Fantastic Care

Privacy Policy

Effective Date: April 6, 2026
Version 1.1

1. Introduction

Torrware LLC ("Torrware," "we," "us," or "our") operates the Fantastic Care platform ("Platform"), a software-as-a-service application designed for Day Activity and Health Services (DAHS) facilities in Texas. This Privacy Policy explains how we collect, use, disclose, and protect information in connection with the Platform.

By accessing or using the Platform, you agree to the terms of this Privacy Policy. If you do not agree, you should not use the Platform.

2. Information We Collect

Account Information

When your facility administrator invites you to the Platform, we collect your name, email address, and role assignment. Authentication is handled by our third-party identity provider (Clerk), which may collect additional sign-in data such as IP address and device information.

Usage Data

We automatically collect information about how you interact with the Platform, including pages visited, features used, timestamps, IP address, browser type, and device information. This data is used to operate, maintain, and improve the Platform.

Third-Party Services

The Platform integrates the following third-party services that may process limited technical data on our behalf:

  • Sentry — error tracking and performance monitoring. Sentry receives technical error data such as stack traces, browser type, and device information. PHI and personally identifiable information are redacted before transmission.
  • Google Maps — route visualization for service delivery. Google may receive your IP address and general location data when map tiles are loaded.

Protected Health Information (PHI)

The Platform processes PHI on behalf of DAHS facilities, including but not limited to member demographics, health assessments, appointment records, attendance logs, and clinical documentation. Torrware acts as a Business Associate under the Health Insurance Portability and Accountability Act (HIPAA). We do not own PHI — it belongs to the facility (the Covered Entity) that entered it.

3. How We Use Information

  • Platform operation:To provide, maintain, and improve the Platform's features and functionality.
  • Security: To detect, prevent, and respond to security incidents, fraud, and abuse.
  • Support: To respond to inquiries, troubleshoot issues, and provide customer support.
  • Compliance: To comply with applicable laws, regulations, and legal obligations, including HIPAA.

We do not sell, rent, or share your personal information or PHI for marketing or advertising purposes.

4. HIPAA & Protected Health Information

Torrware processes PHI solely as directed by the facility pursuant to the terms of our Business Associate Agreement (BAA). Specifically:

  • We use and disclose PHI only as permitted or required by the BAA and applicable law.
  • We implement administrative, physical, and technical safeguards to protect the confidentiality, integrity, and availability of electronic PHI (ePHI) in accordance with 45 CFR 164.308, 164.310, and 164.312.
  • We do not use PHI for marketing, sales, or any purpose unrelated to the services we provide to the facility.
  • We maintain a comprehensive audit log of all access to and actions performed on PHI within the Platform.

5. Data Retention

  • Account data is retained for as long as your account is active. If your account is deactivated, we retain a soft-deleted record for compliance and audit purposes.
  • PHI is retained in accordance with the terms of our BAA and the facility's data retention policies. PHI is never hard-deleted; it is soft-deleted to preserve the audit trail as required by HIPAA.
  • Usage data is retained for up to 24 months for analytics and security purposes.

6. Cookies & Similar Technologies

The Platform uses cookies and similar browser-storage mechanisms solely for functional purposes. We do not use any cookies for advertising, marketing, or behavioral tracking.

  • Authentication cookies — set by our identity provider (Clerk) to maintain your signed-in session. These are strictly necessary for the Platform to function and cannot be disabled.
  • Error-monitoring cookies — set by Sentry to correlate error reports and performance data across page loads. These contain no personally identifiable information.
  • Third-party cookies— Google Maps may set cookies when map components are loaded for route visualization. These are governed by Google's own privacy policy.

Because all cookies used by the Platform are strictly functional, we do not display a cookie consent banner. If you wish to manage cookies, you may do so through your browser settings, but disabling cookies will prevent you from using the Platform.

7. Security

We take the security of your data seriously. Our safeguards include:

  • Encryption of data in transit (TLS 1.2+) and at rest (AES-256).
  • Role-based access controls ensuring users only access data relevant to their role (facility administrator, staff, or nurse).
  • Comprehensive audit logging of all data access and modifications, including user ID, timestamp, IP address, and action performed.
  • Multi-tenant data isolation at the database level — each facility's data is logically separated.
  • Regular security reviews and updates.

8. Your Rights

You have the right to:

  • Access the personal information we hold about you.
  • Correct inaccurate personal information.
  • Request deletion of your account and associated personal data (subject to legal retention requirements).

To exercise these rights, contact us at legal@torrware.com.

For rights related to PHI (access, amendment, accounting of disclosures), please contact your facility administrator. As a Business Associate, Torrware will assist the facility in fulfilling these requests as required by HIPAA.

9. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the version number and effective date at the top of this page. If a change affects how we handle PHI, Platform users will be prompted to re-accept the updated policy before continuing to use the Platform.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

Torrware LLC
Email: legal@torrware.com