Privacy Policy
VillageMetrics Privacy Policy
Last updated: April 13, 2025
VillageMetrics is a HIPAA-compliant platform designed to help families and caregivers track behavioral, medical, and therapeutic data to support children with neurodevelopmental and behavioral conditions. We take privacy and data protection seriously, especially when it comes to sensitive health information.
This Privacy Policy outlines the types of data we collect, how it is used, who can access it, and how we protect it.
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1. Information We Collect
We collect the following types of information when you use the VillageMetrics app:
User Information
• Name and email address of parents and caregivers
• Role in the child’s caregiving team (e.g., parent, therapist, teacher)
Child Information
• Child’s name and date of birth
• Primary condition and any secondary conditions
• Behavior ratings submitted by users
• Journal entries (typed, uploaded, or transcribed via voice)
• Medication and supplement information (e.g., names, dosages, timing)
• AI-generated summaries, behavior scores, and insights derived from submitted data
Push Notification Token
• A device token is collected solely for the purpose of delivering push notifications using Firebase Cloud Messaging (FCM).
• We do not collect general device identifiers, IP addresses, advertising IDs, or analytics data.
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2. HIPAA & Data Security
VillageMetrics is built on HIPAA-compliant infrastructure using Amazon Web Services (AWS) and Google Cloud Platform (GCP) services that support Firebase Cloud Messaging.
• All data is encrypted both in transit and at rest.
• Access to sensitive information is strictly controlled and limited to authorized users.
• We do not use Firebase Analytics or any other non-HIPAA-compliant Firebase services.
• Voice transcription is performed using Deepgram, a HIPAA-compliant service. A Business Associate Agreement (BAA) will be in place prior to app launch.
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3. Parent Control & Permissions
Parents or legal guardians are the primary data owners and controllers for each child profile in VillageMetrics. They determine:
• Who is invited into the child’s caregiving “village”
• What each user can access (e.g., contribute-only, view feed/insights, view medical data)
• Whether caregivers appear with their full name, first name only, or anonymously in the app
Parents can modify or revoke permissions at any time.
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4. Data Sharing & Community Insights
We do not share user data or PHI with third parties for marketing, advertising, or unrelated analytics.
Parents and caregivers may optionally opt in to share anonymized data to contribute to aggregated Community Insights, which may help others discover trends across similar profiles. No names, journal entries, or direct identifiers are ever included in these insights.
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5. AI Analysis & Data Export
VillageMetrics uses AI to analyze submitted data and generate behavior trends, patterns, and insights. Parents or caregivers with permission may export this data as a PDF.
Once exported, these files are outside of the VillageMetrics system and are under the user’s control. These PDFs may contain protected health information (PHI), and users are responsible for how they are shared (e.g., via email, messaging, etc.).
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6. Account & Data Deletion
Users can delete their account from within the app. Deletion works as follows:
• If a parent or guardian deletes their account and they are the sole owner of a child profile, all associated data will be permanently deleted.
• If a caregiver deletes their account, their personal data and journal entries will be removed, but data they contributed (e.g., behavior ratings) may remain visible to parents they worked with, without attribution.
• Once deleted, data cannot be recovered.
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7. Children’s Privacy
VillageMetrics is not intended for use by children under 13. All accounts are created and managed by adults. Any data about children is entered and controlled solely by their parents or authorized caregivers.
We comply with the Children’s Online Privacy Protection Act (COPPA) by design.
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8. Data Retention
We retain user and child data for as long as the account is active, unless a deletion request is received. Data is stored securely and used solely to support the purpose of the app.
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9. Changes to This Policy
This policy may be updated as VillageMetrics evolves. We will notify users of any material changes through the app or by email.
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10. Contact Us
If you have questions about this policy or your data, please contact:
📧 hello@villagemetrics.com