Privacy Policy

DRAFT FOR REVIEW

Who We Are

Senior Village at SaddleBrooke ("Senior Village," "we," "us," or "our") is an Arizona 501(c)(3) nonprofit organization that helps SaddleBrooke residents continue living safely and independently in their own homes, even when a change in health or circumstances makes that harder — for example, connecting a resident who can no longer drive with a volunteer who can take them to appointments or the grocery store. We do this by matching Members who need support with Volunteers who provide it, and, for some Members, by offering Care Connect, an optional wellness-monitoring service using in-home motion sensors and a check-in kiosk.

This App is the tool our staff and Volunteers use to coordinate that work. This policy explains what personal information we collect through it, why, and how we protect it.

Who This Policy Covers

We collect and use personal information about:

• Members — SaddleBrooke residents who receive services from Senior Village.
• Volunteers — individuals who provide services through Senior Village and log into this App to do so.
• Other individuals connected to a Member's or Volunteer's record — emergency contacts, family members, a Member's treating physicians, and similar people a Member or Volunteer has told us about in connection with their participation. If you fall into this category, your information is in our records because someone else provided it to us, not because you signed up directly — you're welcome to contact us with any questions about it (see "Contact Us" below).

Information We Collect

About Members

To provide services safely, we collect information such as:

• Name, address, phone, email, and birth date
• Emergency contacts, and, where relevant, a treating physician or hospital
• Household information relevant to Volunteer safety and service delivery — for example, whether there are pets or a smoker in the home
• Physical or mobility needs relevant to safely providing a service — for example, whether a Member uses a wheelchair, walker, or oxygen, or has a hearing or vision impairment
• Whether a home lockbox is installed and its general location. These lockboxes are keyed, and only Golder Ranch Fire District holds a key — not Senior Village, not law enforcement, and not our Volunteers or staff. Senior Village does not access, store, or hold any key or code to a Member's lockbox; it exists solely for Golder Ranch's emergency entry
• A neighbor with a spare house key, where a Member has designated one, for use in our no-answer safety protocol (see "How We Use This Information" below)
• Membership and dues status
• Notes from our staff and Volunteer advocates made in the course of coordinating services

Some of our programs (Forms & Documents, Moving On) track, for casework purposes, whether a Member has certain legal or estate-planning arrangements in place — for example, whether they have a will, trust, or power of attorney on file elsewhere. We do not upload or store the contents of those documents in this App. That information is discussed directly between the Member and our Forms & Documents team, not entered into our systems.

What is stored online, as signed documents, are: the intake/consent form a Member signs authorizing Senior Village staff and Volunteers to enter their home in connection with our services, and the separate program agreements a Member signs for Forms & Documents, Moving On, or Care Connect, which describe what Senior Village will provide under that program.

About Volunteers

To coordinate services and keep Members safe, we collect information such as:

• Name, address, phone, email, and birth date
• Driver's license and auto insurance information, including scanned images, for Volunteers who provide transportation
• Confirmation that a background check was completed, and when — we keep a record that the check was performed, not the contents or results of the check itself
• Training records and service interests (which programs a Volunteer is qualified and willing to help with)
• Availability and scheduling preferences

Care Connect Wellness Monitoring

Care Connect is optional and only used for Members who have enrolled in it. For those Members, we collect:

• Motion-sensor activity — the time and general room (kitchen/living area or bathroom) a sensor detected movement. Care Connect does not use cameras, microphones, or GPS location — only simple motion sensors reporting a timestamp and a room label.
• Daily check-in confirmations from the kiosk
• Periodic device-health information from the in-home kiosk, so we know if it's offline
• A periodic screenshot of what's currently shown on the kiosk screen, used only to confirm the display is working correctly — not a photo or video of the Member or their home

AI-assisted review. In addition to automatic alerts based on fixed schedules and thresholds, we use an AI service (Anthropic's Claude) to periodically review a Member's recent activity pattern for the kind of subtle change a simple alert might miss. This sends a text summary — the Member's name, recent motion and check-in timing, and any prior alerts — to Anthropic for analysis. No images, audio, or video are ever sent. Any concern this process identifies is reviewed by our staff before any action is taken; it is a tool to help our advocates notice patterns, not an automated decision-making system.

Communications

When we communicate with Members or Volunteers by phone, text message, or email, we keep a record of that communication, including text message content and voicemail recordings. Voicemail messages are transcribed to text using an automated transcription service (OpenAI's Whisper) so staff can review them quickly.

App Login and Technical Information

Volunteers and staff who log into this App have an account (email and password). We keep a record of login activity and basic technical details of each request (including IP address) for up to 90 days, for security purposes. The App uses only the cookies necessary to keep you securely logged in — we do not use advertising or analytics tracking cookies.

How We Use This Information

• To match Members with appropriate Volunteers and schedule services
• To give Volunteers the information they need to safely and effectively provide a service
• To operate Care Connect wellness monitoring for Members enrolled in it, and to help our advocates notice if something may be wrong
• To communicate about requests, schedules, reminders, and alerts
• To confirm a Volunteer's background check, driver's license, and insurance are current, for the safety of the Members we serve
• To follow our no-answer safety protocol if a Member doesn't answer the door for a scheduled visit — which may include a Volunteer contacting the Member's household phone numbers, a designated neighbor with a spare key, and, if there's any concern for the Member's welfare, calling 911
• To maintain accurate records of the services we provide, including for internal reporting and any reporting required by law or our funders
• To improve the App and our services

Who We Share Information With

Within Senior Village, information is shared with staff and Volunteers on a need-to-know basis to coordinate a specific service — a Volunteer generally sees only what's needed to safely complete the request they've accepted, not a Member's full record.

We also use the following outside services to operate the App. Each is required to protect the information appropriately and may only use it to provide their service to us — we do not sell personal information to anyone.

We may also disclose information where required by law, or to protect the safety of a Member, Volunteer, or the public — for example, contacting 911 or Golder Ranch Fire District under our no-answer safety protocol described above.

How We Protect Information

Access to Member and Volunteer information in the App is limited by role — staff and Volunteers only see what's needed for their responsibilities. The App is hosted on Microsoft Azure and information is encrypted in transit. Volunteers undergo a background check as part of our vetting process before being matched with Members.

How Long We Keep Information

We keep Member and Volunteer records for as long as needed to provide our services and maintain accurate program records. When a Member or Volunteer becomes inactive, their record is marked inactive rather than immediately deleted, so we can maintain continuity of service and accurate historical records; it is retained until a staff member removes it. Some records with a defined purpose are kept for a shorter, fixed time and then automatically removed — for example, detailed Care Connect motion-sensor history is kept for 90 days, and device diagnostic logs for 48 hours.

Your Choices

If you'd like to review, correct, or ask about removing information we hold about you, please contact us using the information below and we'll work with you on your request.

A Note on Health-Related Information

Senior Village is not a health care provider, health plan, or health care clearinghouse, and this App is not a medical record system. We do collect some information relevant to safely providing our services (such as mobility needs, or wellness-monitoring data for Members enrolled in Care Connect), and we treat that information carefully, but this policy is not a HIPAA notice of privacy practices.

Children

Our services and this App are intended for adults and are not directed to children. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this policy from time to time as our services change. We'll update the effective date above when we do.

Contact Us

If you have questions about this policy or how we handle your information, please contact us:

Senior Village at SaddleBrooke
P.O. Box 8584
520-314-1042
admin@seniorvillage.org