Privacy Policy

1. Scope of this policy

This Privacy Policy describes how Golden Gather ("Golden Gather", "we", "us") collects, uses, discloses, retains and protects personal information processed through the Golden Gather family-engagement platform (the "Service").

The Service is provided to licensed senior living homes (each a "Home") on a subscription basis. Each Home determines what information it enters into the Service and is responsible for its own privacy obligations to residents and families. Golden Gather processes that information on the Home's instructions as a service provider.

This policy applies to personal information about residents, their family members and contacts, and Home staff who use the Service. By using the Service, you acknowledge the practices described here.

2. Information we collect

Resident information, entered by the Home: name and preferred name, date of birth, gender, address, room assignment, care level, dietary needs and allergies, medical and care notes, emergency and family contacts, and related operational records such as activities, attendance, meal census, incidents and maintenance requests.

Account information: name, email address, role and sign-in credentials for staff, residents and family members who are invited to use the Service.

Usage and technical information: sign-in times, pages visited, actions taken within the Service, device and browser details, and IP addresses, collected through server and security logs.

Communications: messages sent to us through contact or demo request forms, and support correspondence.

We do not knowingly collect information directly from children. The Service is intended for adults in senior living and their families.

3. How we use personal information

To operate and provide the Service to each Home, including resident profiles, activity calendars, menus and allergy alerts, notices, reports, printing, and family portal access.

To create and manage accounts, send invitations and password reset emails, and deliver home-wide notices.

To maintain the security and integrity of the Service, including access logging, abuse prevention and troubleshooting.

To provide customer support and to communicate with Homes about their subscription.

Where a Home enables optional AI-assisted drafting (for example, notices or letters), the text supplied is used solely to generate the requested draft and is not used to train models or for any other purpose.

We do not sell, rent or trade personal information, and we do not use resident or family information for advertising.

4. Who can access information

Within a Home: access is controlled by the Home's managers through role-based permissions. Staff see only what their role requires; residents and family members see only their own resident's information and home-wide notices.

Between Homes: each Home's data is logically isolated. Users of one Home cannot access another Home's records.

Golden Gather personnel: a small number of authorized team members may access a Home's data only when necessary to provide support, investigate a security issue, or comply with law, and such access is logged.

Service providers: we use carefully selected infrastructure providers (cloud hosting, database, email delivery and payment processing) that process personal information only as needed to deliver their services to us and under contractual confidentiality and security obligations.

Legal requirements: we may disclose personal information where required by law, court order, or to protect the rights, safety or property of residents, Homes, or the public.

5. How we protect information

Data is transmitted over encrypted (TLS) connections and stored in access-controlled cloud infrastructure.

Access to the Service requires an individual account; there is no public sign-up. Permissions are enforced at the database level so that each user can reach only the records their role allows.

Sensitive fields such as medical notes, allergies and contact details are restricted to staff roles that need them.

Administrative and billing actions are limited to authorized manager accounts, and role assignments cannot be self-granted.

No method of transmission or storage is completely secure. If we become aware of a breach affecting personal information, we will notify the affected Home without undue delay so the Home can meet its own notification obligations.

6. Backups

We maintain regular encrypted backups of Service data to protect against loss and to support disaster recovery.

Backups are retained for a limited period and then overwritten or destroyed on a rolling schedule. Information in backups is not used for any purpose other than restoring the Service.

Because backups rotate, information deleted from the live Service may persist in backups for a short period until the backup cycle completes, after which it is permanently removed.

7. Retention and deletion

A Home's data is retained for as long as its subscription is active and as needed to provide the Service.

Homes can correct or remove individual records (for example, a resident profile or a menu item) at any time through the Service.

When a Home ends its subscription, it may request an export of its data. On the Home's written request, we will delete the Home's data from the live Service, and remaining copies in backups are removed as the backup cycle completes.

We may retain minimal records where required by law (for example, billing records) or to resolve disputes, and only for as long as those purposes require.

8. Your rights and choices

Residents and family members may request access to, correction of, or deletion of their personal information by contacting their Home's manager, who controls the records in the Service.

Account holders may update their own profile details and may ask their Home to deactivate their account at any time.

You may opt out of non-essential emails; account and security notices (such as invitations and password resets) are required to operate the Service.

Depending on where you live, you may have additional rights under applicable privacy law, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and provincial legislation such as British Columbia's Personal Information Protection Act (PIPA). We will honour verifiable requests as required by law.

9. Data location and transfers

Service data is hosted on cloud infrastructure that may be located outside your province or country. Where personal information is processed in another jurisdiction, it may be subject to the laws of that jurisdiction.

We require our infrastructure providers to apply safeguards appropriate to the sensitivity of the information regardless of where it is processed.

10. Changes to this policy

We may update this Privacy Policy from time to time. The effective date at the top of this page shows when it was last revised. Material changes will be communicated to Homes before they take effect.

Continued use of the Service after a change takes effect constitutes acceptance of the updated policy.

11. Contact us

For privacy questions, requests, or concerns, contact your Home's manager in the first instance, or reach Golden Gather through our contact page. We respond to privacy inquiries promptly.

If your concern is not resolved, you may have the right to contact the privacy regulator in your jurisdiction, such as the Office of the Privacy Commissioner of Canada.