Privacy Policy

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This Privacy Policy describes how AdminTCA ("we", "our", or "us") collects, uses, and protects your information when you use the Note TCA mobile application (the "App") and related services. By using the App, you agree to the practices described here.

Who we are
Information we collect
How we use your information
AI processing of session content
Third-party services
Subscriptions & payments
Data retention & deletion
Your rights and choices
Security
Children's privacy
Changes to this policy
Contact us

1. Who we are

Note TCA is a productivity tool for service providers (companions, behavior therapists, speech, occupational, and physical therapists, personal-support workers, and care coordinators) operating under Florida APD/Medicaid programs and similar frameworks. The App helps providers turn structured session data into a professional, audit-ready service note, powered by AI.

The App is published by AdminTCA. You can reach us at support@admintca.com.

2. Information we collect

2.1 Information you provide directly

Account information — email address, password (stored hashed), and optionally your full name and phone number when you create an account.
Provider profile — names you add for yourself or other providers in your organization.
Recipient (client) records — first/last name or initials, gender, date of birth, diagnosis, guardian information, and any custom labels you choose to use to refer to the client in notes.
Service session data — service type, location, date, time-in/time-out, your responses to in-app questionnaires, and any free-text suggestions you provide to refine the AI-generated note.
Generated and saved notes — both the original AI-generated text and any edits you make.
App preferences — language, default note formatting options, service sets you create, and similar settings.

Note about Protected Health Information (PHI): Information you enter about clients (such as initials, diagnosis, or session details) may constitute PHI under HIPAA or similar regulations. You are the data controller for that information. AdminTCA acts as a service provider that processes the data you submit on your behalf for the purpose of generating and storing service notes. You are responsible for ensuring that your use of the App complies with the laws and contractual obligations applicable to your practice.

2.2 Information collected automatically

Anonymous user identifier — when you use the App without creating an account, we assign a random anonymous user ID so your guest data persists on the device.
Usage counters — counts of AI generations and saved notes, used to enforce free-trial limits.
Generation log — the timestamp, AI model used, and resulting size of each generated note (used for billing-tier enforcement and abuse prevention). The log does not store the note text itself separately from your saved notes.
Device and crash data — basic device type, OS version, and crash diagnostics if the App fails. We use this to fix bugs.

2.3 Information we do NOT collect

We do not collect your precise location.
We do not collect contacts, photos, microphone, or camera data unless you actively use a feature that uses them (currently none).
We do not collect advertising identifiers and we do not show third-party advertising in the App.
We do not sell your information.

3. How we use your information

We use the information described above to:

Generate, translate, edit, and save your service notes.
Authenticate your account and keep you signed in across devices.
Enforce free-trial and subscription limits.
Provide customer support when you contact us.
Detect, investigate, and prevent abuse of the service or the AI providers.
Improve the App's reliability and fix bugs.
Comply with legal obligations.

4. AI processing of session content

When you tap "Generate" in the App, the structured session data you entered (provider reference, client reference, service type, date, times, location, and your questionnaire responses or suggestions) is sent to a third-party large-language-model provider that returns a draft note. We currently use:

Anthropic, PBC — for generation with Claude models.
OpenAI, L.L.C. — for generation with GPT models, depending on which model the administrator has selected.

Both providers process the prompt only to produce the response. Per their commercial-API terms in effect at the time of writing, prompts and completions from API requests are not used to train their models by default. We do not provide the AI providers with your direct identifiers (email, name, etc.); we send only the session content needed to compose the note. However, the session content itself may include client identifiers you chose to include (such as a client's name or initials).

If your professional or contractual obligations prohibit transmitting client identifiers to third-party AI providers, you can avoid this by using initials or custom labels (for example "the client") in the App's "Recipient reference" setting, instead of full names.

5. Third-party services

The App relies on the following third-party services to function:

Supabase — hosting our database, authentication, and serverless functions. Your account data, notes, recipients, and similar records are stored in Supabase. Data is encrypted in transit and at rest.
RevenueCat — managing in-app subscription receipts and entitlements. RevenueCat receives your Note TCA user ID and the receipt from Apple or Google.
Apple App Store / Google Play — processing payments for in-app subscriptions. Note TCA never sees your payment-method details; these are handled entirely by Apple or Google.
Anthropic and OpenAI — AI note generation, as described above.

Each of these providers operates under their own privacy policy. We have selected providers that we believe offer appropriate technical and contractual safeguards.

6. Subscriptions & payments

Note TCA offers auto-renewing subscriptions ("Generate Monthly", "Store Monthly", and similar plans). Payment is processed by Apple or Google when you confirm a purchase, and your subscription auto-renews at the displayed price unless you cancel at least 24 hours before the end of the current period. You can manage or cancel your subscription at any time in your App Store or Google Play account settings. Refunds are handled by Apple or Google according to their refund policies.

We receive limited information about your subscription from Apple, Google, and RevenueCat — specifically the entitlement granted, product identifier, store of origin, period type (trial/intro/normal), and expiration date. We use this only to grant or revoke access to paid features.

7. Data retention & deletion

We retain the information described above for as long as your account is active. You can:

Delete an individual note from the History screen.
Clear all your data as a guest (anonymous) user — open the Profile tab, tap "Clear my data". Free-trial counters are not reset, to prevent abuse, but all your saved notes, recipients, services, and locations are permanently removed.
Permanently delete your account and all associated data — open the Profile tab, scroll to "Danger Zone", tap "Delete My Account", and confirm twice. This permanently removes your account and all data tied to it. Backups are purged within 30 days.

We may retain limited information after deletion if required to comply with legal obligations, resolve disputes, or enforce our agreements (for example, payment records that Apple or Google requires us to keep for tax purposes).

8. Your rights and choices

Depending on where you live, you may have rights under applicable privacy laws (such as GDPR, CCPA, or similar) to:

Access the personal information we hold about you.
Correct inaccurate or incomplete information.
Delete your information (see Section 7).
Object to or restrict certain types of processing.
Receive your information in a portable format.
Withdraw consent where processing is based on consent.

To exercise these rights, email us at support@admintca.com. We may need to verify your identity before responding. We will not discriminate against you for exercising these rights.

9. Security

We use industry-standard measures to protect your information, including encryption in transit (TLS) and at rest, role-based access controls, and audit logging. However, no method of transmission or storage is 100% secure. If you become aware of a security issue that may affect Note TCA, please report it to support@admintca.com.

10. Children's privacy

The App is intended for use by professional service providers, not by children. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, please contact us and we will delete it.

If you, as a service provider, enter information about a client who is a minor (which is common in pediatric care contexts), you confirm that you have the legal authority to do so in the course of providing services to that client.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top. Material changes will also be communicated through the App. Your continued use of the App after changes become effective means you accept the revised policy.

12. Contact us

If you have questions or concerns about this Privacy Policy or our handling of your information, please reach out to:

AdminTCA
Email: support@admintca.com
Website: https://note-tca.com