Terms of Service
Effective November 9, 2026
These terms are between you and CareFiled ("we"). By using CareFiled, you agree to these terms. If you do not agree, do not use the service.
What CareFiled does
CareFiled helps small California residential care facilities for the elderly (RCFEs) keep staff training and clearance records.
CareFiled is a record-keeping tool, not legal advice. Your home remains responsible for meeting Title 22 and California Department of Social Services (CDSS) rules. Community Care Licensing is the authority. Statuses, reminders and reports can be wrong or incomplete. The owner must check the records, confirm what is required and act on deadlines.
Your account and invitations
If you use CareFiled for a home, you must have authority to agree to these terms for that home. The account owner is responsible for who they invite and what those people can access.
Owners and admins sign in to manage records. Caregivers use a private link to see their own list and upload copies. They cannot view earlier copies. Keep sign-in and upload links private, and tell us if you suspect someone has access without permission.
Your home owns its records
Your home keeps ownership of its records. You give CareFiled permission to store, process and display them only as needed to provide the service.
The account owner must have the right to upload staff documents and share them with the home's admins, including any permission required by law. You are responsible for the accuracy of what you enter and approve.
What belongs in CareFiled
CareFiled stores staff training and clearance records, dates, and copies of cards and certificates. Do not upload Social Security numbers, resident information or full personnel files. Photo location data is removed on upload.
Copies are private. Only the home's owner and admins can see them. Our privacy summary explains what we keep and who can access it.
Keeping and deleting records
Former staff records are kept for at least 3 years after someone leaves. After that, only the owner can delete them permanently, once any rehire review is complete. Records are never deleted automatically.
Deleting a former staff member's records does not remove their name from past drill attendance. Stopping use of CareFiled does not itself delete records or remove your home's record-keeping duties. Keep copies of the records your home needs.
Beta and pricing
CareFiled is free during beta through March 31, 2027. No card is needed, and payments are not set up yet.
After beta, the plan is $39 per month per home, with unlimited caregivers. Homes that join during beta keep $29 per month for as long as they stay. You can cancel anytime and download your inspector file first.
Use the service responsibly
Use CareFiled only for lawful record keeping. Do not upload documents you have no right to share, access another home's records without permission, bypass access controls or disrupt the service.
CareFiled owns its software and site content. These terms let you use the service; they do not transfer ownership of that software or content to you.
Ending or suspending access
You can stop using CareFiled at any time. We may suspend or end access if you break these terms, misuse records or put the service or other people at risk. We may also change or stop the service.
Where practical, we will give notice and a chance to download your inspector file before ending access or stopping the service. We may act immediately to address a security risk or meet a legal requirement. The retention rules above still apply.
What we cannot promise
CareFiled is provided "as is" and "as available," including during beta. To the extent the law allows, we make no warranties, including that the service is fit for a particular purpose or does not infringe others' rights.
We do not promise uninterrupted access, error-free records, delivery of every reminder or a successful licensing inspection. Check your records and deadlines yourself, and keep your own copies.
Limits on our liability
To the extent the law allows, we are not liable for indirect or consequential losses, including lost profits, lost revenue or lost data, arising from use of CareFiled. Our total liability for claims about the service is limited to the amount you paid us for CareFiled in the 12 months before the event that led to the claim. During free beta, that amount may be zero.
These limits do not apply to fraud, intentional misconduct, gross negligence or any liability the law does not allow us to limit. You keep any rights the law does not let you give up.
California law
California law governs these terms and your use of CareFiled, without applying its conflict-of-law rules, except where federal law applies. Any court proceedings allowed under these terms will be in California courts with authority to hear the case, unless the law requires otherwise.
Resolving disputes and arbitration
For a dispute about CareFiled or these terms, you and we agree to first give written notice and try to resolve it informally for 30 days. Send your notice to privacy@carefiled.com. We will send ours to your account email.
If it is not resolved, you and we agree to binding arbitration through the American Arbitration Association (AAA), under its Commercial Arbitration Rules or Consumer Arbitration Rules when those apply. The applicable AAA rules and law govern fees and the hearing location. An arbitrator decides the dispute instead of a judge or jury, and appeal rights are limited.
To the extent the law allows, claims must be brought individually, rather than as a class action. Either side can bring an eligible claim in small claims court or seek an urgent court order without waiting 30 days. Nothing here prevents a request for public injunctive relief or limits rights that cannot legally be waived. If arbitration cannot be enforced, a court with authority can hear the dispute.
Changes to these terms
We may update these terms and will post the revised terms with a new effective date. For material changes, we will give notice in the service or by email before they take effect. Continuing to use CareFiled after that date means you accept the updated terms. If you do not agree, stop using the service.
If a part of these terms cannot be enforced, the rest still applies, subject to the arbitration section above.
California users
If a complaint is not resolved, California users can contact the California Department of Consumer Affairs, Consumer Information Center, at (800) 952-5210 or by mail at 1625 North Market Blvd., Suite N 112, Sacramento, CA 95834.
Questions about these terms
Contact CareFiled at privacy@carefiled.com.