it
About the customer:

Name, phone number, email, relationship to the client
Billing and account information
Communication preferences
From our work:

Call logs and call attempt records
Notes on what was observed during calls
Escalation records
Call recordings (see Section 3)
Email and message correspondence with you
What we do not collect: ToneOfCare is a non-medical service. We do not collect, maintain, or manage medical records, diagnoses, treatment plans, or health files. We record what we observe — not clinical assessments, because we are not qualified to make them and do not attempt to.

 
3. Call recording
We record check-in calls. We tell every participant at the start of every call. We never share recordings with family.

Why we record
Our callers work remotely, alone, speaking with people who may be vulnerable. Recording is how we check that our own team is doing the job properly. It is a tool for supervising our staff — not for monitoring your parent.

That distinction governs every rule below.

What you can count on
We announce it, every call. Not once at signup, not buried in a form. At the start of each call: "Just so you know, this call is recorded." Every time.

Recordings are deleted after 30 days. The only exception is a recording connected to a documented safety escalation, which is kept with that record.

We never share recordings with family members, designated contacts, or anyone else. Not on request. Not to settle a disagreement. The only exception is a valid court order.

We will always tell you what we observed. We will not hand over your parent's private conversations. Those belong to them.

Only ToneOfCare's founder can access recordings, and only to review our own team's work.

Any client can decline recording, at any time, for any reason — just say so on any call, or email us. Recording stops immediately and permanently. The service does not change in any way. No penalty, no reduced service, no questions.

 
4. How we use information
To operate the service, and nothing else:

Make the daily check-in calls
Deliver reminders
Keep schedules and preferences
Document what we observe
Follow escalation procedures when something seems wrong
Communicate with you and other designated contacts
Answer support requests
Review the quality of our own team's work
Maintain billing records
Meet legal obligations
We do not sell, rent, or trade personal information. We do not use it for advertising. We do not share it with data brokers.

 
5. Where your information is processed
ToneOfCare is based in Virginia, in the United States. Some of our team work remotely from outside the United States, including the Philippines. Your information may be accessed, processed, and stored there.

Every ToneOfCare team member, wherever they work, is bound by a written confidentiality agreement and may access information only as needed to deliver the service. The protections in this policy apply the same way regardless of where our team is located.

By using ToneOfCare services, you consent to your information being processed in the United States and in other countries where our team members are located.

 
6. When we share information
Only when needed to deliver the service or comply with the law.

Designated contacts. We share observations and updates with the family members, caregivers, or emergency contacts you've designated — that's the service you're paying for. Observations, not recordings.

Safety escalations. If a client is unreachable, or something concerning happens, we contact designated contacts and, in an emergency, emergency services. We will always act to protect someone's safety, and we will not wait for permission to do it.

Service providers. We use trusted third parties for payment processing, email, website hosting, and data storage. They may access information only as needed to do that work for us.

Legal requirements. We may disclose information to comply with the law, respond to a valid court order, or protect someone's safety.

Identity verification. Before we discuss a client with anyone, we verify who we're speaking to. If we can't, we won't discuss them. This sometimes feels inconvenient. It's the point.

 
7. How we protect information
We use reasonable administrative, technical, and organizational safeguards, including restricted access, password-protected systems, secure cloud storage, written confidentiality agreements for everyone who works with us, and ongoing review.

Client information is never kept on personal devices, personal email, personal cloud accounts, or messaging apps.

No system is perfectly secure, and we won't pretend otherwise. We cannot guarantee absolute security, and anyone who tells you they can is not being straight with you.

 
8. How long we keep information
Information
Kept for
Call recordings
30 days, then automatically deleted
Recordings tied to a safety escalation
With the escalation record
Call logs and observation notes
While you're a client, plus a reasonable period afterward for records and disputes
Escalation records
Longer, as safety records
Billing records
As required by law and tax rules
Account information
While active, plus a reasonable period afterward
When information is no longer needed, we securely delete or destroy it. You can ask us to delete information sooner — see Section 9.

 
9. Your rights
For everyone
Subject to applicable law, you may:

Ask what information we hold about you
Ask us to correct anything inaccurate
Ask us to delete personal information
Withdraw consent, where consent is the basis for processing
Ask us to limit certain uses
Some information may need to be retained for legal or record-keeping reasons. Where that's true, we'll tell you plainly instead of ignoring the request.

Email [email protected]. We respond within a reasonable time.

For the person receiving the calls
These rights are yours, even though someone else signed you up and pays the bill.

You can ask what we've written about you. We keep notes on our calls. You're entitled to know what they say. We won't keep a secret file on you — that would be the opposite of what this service is.
You can decline to be recorded, at any time, without giving a reason, and nothing about your service changes.
You can ask us to stop calling. We will stop. We'd want to talk with you and your family first to understand what's going on, but the decision is yours. We do not keep calling someone who has told us they don't want the calls.
You can ask what we share with your family, and who we share it with. You are entitled to know.
If any of this is easier by phone, call (571) 500-1377 and ask for the founder.

State-specific rights
Depending on where you live, you may have additional rights under state privacy law — including in Virginia, California, Colorado, Connecticut, and Utah. These may include the right to know what's collected, to have it deleted, to correct it, and not to be discriminated against for exercising those rights. We honor these requests for everyone, regardless of state, rather than sorting people by geography.

 
10. Children
ToneOfCare is for adults. We don't direct our services to children and don't knowingly collect information from anyone under 13. If we learn we have, we delete it.

 
11. Other websites
Our website and emails may link elsewhere. We're not responsible for other companies' privacy practices. Read theirs separately.

 
12. Changes to this policy
We may update this policy as our services or legal obligations change.

If we make a material change — anything that meaningfully affects how we handle your information — we will notify active customers directly, not just quietly update the page. You'll have a chance to see it before it takes effect where the law requires.

Minor changes will be posted here with an updated version and date. Previous versions are archived and available on request.

 
13. Contact

ToneOfCare

Email: [email protected]

Phone: (571) 500-1377

For anything about your privacy — or if you think we've got something wrong — email or call. A real person will get back to you.

 
Version 2.0 · Effective July 15, 2026 · Supersedes the version dated January 17, 2026