VIGEO Chat privacy policy

This policy explains how VIGEO Home Health LLC in Virginia operates VIGEO Chat and handles information in the messaging app.

Updated October 26, 2026

Information we collect

We collect account information such as your name, email address and authentication information; optional profile information such as a photo; messages, visit reports, notes, files, images and other content you send through the app; and device identifiers used to deliver notifications. Care-team content may contain health information about people receiving care services, whether skilled or unskilled. VIGEO Chat supports staff communication and care coordination; it does not provide diagnoses or treatment recommendations.

Care-team information can include contact details for care recipients and clinicians, dates of birth, medical and insurance identifiers, and care information. We also handle scheduled visits, including times, assigned staff and location, and photos, videos and documents you choose to upload. Message reactions, acknowledgements and read status support care-team communication.

When you agree to a version of the VIGEO Chat Terms & Data Use Agreement, we record your account identifier, the agreement version, the document identifier/hash and the server date/time of acknowledgement. This minimal record supports authorized access and accountability; it is separate from your choices about optional Google processing.

If you allow location access, the Planner uses your location to show your position on the Map. You can change location permission in your device settings.

How we use information

We use information to provide and maintain VIGEO Chat, authenticate users, control access, support care-team communication, deliver account and message notifications, and respond to support requests.

The Map uses the Google Maps SDK. Google receives map requests and interactions, including the map area or camera position, IP address, a pseudonymous SDK identifier, device and request metadata, and crash and diagnostic information. If you allow location access, the Map also uses your device location. Google processes this information to provide and improve its maps and services, as described in the Google Privacy Policy. This processing may occur when you use the Map even if you do not grant device-location permission.

When generating map locations for visits, the platform sends visit addresses to Google’s Geocoding service.

Optional voice-to-text

When voice-to-text is available and you choose to dictate, microphone audio is sent through our server to Google Cloud Speech-to-Text to turn speech into text. The app holds the audio in memory rather than recording an audio file, and our dictation service does not save the audio or transcript. You can check and edit the words before sending; text you send is stored as a message under the usual conversation-retention rules. Our service keeps a per-user request count, without the audio or transcript, to limit misuse.

Document scanning and suggested file names

When scanning is available, the app combines scanned pages into a PDF on your device. The PDF is uploaded to the conversation when you send it and is handled like other shared files. The app can suggest a file name on your device. When the optional AI naming service is available, it sends up to three short heading lines from the first page and labelled document dates through our server to Google’s Gemini service on Vertex AI for a suggested name. When enabled, this request occurs while preparing the scan, before you send the PDF. Only filtered heading candidates and labelled dates are submitted; the full page image, PDF and complete page text are not submitted to the naming service.

The app filters candidate lines for patterns that may identify a person, and the server rejects requests that fail its checks. These checks reduce disclosure but cannot guarantee that every name or other identifier is removed. Our naming service does not save heading lines or dates; it keeps a per-user request count without this content. A file name you accept and a document you send remain part of the shared care-team content.

On Android, document scanning and text recognition use Google ML Kit on the device. Its SDK may send device and app information, identifiers, performance metrics and feature/error events to Google for diagnostics and usage analytics. This technical processing is separate from sending document text to the optional cloud naming service.

Security

We use encrypted connections, role-based access controls and Google Cloud hosting to protect information. Access is limited to authorized users and roles.

Within the app, access depends on account approval, role and conversation or care-team membership. Authorized VIGEO personnel and service providers with the necessary technical access may also access stored work information for authorized operations, support, security, quality/compliance review, lawful requests and recordkeeping. Direct messages are work records; VIGEO Chat is not an end-to-end encrypted messaging service.

Sharing

We do not sell your personal information. Information may be shared with other users as needed to provide messaging and care coordination, with service providers that operate the platform (including Google Cloud and, when the optional features are available, Google Cloud Speech-to-Text and Gemini on Vertex AI), when required by law or to protect legal rights, or in connection with a merger, acquisition or transfer of assets.

Retention and account deletion

Account information is retained while your account is active or as needed to provide services. You may request deletion of your VIGEO Chat account and associated account information without using or reinstalling the app.

An administrator completes account deletion after verifying ownership. An in-app deletion request signs you out immediately and prevents further sign-in. Messages and care records you have shared are retained for seven years as VIGEO Home Health LLC’s agency baseline, with longer periods when applicable law, contractual requirements, records involving minors, audits, investigations, disputes or legal holds require them. This is agency policy, not a universal seven-year requirement imposed by CMS, Medicare or HIPAA on every type of app data. Record categories and retention start dates follow agency records-management procedures; technical and temporary operational data may have different periods. Account deletion does not erase shared records that must be retained. Contact support if you have questions about a retained record.

Google’s processing is subject to its applicable service terms and our agreements with Google. We do not promise that Google retains no data: depending on the applicable agreement and any approved exception, prompts flagged for abuse monitoring may be retained for up to 90 days. This is separate from the content-free request counts our optional services retain.

Your choices

You can contact support to request access to or correction of your account information, deletion of your account, or information about your privacy choices. The rights and retention requirements that apply may depend on your location and the type of record.

The app asks separately before using Google voice-to-text or cloud AI file naming. Your choice applies to your staff account on that device. In Settings > Privacy & Security, you can review or withdraw either choice. Turning a feature off stops future requests; it does not erase information already sent. Declining cloud AI naming still allows scanning and phone-generated names.

Children

VIGEO Chat is intended for authorized adult staff and care partners. It is not intended for children under 18.

Policy updates

We may update this policy. Changes will be posted on this page with an updated date.

Contact VIGEO Health

For VIGEO Chat privacy questions or account-deletion requests, email support@vigeohealth.org. Do not include passwords, names of people receiving care services, or other health information in email.

Terms & Data Use Agreement · Request account deletion · VIGEO Chat support