Scope and responsibilities
This policy describes DependentCares’ public website and the current private pilot platform, including employer-branded pages. DependentCares provides administration tools; the employer sponsors the dependent care plan. Your employer’s plan documents, privacy notices, and service agreement also apply to plan records and administration.
The Caregiver Network and its provider portal are in development. This policy does not represent those features as available today.
Information we handle
- Inquiries: your name, email address, organization, role, and anything you choose to include in a message.
- Account and plan records: participant identifiers, contact information, employer assignments, elections, payroll deductions, funding, and reimbursement records.
- Claims and supporting files: dependent and provider details, dates of care, amounts, review notes, receipts, and provider bills. Payroll imports can include the original uploaded file and its contents.
- Access and activity records: account identifiers, role assignments, document access events, administrative changes, and support actions. Hosting and sign-in providers may also process connection information such as IP addresses, device information, and service logs.
Information comes from you, authorized employer or administrator users, uploaded records, and the services used to operate the platform. Submit only information needed for the benefit or inquiry. Do not include unrelated financial or medical details in uploaded files.
Public website, calculator, and contact form
The savings calculator runs in your browser. We have not connected its inputs to a lead database. The contact form prepares a draft in your email application; it does not submit or save the message to the website’s server. We receive the message only if you send it. Your email provider processes the draft and message under its own terms.
We have not added advertising pixels or behavioral advertising tools to this website. Hosting providers may process technical logs and use service-related cookies. The signed-in platform uses browser storage and authentication services to maintain account access; your browser settings can affect those features.
How information is used and shared
We use information to answer inquiries, set up authorized access, administer the employer’s plan, reconcile records, review claims, track reimbursement activity, provide support, and investigate errors or misuse.
Authorized administrators can access the records needed for administration. Employer users can access assigned employer and participant summaries and funding information; the current employer role cannot open individual claim details or claim documents. Employee users can access their own account and claims. Authorized administrator support actions can be performed on behalf of a user and recorded in the audit history.
Service providers process information to operate these features. The current platform uses Sites hosting, Cloudflare infrastructure for application records and documents, and Google Firebase for employee and employer password authentication. Email communications are also handled by email service providers. Information may be disclosed when required by law or to investigate misuse and protect the service. Plan records are not public marketing content.
Retention and requests
Plan records support administration, reconciliation, dispute resolution, and applicable recordkeeping obligations. There is no single retention period for every record type or employer. Retention and deletion arrangements are addressed with each employer during pilot setup; this notice does not promise automatic deletion on a fixed schedule. Disabling a user’s access does not erase their financial or audit history.
To ask about access, correction, or deletion of your information, contact care@dependentcares.com or your employer’s plan administrator. We may need to verify your identity and coordinate with the employer. Applicable law, plan obligations, and recordkeeping requirements can limit what may be deleted or changed. Any rights provided by applicable privacy law remain available.
Dependent information and security
The website and accounts are intended for adult users. Adults may provide information about children or other qualifying dependents only as needed to administer a claim. Children are not invited to create accounts or submit information themselves.
Our Security Statement describes current safeguards and pilot limitations. No website or service can guarantee absolute security. Use the assigned portal for documents and contact us first if you are unsure how to provide sensitive information.
Updates and contact
We will post revisions here with an updated effective date. For privacy questions or requests, email care@dependentcares.com. Do not include passwords, payroll files, or receipts in the initial message.