Your work information in VIGEO Chat
VIGEO Chat is operated by VIGEO Home Health LLC to support authorized staff and care partners communicating about people receiving care services, whether skilled or unskilled. It is a work platform for care coordination and related agency operations. Use it only for work you are authorized to perform.
By choosing I agree and continue, you agree to these Terms & Data Use Agreement and acknowledge how VIGEO handles work information as explained here and in the VIGEO Chat privacy policy (https://vigeohealth.org/vigeo-chat/privacy). Your choices about optional Google voice-to-text and AI file naming remain separate.
1. Information the platform handles
The platform handles your account/profile information and work content you submit, including messages, care-team information, visit information, reports, notes, images and documents. This content may include health and other sensitive information about people receiving care services.
The platform also handles information needed to operate and secure the service, such as account identifiers, notification-delivery identifiers, message read/acknowledgement activity, relevant timestamps, and the app version, build and platform associated with your account. Authorized personnel may use this information for support, access management, agency operations and security review.
Do not use VIGEO Chat as a private personal-messaging account or as a place to store information unrelated to authorized agency work.
2. Who can see work information
Within the app, access depends on account approval, role, conversation/care-team membership and the permissions assigned to the relevant work area. Authorized participants can see information shared with them. Managers and administrators have additional access where their assigned responsibilities and permissions permit it.
Authorized VIGEO personnel and service providers with the necessary technical access may also process or access stored information to operate the service, provide support, investigate security issues, conduct authorized quality/compliance reviews, respond to lawful requests or meet recordkeeping obligations. That technical access is different from what a staff member can see in ordinary app screens.
Do not assume that a work conversation is inaccessible to the organization merely because it is a direct message. Encrypted network connections do not make stored work content unreadable to authorized system operators. VIGEO Chat is not represented here as an end-to-end encrypted messaging service.
VIGEO must limit access and review to authorized purposes and applicable law. This agreement does not authorize unlawful monitoring or waive rights that cannot lawfully be waived.
3. What installation does not give VIGEO access to
Installing VIGEO Chat does not by itself give VIGEO general access to your personal text messages, other applications or all files on your device. Device capabilities such as the camera, microphone, selected-file access and location are used through the relevant app features and operating-system permissions.
Dictation begins when you choose to use it and the required permissions allow it. It is not a continuous background-listening feature. The normal typing indicator identifies that someone is typing; the indicator itself does not send the words of an unsent draft. Optional cloud naming can send the limited scan text described below before the PDF is sent.
Information already shared, downloaded, displayed in a notification or copied outside the app may remain available under the receiving device’s settings or the recipient’s authorized workflow. Keep work devices, notification previews, downloaded copies and shared links appropriately protected.
4. Optional Google processing and Maps
Voice-to-text. If available and you explicitly allow it, microphone audio is sent through VIGEO Chat’s server to Google Cloud Speech-to-Text for transcription. The app holds audio in memory; the dictation service does not save the audio or transcript. Check and edit the words before sending. Text you send becomes a stored message. You can keep typing instead.
AI file naming. If available and you explicitly allow it, filtered heading candidates from the first scanned page and labelled document dates are sent through VIGEO Chat’s server to Google’s Gemini service on Vertex AI for a suggested name. This happens while preparing the scan, before you send the PDF. The full image, PDF and complete page text are not submitted to this naming service. Filtering can miss identifying details. Google may retain prompts flagged for abuse for up to 90 days unless an applicable exemption changes that treatment. You may use phone-generated names instead and continue scanning without cloud AI naming.
The optional services keep content-free per-user request counts for rate limiting. A document or file name you choose to send remains shared work content.
Maps and device location. The Planner uses Google Maps, and visit addresses may be processed by Google’s Geocoding service. Maps requests and technical usage/diagnostic information may be processed by Google even without device-location permission. Device location is optional and is controlled through the relevant app and operating-system permissions. On Android, scanning/text recognition also uses on-device Google ML Kit, whose technical telemetry is explained in the privacy policy.
Your Google-processing choices apply to your account on the device/browser where you make them. You can review or withdraw either choice in Settings → Privacy & Security. Withdrawal stops future requests; it does not erase information already sent. Agreement to these work-platform terms is not automatic permission for either optional Google feature.
5. Security and your responsibilities
VIGEO uses authenticated accounts, access controls and encrypted network connections to protect the service. You must also protect the information you handle:
- Use your own authorized account and protect your password. Do not share account access.
- Share only information needed for your authorized work, with the correct care team or recipient.
- Protect your device with an appropriate lock and follow VIGEO’s device and security policies.
- Do not forward work records, file links, screenshots or care information to personal email, unapproved services or external AI tools without authorization.
- Report suspected unauthorized access, lost-device exposure or inappropriate disclosure promptly to your VIGEO administrator.
- Follow required clinical documentation, correction and reporting procedures. VIGEO Chat does not replace any records or actions required in the agency’s designated clinical record systems, professional clinical judgment or emergency procedures.
6. Record retention, corrections and account deletion
VIGEO Home Health LLC retains work-related messages, care-coordination content and related records under its records-retention requirements to support continuity of care, agency oversight, audits and applicable CMS/Medicare, Virginia and federal recordkeeping obligations.
VIGEO’s agency retention baseline for shared work messages and care-related records is seven years. This is VIGEO’s policy, not a statement that CMS, Medicare or HIPAA sets one universal seven-year period for every type of app data. The applicable start date and record category follow VIGEO’s records-management procedures. Technical and temporary operational data may have different retention periods. Records may need to be kept longer because of requirements involving minors, an audit, a dispute, an investigation or a legal hold. A single retention period does not necessarily apply to every record or every type of technical data.
Signing out, leaving a care team, uninstalling the app, deactivating an account or requesting account deletion does not automatically erase shared work records. Account access and retained organizational records are handled separately. A deletion or correction request is reviewed under applicable requirements; it does not authorize destruction of records that must be preserved.
Do not delete, alter or conceal records to avoid an authorized review or a retention obligation. Corrections, authorized deletion and disposition of records must follow VIGEO’s approved procedures. A record’s disappearance from an ordinary screen does not, by itself, establish that every retained copy has been destroyed.
7. Reviewing the agreement and your choices
You can review the current agreement and privacy policy in the app’s Settings. VIGEO will identify the agreement version and request a new affirmative acknowledgement when a material change requires it. Ordinary app updates do not, by themselves, require you to repeat an unchanged acknowledgement.
VIGEO may record your account identifier, the agreement version, its document identifier/hash, and the date/time of acceptance to document your acknowledgement. This does not require collecting a handwritten signature or an image of your signature.
If you do not agree to the terms required for authorized use, exit/sign out and contact your administrator. You may decline optional Google processing while continuing to use the app’s other authorized functions.
8. Contact and applicable requirements
For access, privacy, correction, retention or account-deletion questions, contact your VIGEO administrator or support@vigeohealth.org. Do not email passwords, names of people receiving care services or other health information in an unsecured support request.
This agreement is for VIGEO Home Health LLC in Virginia and is subject to applicable Virginia and federal requirements. It does not replace the agency’s clinical, privacy, security or records-management policies.