Privacy Policy

Our mobile app and staff and family portals: what we collect and why

Effective 10/22/2026

The Mirrah Image app for iPhone and Android, and our staff and family portals on mirrahimage.com, are how our team and the families we serve stay connected every day. This part of our policy explains in plain words what they collect, why we need it, who can see it, and how long we keep it. Health information about the people we serve is also protected by our HIPAA Notice of Privacy Practices.

In short, the app and portals collect:

• Precise location and coarse location: from staff phones only, at the moments listed below, to confirm where services happened and to keep people safe.
• Photos: pictures you choose to take or add, such as outing photos, required documents, and receipts.
• Name: for staff, families, and the people we serve, so we know who is who.
• Physical address: home addresses for staff, families, and the people we serve, for services, routes, and records.
• Phone number: so we can reach you, and reach a family quickly when it matters.

Precise location and coarse location

Only staff accounts share location with us. Family accounts never do. The app asks to use your location only while the app is in use. It never asks for "Always" permission, and it does not follow you around all day. Your phone's settings decide whether we receive your exact (precise) location or an approximate (coarse) one.

A staff member's location is saved at these moments:

• Clocking in and clocking out. Location has to be on to clock in or out, so we can confirm where a shift started and ended.
• Marking someone present and ending their services. We save where services started and where they ended for the day.
• Driving and outings. When you load or unload a rider, or mark an outing stop, we save where it happened.
• Check ins while you are with someone we serve. While you are clocked in and with a person whose services have started and not ended, the app checks in about once an hour. A manager can also ask where you are from our Live Board, and if you have been at a house that is not the home of the person you support, the app may check in once more. If the app is open, or your phone briefly wakes it, it answers on its own. Otherwise you see a quiet notification, and one tap sends your location. Hourly check ins stop when the last person's services end for the day, and they never run while you are off the clock.
• Drive times. When you ask the app when to leave so you get back on time, your current location is used to work out the drive.

Why we use it: to keep the people we serve safe, to show Florida Medicaid that services happened where and when we say they did, to plan pickups and drop offs, and to pay our team correctly.

Who sees it: managers and administrators at Mirrah Image. Families do not see staff locations, and no location is ever shown on our public website.

How long we keep it: a location saved with a clock in, a service, or a drive becomes part of our time and service records. Florida Medicaid rules require us to keep those records for at least five years, and we do not delete them on a timer. A location request that nobody answers simply expires.

Photos and camera

The app asks to use your camera or photo library only when you choose to add a picture, and it only receives the pictures you pick.

• Staff can add photos of activities and outings, pictures of required documents for their compliance file (such as a driver's license, car insurance, or a training certificate), receipts for agency purchases, and their own profile picture.
• Families can add a profile picture for their loved one and share pictures in the Village, our private community for Mirrah families.

Who sees them: photos staff take of activities go to our office first. A manager reviews a photo before it reaches a family, and anything sensitive needs an administrator to release it. Our office cannot add a team photo to the record of anyone whose family told us "no photographs." Document and receipt pictures stay with our office. Family portal and Village photos are private to the families and team members who can see that page. We do not use anyone's photo on our public website or social media without a signed photo release, and that release is renewed every year.

How long we keep them: photos stay with the record they belong to until our office removes them.

Name

We keep the names of our staff, the families who use the portal, and the people we serve. Staff can also add a preferred name. Names let us schedule care, write service records, and show the right information to the right person. Staff see the names of the people we serve only for the people they support. Families see only their own loved one's information.

Physical address

We keep home addresses for staff, for families, and for the people we serve. We use them for services at home, pickup and drop off routes, payroll and employee records, and emergencies. Addresses are turned into map points so routes, drive times, and the house check described above work. A home address is never shown on our public website. The only address we publish is our office.

Phone number

We keep phone numbers for staff, families, and the people we serve, so our team and our office can reach the right person, especially when something is urgent. Staff and families can update their own number in the app.

Notifications

If you allow notifications, your phone gives the app a push token, which is a code that lets us send notifications to that phone. We save it with your account and whether the phone is an iPhone or Android. We use it for schedule changes, messages, safety alerts, and location check ins. Notifications reach your phone through Expo and then Apple or Google, and a notification can include the first name of someone you support. We remove a phone's push token when an account is closed. You can turn notifications off at any time in your phone's settings.

Other information the app and portals handle

To be complete, the app and portals also hold:

• Email address and password to sign in. Passwords are stored scrambled, never as typed.
• Service records about the people we serve, such as daily notes, attendance, medications, health alerts, and incident reports. This is health information, and our HIPAA Notice of Privacy Practices covers it.
• Messages between families and our team, and between team members.
• For staff only: date of birth, direct deposit bank details, and tax withholding choices for payroll. Bank account numbers are stored encrypted, and only the last four digits are ever shown back.
• Signatures and sign ins: when someone signs a note or a document, or signs in, we record who, when, and the internet address it came from, for security and audits.

Device data, usage data, and crash logs

The app has no advertising tools, no analytics tools, and no crash reporting tools built in. We do not collect usage data about how you move through the app, and we do not track you across other companies' apps or websites. The app checks Expo's update service for new versions, and that check includes basic technical details such as the type of phone and the app version.

Who helps us run the app and portals

We do not sell your information, we do not use it for advertising, and we do not share it with data brokers. These services help us run the app and portals, and each one receives only what it needs for its job:

• Atlantic.Net hosts our server and database.
• Microsoft 365 sends our emails.
• Expo, Apple, and Google deliver push notifications. Expo also delivers app updates.
• Google Maps and OpenStreetMap turn addresses into map points, work out drive times, and tell whether a location is a home or a public place. They receive addresses or map coordinates, without names. Our staff map screens also load map pictures from OpenStreetMap.
• AI note writing help, from Anthropic (or OpenAI, if we choose it). When our team uses note writing help, the facts staff recorded for the day and the name of the person served are sent to the AI service so it can write the note or a short daily update for the family. We tell it never to name staff members. A person on our team signs every note. The AI never does.
• Cloudflare checks forms on our public website for spam.

We do not send text messages from the app or portals. We also share information with Florida Medicaid, the Agency for Persons with Disabilities, and their reviewers when the law requires it.

Seeing, fixing, or deleting your information

Staff can update their preferred name, phone number, and photo in the app under My profile. Families can update their email and phone number in the app under My Account. To see what we hold about you, or to fix anything else, call us at (407) 813-2112 or email info@mirrahimage.com.

Deleting your account. You can ask us to delete your account right in the app: choose "Delete my account" under More (staff) or My Account (families). Your sign in stops working on every device right away, and the office is told. You can also call (407) 813-2112 or email info@mirrahimage.com from the email on your account, and we will confirm who you are first. An administrator then removes the rest of your information. The only things we keep are the records the law requires us to keep, such as the service and billing records Florida Medicaid and the Agency for Persons with Disabilities require, and payroll records.

Children

The app and portals are for adults: our team and the families and guardians of the adults we serve. They are not meant for children, and we do not knowingly collect information from children under 13 through them.

Keeping it safe

Everything travels over encrypted connections. Each person sees only what their role allows. Managers and administrators use two step sign in. Changing bank or tax details needs your password. Our backups are encrypted before a copy leaves our server. No system is perfectly secure, and if something ever goes wrong we will tell you as the law requires.

Support

Need help with the app or the portals? Visit our contact page, email info@mirrahimage.com, or call (407) 813-2112, Monday to Friday, 8:00 AM to 5:00 PM.

Questions

Mirrah Image Services
2862 West Main Street, Leesburg, FL 34748
Phone: (407) 813-2112
Email: info@mirrahimage.com