Terms of Service

1. Who We Are

PecanPod is a care communication and daily activity logging platform designed for nanny agencies, postpartum doulas, newborn care specialists, senior care providers, and other care professionals. PecanPod enables caregivers to log daily care activities — including feedings, naps, diaper changes, mood, activities, and photos — and allows families to view real-time updates through a connected mobile application.

PecanPod is not a medical records platform. PecanPod is designed exclusively for daily activity and care communication logging. It is not intended to store, transmit, or process clinical or medical information of any kind, including medications, diagnoses, vital signs, or treatment records. Agencies and caregivers requiring clinical documentation must use a platform designed for that purpose.

2. Accounts and Access

Agency Administrators

Agency accounts are created and managed by an authorized administrator. The administrator is responsible for:

• Setting up and maintaining caregiver and family profiles
• Ensuring all users under their account comply with these Terms
• Keeping login credentials secure and confidential
• Promptly removing access for any caregiver who is no longer authorized
• Ensuring caregivers under their account do not enter clinical or medical data into the platform

Caregivers

Caregivers access PecanPod through credentials provided by their agency. Caregivers agree to:

• Only log accurate, truthful information about care activities
• Only access records for clients they are actively assigned to
• Not share login credentials with any other person
• Use the platform solely for professional caregiving purposes
• Not enter medications, diagnoses, vital signs, or any clinical health information into any log or notes field

Families

Families are granted view-only access to their loved one's care logs by their agency. Families agree not to share their access credentials and to use the platform only for personal, non-commercial purposes.

3. Acceptable Use

You agree not to use PecanPod to:

• Enter false, misleading, or fabricated care records
• Access information about clients or families you are not authorized to view
• Upload inappropriate, abusive, or harmful photos or content
• Attempt to reverse-engineer, copy, or exploit the platform in any way
• Use PecanPod in violation of any applicable law or regulation
• Log medical or clinical information of any kind, including but not limited to: medications, dosages, vital signs (blood pressure, heart rate, blood sugar, weight, temperature), diagnoses, symptoms, pain levels, wound descriptions, bowel or urinary output (for adult clients), physician instructions, or any information that would typically appear in a clinical health record or EHR

PecanPod is designed for daily activity documentation — meals, naps, mood, and activities. It is not a substitute for clinical care records, medication management systems, or electronic health records. Entering clinical data into PecanPod is a violation of these Terms and may result in immediate account suspension.

PecanPod reserves the right to suspend or terminate accounts that violate these Terms without prior notice.

4. Data, Privacy, and Regulatory Compliance

Scope of Platform

PecanPod is a daily activity communication tool, not a clinical or medical records system. By design, PecanPod does not support the entry or storage of Protected Health Information (PHI) as defined under HIPAA, and is not intended to be used as a HIPAA-covered system. Agencies and caregivers must not use PecanPod to store or transmit PHI.

Your Responsibilities

You acknowledge and agree that:

• You are solely responsible for ensuring your use of PecanPod complies with all applicable privacy laws, including PIPEDA (Canada) and any applicable state or provincial regulations
• You will not use PecanPod to store or transmit PHI or any clinical health data
• PecanPod is not responsible for any regulatory violations resulting from your use of the platform, including violations arising from the unauthorized entry of clinical data
• You will obtain all necessary consents from families before logging or sharing their personal information through PecanPod

Data We Collect

PecanPod collects information you enter into the platform, including caregiver profiles, care activity logs, photos, and usage data. We do not sell your data to third parties. For full details, please refer to our Privacy Policy.

Data Security

PecanPod takes reasonable technical measures to protect data stored on our platform. However, no system is completely secure. You are responsible for maintaining the security of your account credentials and for any actions taken under your account.

5. Photos and Content

By uploading photos or other content to PecanPod, you represent that:

• You have the right to share the content
• The content does not violate any person's privacy or rights
• The content is appropriate for a professional care context
• The content does not contain any clinical or medical information

PecanPod does not claim ownership of photos or content you upload. You grant PecanPod a limited license to store and display your content solely for the purpose of operating the platform.

6. Platform Availability

PecanPod strives to maintain reliable uptime but does not guarantee that the platform will be available at all times. We may perform maintenance, updates, or experience unexpected outages. PecanPod is not liable for any disruptions to service.

7. Fees and Payment

Access to PecanPod may require payment of subscription fees as communicated to you during onboarding. Fees are non-refundable unless otherwise agreed in writing. PecanPod reserves the right to change pricing with reasonable notice.

8. Limitation of Liability

To the fullest extent permitted by law, PecanPod and its founders, employees, and affiliates shall not be liable for:

• Any indirect, incidental, or consequential damages arising from your use of the platform
• Any loss of data, care records, or communications
• Any regulatory fines or penalties resulting from your use of the platform, including any arising from the entry of clinical or medical data in violation of these Terms
• Any harm to a client or family arising from inaccurate, incomplete, or missed care logs
• Any consequences arising from reliance on PecanPod as a substitute for clinical documentation, professional medical judgment, or proper caregiving standards

PecanPod is a communication tool and does not replace professional judgment, direct supervision, or proper caregiving standards.

9. Indemnification

You agree to indemnify and hold harmless PecanPod and its founders, employees, and affiliates from any claims, damages, fines, or expenses (including legal fees) arising from: your violation of these Terms; your entry of clinical, medical, or regulated health information into the platform; your failure to comply with applicable privacy laws; or any unauthorized use of your account.

10. Termination

Either party may terminate use of PecanPod at any time. Upon termination:

• Your access to the platform will be revoked
• We will retain data for a reasonable period in accordance with our data retention policy before deletion
• Any outstanding fees remain due

11. Changes to These Terms

PecanPod may update these Terms from time to time. We will notify active users of material changes by email or through the platform. Continued use of PecanPod after changes are posted constitutes acceptance of the updated Terms.

12. Governing Law

These Terms are governed by the laws of the Province of Ontario, Canada, without regard to conflict of law principles. Any disputes shall be resolved in the courts of Ontario.

13. Contact Us