1. Introduction
ResourceCareConnect ("we," "us," or "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect information when you use our platform at resourcecareconnect.app. By creating an account, you acknowledge that you have read and agree to this Privacy Policy. If you do not agree, please do not use the Service.
2. Information We Collect
We collect information you provide directly, including: your name, email address, and account credentials; children's profiles including names, dates of birth, placement dates, and case identifiers you choose to enter; observations, medication records, calendar events, training credits, and contact information you create; reimbursement records including child care invoices and mileage logs; placement documents and provider certificates you upload for storage or AI-assisted scanning; and account settings and preferences.
3. How We Use Your Information
We use your information to provide, maintain, and improve the ResourceCareConnect service; store your records and generate reports on your behalf; process payments; send transactional emails; provide customer support; and operate optional AI-assisted features as described in Section 8. We do not use your data for advertising purposes. We do not sell, rent, or share your personal information with third parties for marketing purposes.
4. Sensitivity of Foster Care Data
ResourceCareConnect is designed to store sensitive information about children in foster and kinship care. This includes information that may be subject to confidentiality protections under Oregon law, including ORS 409.225 and ORS 418.648. You are responsible for complying with your legal obligations regarding the confidential information you enter into the platform. Oregon law requires that confidential information received in connection with a foster care placement be kept confidential and used only to promote the health and welfare of the child.
5. Data Storage & Security
Your data is stored on secure, encrypted servers. Our security practices include: encryption in transit (all data uses TLS/HTTPS); encryption at rest; access controls strictly scoped to your household; secure file storage with time-limited signed URLs; secure session management; and audit logging of significant account actions. A full description of our security practices and third-party infrastructure providers is available at resourcecareconnect.app/security.
6. Data Sharing
We share data only with trusted third-party service providers necessary to operate the Service, including providers for payment processing, file storage, email delivery, and AI-assisted features. These providers are contractually required to protect your data and are prohibited from using it for their own purposes. A current list of our third-party data processors is maintained at resourcecareconnect.app/security. We do not sell your data. We do not share your data with DHS, caseworkers, courts, or government agencies unless required by law. Authorized ResourceCC staff may access account records solely for the purpose of providing technical support, and only when necessary to resolve a support request.
7. Children's Information
ResourceCareConnect is designed for use by adult foster and kinship caregivers. We do not collect information directly from children. Information about children in care is stored with the highest level of access control, scoped exclusively to the household that entered it, and never shared with third parties except as described in Sections 6 and 8.
8. Artificial Intelligence and Automated Processing
ResourceCareConnect offers optional AI-powered features including observation tone coaching, voice note transcription, quick capture, and document scanning. These features are powered by third-party AI processing services.
For text and voice note processing (tone coaching, quick capture, and voice note structuring): content is first processed on our servers, where children's registered names from your household are automatically replaced with generic identifiers (e.g. "Child 1") before any text is transmitted to an AI provider. Only child names registered in your household profile are replaced — other text you include, such as case numbers, dates, medical identifiers, or provider names, is transmitted as entered. We strongly recommend avoiding entering case numbers, dates of birth, or health plan member IDs into free-text observation notes.
For document scanning features (appointment card scanning, certification document scanning, training certificate scanning, and placement document scanning): the document image or extracted document text is transmitted to an AI provider to enable automatic field extraction. For image files, the image is sent for visual analysis. For PDFs and Word documents, extracted text is sent. These transmissions may include names, dates, document numbers, and other identifiers visible in the uploaded document, as that information is necessary for the scanning feature to function.
AI providers are contractually prohibited from training their models on your data. AI features can be disabled entirely in Account Settings. When disabled, no data is sent to any AI service.
9. Data Retention
We retain your data for as long as your account is active or your subscription is current.
After your subscription expires, your data is retained for 12 months to allow reactivation. During this period, you retain full read access to all your records and can export your data at any time.
We will notify you by email at 30 days, 7 days, and 24 hours before any scheduled deletion. You may resubscribe at any time during this period to cancel the deletion.
After 12 months of inactivity, your data is permanently and irreversibly deleted from our systems. We will send a final confirmation email when deletion is complete.
If you choose to delete your account manually, your account enters a 30-day recovery window before permanent deletion. During this period you may restore your account at any time by visiting resourcecareconnect.app/recover-account and entering your email address — a recovery link will be sent to you. After 30 days, your account and personal data are permanently deleted.
Children's records are never deleted as a result of an account deletion. Because foster care documentation may be required for legal, medical, or regulatory purposes, all child profiles and associated records are retained indefinitely regardless of account status. If you need access to a child's records after your account has been closed, please contact us at support@resourcecareconnect.app.
Deleted items (events, observations, contacts) are held in a Recycle Bin for 30 days and can be restored at any time from the Recycle Bin page within the app before they expire. After 30 days they are permanently deleted.
Backup copies of deleted data may be retained for up to 90 days for disaster recovery purposes before permanent purging. This backup retention does not apply to child profiles and associated records, which are retained indefinitely and are never purged.
10. Your Rights
You have the right to access, correct, export, and delete your personal data through your account settings. We will respond to requests sent to support@resourcecareconnect.app within 30 days.
11. Data Breach Notification
In the event of a data breach affecting your personal information, we will assess the scope within 72 hours of discovery; notify affected users by email within 30 days of confirmed breach as required by Oregon ORS 646A.600–646A.628; notify the Oregon Attorney General if more than 250 Oregon residents are affected; and provide clear information about what data was affected and recommended protective steps.
12. Cookies & Tracking
We use essential cookies to maintain your session and provide core functionality. We do not use third-party advertising cookies or tracking pixels. No personally identifiable information is included in analytics data.
13. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes via email or through a notice within the Service. Continued use after a material change constitutes acceptance of the updated policy.
14. Contact Information
Questions or concerns: support@resourcecareconnect.app. We aim to respond within 48 hours.