Privacy Policy for Careful Dining

Last Updated: January 2026

Careful Dining ("Careful Dining," "we," "our," or "us") values your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit carefuldining.com (the "Website") or use the Careful Dining mobile application (the "App").

By accessing or using our Website or App, you agree to the terms of this Privacy Policy. If you do not agree, please do not use our services.

1. Information We Collect

We collect information in the following ways:

A. Information You Provide to Us

Depending on how you use Careful Dining, we may collect:

• Name, email address, phone number, and business or facility name
• Account login credentials
• Menu data, dietary preferences, allergen information, and food-related inputs
• Communications you send to us (support requests, feedback, emails)
• Billing and subscription information (processed by third-party payment providers)

B. Information Collected Automatically

When you access our Website or App, we may automatically collect:

• IP address and general location (city/state)
• Device type, operating system, browser type
• App usage data, feature interactions, and error logs
• Cookies and similar tracking technologies

C. Information Related to AI Features

Careful Dining may use artificial intelligence to analyze menu items, ingredients, dietary needs, and preferences. Any data processed through these features is used solely to provide and improve our services and is not used to identify individuals unless explicitly provided by you.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Website and App
• Deliver features related to menu planning, dietary compliance, and food safety
• Improve functionality, performance, and user experience
• Communicate with you regarding updates, support, or important notices
• Process payments and manage subscriptions
• Ensure security and prevent fraud or misuse
• Comply with legal and regulatory obligations

3. How We Share Information

We may share information only in the following circumstances:

• Service Providers: Trusted third parties who help operate our services (hosting, analytics, payment processing)
• Legal Requirements: If required by law, regulation, or legal process
• Business Transfers: In connection with a merger, acquisition, or sale of assets
• With Your Consent: When you explicitly authorize us to share information

All third-party service providers are required to safeguard your information and use it only for authorized purposes.

4. Cookies and Tracking Technologies

We use cookies and similar technologies to:

• Remember user preferences
• Analyze traffic and usage trends
• Improve site and app performance

You can control cookies through your browser or device settings. Disabling cookies may limit certain features.

5. Data Retention

We retain personal information only as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements.

You may request deletion of your account and associated data at any time, subject to legal or contractual retention requirements.

6. Data Security

We implement reasonable administrative, technical, and physical safeguards designed to protect your information. However, no system can be guaranteed to be 100% secure, and we cannot ensure or warrant absolute security.

7. HIPAA-Adjacent Disclaimer (Health Information)

Careful Dining is designed to support menu planning, dietary preferences, allergen awareness, and food service operations. While the Website and App may reference dietary needs, ingredient information, or food-related restrictions, Careful Dining is not a healthcare provider, health plan, or healthcare clearinghouse, and is not a "covered entity" or "business associate" as defined under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).

If you choose to enter or manage information that could be considered health-related, you acknowledge that:

• Such information is provided voluntarily and at your discretion
• The information is used solely to deliver Careful Dining's services
• The information is not treated as Protected Health Information (PHI) under HIPAA

Careful Dining recommends that facilities avoid entering resident names or other directly identifiable health data unless they have obtained appropriate consent and authority to do so.

8. Your Privacy Rights

Depending on your location, you may have rights including:

• Accessing the personal information we hold about you
• Requesting correction or deletion of your information
• Objecting to or restricting certain processing
• Requesting data portability

To exercise these rights, contact us using the information below.

9. Children's Privacy

Careful Dining is not intended for use by children under the age of 13. We do not knowingly collect personal information from children. If we become aware that such information has been collected, we will take steps to delete it.

10. Third-Party Links

Our Website or App may contain links to third-party websites or services. We are not responsible for the privacy practices or content of those third parties.

11. State Privacy Rights (Including California)

Depending on your state of residence, you may have additional privacy rights.

California Residents (CCPA / CPRA)

If you are a California resident, you may have the right to:

• Know what categories of personal information we collect and how we use it
• Request access to or deletion of personal information, subject to legal exceptions
• Correct inaccurate personal information
• Limit the use or disclosure of certain sensitive personal information
• Not be discriminated against for exercising your privacy rights

Careful Dining does not sell or share personal information for cross-context behavioral advertising as defined under California law.

Requests may be submitted using the contact information below. We may need to verify your identity before fulfilling a request.

12. Resident Data Best Practices (For Facilities)

Careful Dining is commonly used in independent living, assisted living, and skilled nursing environments. To support compliance and audit readiness, we recommend the following best practices:

• Avoid entering full resident names when not operationally necessary
• Use internal identifiers or room numbers where possible
• Do not upload medical records, diagnoses, or clinical notes
• Limit access to authorized staff based on role
• Review and remove outdated resident data on a regular basis
• Obtain any required resident or representative consent before entering identifiable information

Facilities remain responsible for compliance with applicable healthcare, privacy, and elder care regulations.

13. HIPAA Acknowledgment for Customer Contracts (Summary)

For clarity and alignment with customer agreements:

• Careful Dining does not act as a HIPAA-covered entity or business associate
• The services are operational and informational in nature
• Any health-related data entered is done at the customer's discretion and authority
• Customers are responsible for determining whether a Business Associate Agreement (BAA) is required and for compliance with HIPAA or similar laws

A formal HIPAA acknowledgment clause may be included in customer contracts or Terms of Service.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised "Last Updated" date. Continued use of the Website or App after changes constitutes acceptance of the updated policy.

This Privacy Policy is provided for general informational purposes and does not constitute legal advice.