Privacy Policy

This Privacy Policy explains how AI Advantage, LLC ("Provider", "we", "us") handles information in connection with our senior-placement software platform ("the Platform"). It applies to the agencies that subscribe to the Platform and to their Authorized Users.

1. Our Role

Agencies use the Platform to run their own business and enter their own records, including information about the individuals they serve. As between us and an agency, the agency controls that information and is responsible for how it is collected and used; we process it on the agency's behalf to provide the Platform. If you are an individual served by an agency and have questions about your information, please contact that agency directly.

2. Information We Process

• Account information: the names, email addresses, roles, and contact details of Authorized Users.
• Agency business records: the information an agency enters into the Platform, which may include details about prospective residents and their contacts (such as names, contact information, dates of birth, care needs, and related notes) and the agency’s facility and placement records.
• Usage and technical data: log data, device and browser information, and activity needed to operate, secure, and improve the Platform.

3. How We Use Information

• To provide, maintain, secure, and support the Platform;
• To authenticate users and enforce per-agency data isolation;
• To provide features the agency chooses to use (for example, generating documents, sending email, e-signature, fax, and AI-assisted facility matching);
• To diagnose problems, prevent abuse, and improve the Platform;
• To comply with legal obligations.

4. Service Providers

We use a small set of trusted service providers to operate the Platform. They process information only to provide their services to us:

• Supabase — database, authentication, and file storage (hosting of Platform data).
• Anthropic — powers AI-assisted facility matching. We deliberately minimize what is sent: only structured care signals (such as needs, budget, and location) are shared. Free-text notes and personal identifiers such as a client’s name are NOT sent.
• Resend — sending of transactional and notification emails.
• DocuSign — electronic signature (used when an agency sends documents for signing).
• Updox — fax delivery (used when an agency faxes a request).
• Google Calendar — optional, only if an Authorized User connects their own Google account.

5. How We Share Information

We do not sell personal information, and we do not share it for advertising. We share information only with the service providers listed above, as needed to operate the Platform, and when required by law or to protect rights and safety.

6. Data Retention and Deletion

We retain agency information for as long as the agency’s subscription is active. After an agency’s use of the Platform ends, the agency may request an export of its data for thirty (30) days, after which we may delete it from our active systems in the ordinary course, subject to routine backups and legal requirements.

7. Data Export

Agencies may request an export of their data during their subscription and within the post-termination window described above. Contact us to arrange an export.

8. Security

We use reasonable technical and organizational measures to protect information, including encryption in transit and at rest, database row-level security that isolates each agency’s data so one agency cannot access another’s, access controls, and least-privilege handling of credentials. No system is perfectly secure, but we work to protect the information entrusted to us.

9. Your Choices

Authorized Users can update their account information within the Platform or by contacting their agency administrator. Requests regarding an agency’s business records should be directed to that agency, which controls those records.

10. Children’s Privacy

The Platform is a business tool intended for use by agencies and their staff. It is not directed to children, and we do not knowingly collect information directly from children.

11. United States

The Platform is operated in the United States, and information is processed there. If you access the Platform from outside the United States, you understand the information is processed in the United States.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide reasonable notice. The "last updated" date above reflects the latest version.

13. Contact

Questions about this Privacy Policy? Contact AI Advantage at info@aiadvantage.ai.