Privacy Policy
Elk Lake Labs LLC, doing business as Homecare Copilot ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-first Customer Relationship Management (CRM) platform designed for non-medical in-home caregiving companies and franchises, including our ProspectBuddy call analysis feature.
This policy applies to our website, mobile applications, and all related services (collectively, the "Service").
Personal Information You Provide
- Account Information: Name, email address, phone number, job title
- Organization Data: Company name, address, billing information
- Onboarding Information: Business experience details, use case descriptions, help preferences
- Profile Data: User preferences, settings, and custom configurations
Call Data and Communications (ProspectBuddy Feature)
- Call Transcripts: Text transcriptions retrieved from OpenPhone and analyzed by ProspectBuddy
- Call Metadata: Phone numbers, call duration, timestamps, direction (inbound/outbound) provided by OpenPhone
- Communication History: Text messages, emails, and other communications through integrated platforms
Note: We do not collect or store audio recordings - these remain with OpenPhone per their data handling practices.
AI Analysis Data (ProspectBuddy Feature)
- Call Performance Analysis: Automated analysis of communication effectiveness and areas for improvement
- Speech Pattern Data: Speaking characteristics and presentation metrics
- Conversation Insights: Interaction quality and engagement measurements
- Performance Tracking: Progress metrics and goal achievement data
Technical Information
- Usage Data: How you interact with our Service, features used, and session duration
- Device Information: IP address, browser type, operating system, device identifiers
- Log Data: Access logs, error reports, performance metrics
- Cookies and Tracking: Website analytics, user preferences, session management
Integrations and Third-Party Data
- OpenPhone Data: Call logs, recordings, contact information
- Gmail Integration: Email communications, contact lists (when authorized)
- Calendar Data: Meeting schedules, appointment information (when integrated)
- CRM Integrations: Customer data from connected systems
Core Service Functionality
- CRM Operations: Complete prospect-to-client pipeline management, onboarding workflows, and team collaboration
- Call Analysis (ProspectBuddy): Process recordings through AI to provide performance insights and coaching recommendations
- Performance Tracking: Generate effectiveness scores and improvement recommendations
- Coaching Tools: Provide personalized feedback and training suggestions through ProspectBuddy
- Dashboard Analytics: Create performance reports and trend analysis across all CRM activities
Platform Operations
- CRM Management: Complete prospect lifecycle from initial contact through long-term client management
- Onboarding Workflows: Structured client onboarding and first 30-days success programs
- Team Collaboration: Task management, communication tracking, and workflow automation
- Account Management: User authentication, organization setup, role management
- Billing and Payments: Process subscriptions, usage tracking, invoice generation
- Customer Support: Respond to inquiries, troubleshoot issues, provide assistance
- Service Improvement: Analyze usage patterns to enhance features and performance
Communication and Marketing
- Service Updates: Notify about new features, updates, and maintenance
- Product Communications: Announcements and promotional emails (with consent)
- Support Content: Helpful tips and best practices when available
Legal and Compliance
- Legal Obligations: Comply with applicable laws and regulations
- Security Monitoring: Detect and prevent fraud, abuse, and security threats
- Audit Requirements: Maintain records for compliance and audit purposes
Third-Party Service Providers
We share information with carefully vetted service providers who assist us in operating our Service:
- AI and Analytics Providers: For call analysis and performance insights
- Authentication Services: For secure user login and organization management
- Cloud Infrastructure Providers: For secure data storage, hosting, and delivery
- Payment Processors: For billing and subscription management
- Communication Services: For email and SMS notifications
- Customer Support Tools: For providing technical assistance
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the business transaction. We will notify you of any such change in ownership or control.
Legal Requirements
We may disclose information when required by law, court order, or government request, or when we believe disclosure is necessary to:
- Comply with legal obligations
- Protect our rights, property, or safety
- Protect the rights, property, or safety of our users or others
- Prevent fraud or abuse of our Service
With Your Consent
We may share information with third parties when you explicitly consent to such sharing.
Call Data Retention
- Call Recordings: We do not store call recordings - these remain with OpenPhone per their retention policies
- Call Transcripts: Retained for up to 3 years to support ongoing analysis and customer service
- AI Analysis Results: Retained for up to 5 years to enable long-term performance tracking
- Extended Retention: May be retained longer when required by law or with explicit customer consent
Account and Business Data
- User Account Data: Retained for the duration of your account plus up to 7 years as required by law
- Billing Information: Retained as required for tax and business record purposes
- Communication History: Retained for up to 3 years for customer service purposes
Anonymized Analytics
We may retain anonymized, aggregated data indefinitely for research and Service improvement purposes.
Technical Safeguards
- Encryption: All data encrypted in transit and at rest using industry-standard protocols
- Access Controls: Secure authentication and role-based access controls
- Network Security: Comprehensive security monitoring and threat protection
- Regular Audits: Ongoing security assessments and compliance testing
- Organization Separation: Strict database-level isolation between customer organizations
- Role-Based Access: Users can only access data appropriate to their role and organization
- Audit Logging: Comprehensive logging of all data access and modifications
Access and Portability
- Data Access: Request a copy of your personal information
- Data Export: Download your call data, analysis results, and account information
- Account Dashboard: View and manage your data through your account settings
Correction and Deletion
- Data Correction: Update or correct inaccurate personal information
- Account Deletion: Delete your account and associated personal data
- Selective Deletion: Delete specific call recordings or analysis results
Communication Preferences
- Marketing Opt-out: Unsubscribe from promotional communications
- Notification Settings: Control which Service notifications you receive
- Email Preferences: Manage frequency and types of emails
California Privacy Rights (CCPA)
If you are a California resident, you have additional rights:
- Right to Know: Detailed information about data collection and use
- Right to Delete: Request deletion of personal information
- Right to Opt-Out: We do not sell personal information
- Non-Discrimination: No adverse treatment for exercising privacy rights
European Privacy Rights (GDPR)
If you are in the European Union, you have additional rights:
- Lawful Basis: We process data based on contract, legitimate interest, or consent
- Data Portability: Receive your data in a machine-readable format
- Objection Rights: Object to processing based on legitimate interests
- Withdrawal of Consent: Withdraw consent for specific processing activities
Our Service is designed for business use and is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us immediately.
Our Service is hosted in the United States. Information may be transferred to, stored, and processed in the United States and other countries where our service providers are located.
For users outside the United States, we ensure appropriate safeguards are in place for international data transfers, including:
- Standard Contractual Clauses (SCCs) for EU transfers
- Adequacy decisions where applicable
- Other approved transfer mechanisms
Essential Cookies
- Authentication: Maintain your logged-in session
- Security: Prevent cross-site request forgery and other attacks
- Functionality: Remember your preferences and settings
Analytics Cookies
- Usage Analytics: Basic analytics to understand how users interact with our Service
- Performance Monitoring: Track Service performance and identify improvements
You can control cookie preferences through your browser settings.
Legal Requirements
Customers are responsible for compliance with all applicable call recording laws, including:
- State wiretapping and consent laws
- Federal communications regulations
- Industry-specific recording requirements
- International privacy laws where applicable
Consent Management
- OpenPhone provides automated consent mechanisms for call recording
- Customers must configure appropriate notifications and consent processes
- We recommend legal consultation for specific compliance requirements
Data Subject Rights
Individuals whose calls are recorded may request:
- Access to their call transcripts and analysis data (recordings remain with OpenPhone)
- Deletion of transcript and analysis data from our systems
- Correction of inaccurate transcript information
Data Control
- Franchise Owners: Have administrative control over organization data
- Individual Marketers: Have access to their own performance data
- Data Separation: Strict isolation between different franchise organizations
End of Relationship
When a franchise relationship ends:
- Franchise owners may request an export of their organization's data
- We will delete organization data upon request within 30 days
- Individual marketers may retain access to their personal performance history
Our Service may contain links to third-party websites and services that have their own privacy policies. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies before providing any information.
Integrated Services
User-Connected Services:
- OpenPhone: OpenPhone Privacy Policy
- Gmail: Google Privacy Policy
Payment Processing:
- Stripe: Stripe Privacy Policy
Our Service also uses various backend infrastructure providers for authentication, data storage, and security. These providers are bound by strict data processing agreements and cannot use your data for their own purposes.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Email Notification: Send notice to registered users
- In-App Notification: Display prominent notices in the Service
- Website Notice: Post updates on our website
- Version History: Maintain a record of significant changes
Continued use of the Service after notification of changes constitutes acceptance of the updated Privacy Policy.
Privacy Inquiries and Data Rights
For privacy inquiries, data rights requests, or any questions about this Privacy Policy:
Elk Lake Labs LLC dba Homecare Copilot
Email: Support@HomecareCopilot.app
Website: https://TryHomecareCopilot.com
For California (CCPA) and European Union (GDPR) privacy requests, please use the same email address above and specify your location in your request.
Internal Process
We are committed to resolving privacy concerns promptly and fairly. If you have a complaint:
- Contact us using the information above
- We will respond as quickly as possible, typically within a few business days
- If not resolved, you may escalate to regulatory authorities
Regulatory Authorities
You have the right to lodge complaints with appropriate data protection authorities:
- US: Federal Trade Commission (FTC)
- California: California Attorney General
- EU: Your local Data Protection Authority
Elk Lake Labs LLC dba Homecare Copilot is committed to transparency and protecting your privacy. This Privacy Policy is part of our Terms of Service and constitutes a legally binding agreement between you and Homecare Copilot.
This Privacy Policy was last updated on October 8, 2025 and is effective as of October 8, 2025.