Important Scope Note
PTMS-CareFlowAI is a facility directory, not a patient health records system. We do not collect, store, or transmit patient Protected Health Information (PHI). This policy covers data collected from platform users — discharge planners, case managers, care coordinators, and facility staff.
1. Scope & Who We Are
PTMS-CareFlowAI ("we," "us," "our") operates ptms-careflowai.com, a real-time nursing facility directory connecting hospital discharge planners with Minnesota post-acute care facilities. This Privacy Policy explains how we handle personal data collected from users of this platform.
This policy applies to: website visitors, registered discharge planner accounts, facility administrator accounts, and anyone contacting us via forms or email.
This policy does not cover: patient health information (which is never collected by this platform), or the internal data practices of facilities listed in our directory.
2. What We Collect
Account Information
- Name, email address, job title, employer/health system name
- Password (stored as cryptographic hash — never in plain text)
- Account creation date and last login timestamp
Search & Usage Activity
- ZIP codes entered in facility searches
- Bed need filters selected during searches
- Facilities viewed, clicked, or contacted via the platform
- Feature usage patterns (aggregated and anonymized for platform improvement)
Technical Data
- IP address (logged for security and audit purposes; not used for marketing)
- Browser type, operating system, device type
- Login attempt timestamps and success/failure status
- Session duration
Facility Data (Facility Admins)
- Facility name, address, phone number, contact email
- Bed availability counts and care capability selections
- Name and email of facility staff who update the listing
We do not collect: patient names, diagnosis codes, insurance information, Social Security numbers, financial account numbers, or any Protected Health Information (PHI).
3. How We Use Your Data
We collect and use data only for the following purposes, consistent with the MCDPA data minimization principle:
- Platform operation: To authenticate your account, display search results, and enable facility contact features
- Security: To detect and prevent unauthorized access, account fraud, and data scraping
- Audit logging: To maintain records of who updated facility data and when (required for data integrity)
- Platform improvement: Aggregated, anonymized usage patterns to improve search relevance and UI
- Communications: To send account-related notifications (password resets, security alerts). Marketing emails are opt-in only.
- Legal compliance: To comply with applicable Minnesota and federal law
4. AI & Automated Decision-Making
Our platform uses an automated matching algorithm to score and rank facilities based on your selected bed needs. Under the MCDPA, we are required to disclose this.
What the algorithm does
The algorithm compares your selected bed need filters against each facility's self-reported care capabilities and computes a match percentage. Distance and data freshness also influence ranking. This is a deterministic scoring model — not a machine learning system that learns from individual user behavior.
What the algorithm does NOT do
- It does not make clinical decisions or recommendations
- It does not profile individual users to personalize results beyond your current filter selections
- It does not consider race, ethnicity, or any protected characteristics
- It does not guarantee that a high-scoring facility is appropriate for any particular patient
Your rights regarding automated decisions
You may opt out of any search personalization features at any time via your account's Privacy Preferences. See Your Data Rights for details.
5. Data Sharing
We do not sell your personal data. We may share limited data only as follows:
Service Providers
We share data with vendors who help us operate the platform (cloud hosting, email delivery, security monitoring) under written data processing agreements that restrict use of your data to platform operations only.
Analytics
We use analytics tools that process anonymized, aggregated usage data. No individual-level data is shared with analytics vendors.
Legal Requirements
We may disclose data if required by law, court order, or to protect the rights, safety, or property of PTMS-CareFlowAI or others.
Business Transfers
In the event of a merger, acquisition, or sale of assets, user data may be transferred. We will notify affected users prior to such a transfer and provide the opportunity to delete accounts.
6. Data Retention
| Data Type | Retention Period |
|---|---|
| Account data (active accounts) | Duration of account + 24 months |
| Account data (deleted accounts) | 90 days post-deletion (then purged) |
| Search activity logs | 12 months |
| Security/login audit logs | 24 months |
| Facility data change logs | 36 months |
| Email communications | 24 months |
You may request deletion of your data at any time via Your Data Rights. Requests are fulfilled within 45 days.
7. Your Rights Under the MCDPA
As a Minnesota resident, you have the following rights under the Minnesota Consumer Data Privacy Act (effective July 31, 2025):
| Right | What It Means | How to Exercise |
|---|---|---|
| Access | Request a copy of personal data we hold about you | Data Rights page |
| Correct | Request correction of inaccurate personal data | Data Rights page |
| Delete | Request deletion of your personal data | Data Rights page |
| Opt Out of Profiling | Opt out of automated profiling or decision-making | Account → Privacy Preferences |
| Data Portability | Receive your data in a portable format | Email privacy@careflowai.com |
We will respond to all rights requests within 45 days. We will not discriminate against you for exercising any of these rights.
8. Security
We implement the following technical and organizational security measures:
- All data is encrypted in transit using TLS 1.2 or higher (HTTPS everywhere)
- Passwords are stored using industry-standard one-way cryptographic hashing
- Multi-Factor Authentication (MFA) is required for all facility administrator accounts
- Role-Based Access Control (RBAC) restricts data access based on account type
- Accounts are automatically locked after 5 consecutive failed login attempts
- Comprehensive audit logs track all data access and modifications
- Automated vulnerability scanning is performed on every deployment
To report a security vulnerability, see our Responsible Disclosure Policy.
9. Cookies & Analytics
We use the following cookies:
- Session cookies (required): Maintain your login state. Expire when you close your browser.
- Security cookies (required): CSRF protection and bot detection. Cannot be disabled.
- Analytics cookies (optional): Anonymized usage data. You may opt out via your browser settings or Privacy Preferences.
We do not use advertising cookies or third-party tracking pixels. We do not sell data to advertisers.
10. Children's Privacy
PTMS-CareFlowAI is a professional platform intended for use by licensed healthcare professionals. We do not knowingly collect personal data from individuals under 18 years of age. If you believe a minor has created an account, contact us at privacy@careflowai.com and we will delete the account.
11. Policy Changes
We will notify registered users of material changes to this Privacy Policy via email at least 30 days before changes take effect. Continued use of the platform after the effective date constitutes acceptance of the updated policy. You may always request account deletion if you do not agree with changes.
12. Contact Us
For privacy questions, data rights requests, or concerns: