Important: This document is specific to how Care Trace handles your care documentation using AI technology. It complements— and does not replace — the standard California Residential Care Facility for the Elderly (RCFE) Resident Bill of Rights established under Title 22, Section 87468 of the California Code of Regulations. You retain all rights afforded to you under California law.
About CareTraceAI
CareTraceAI is a technology tool used by your caregivers to document your care. When your caregiver speaks their observations aloud, CareTraceAI listens, transcribes their words, and organizes them into clear, structured care notes. This helps your care team keep accurate, up-to-date records about your well-being.
CareTraceAI uses artificial intelligence (AI) — computer software that can understand speech and organize information. Your caregiver is always in charge. The AI is a helper, not a decision-maker.
This document explains your rights regarding how this technology is used in your care.
1. Your Right to Informed Consent
You have the right to know when AI technology is being used to document your care. No surprises.
- You will be told before CareTraceAI is used to document any part of your care.
- You have the right to understandhow the technology works. Your facility and CareTraceAI will explain it to you in plain, simple language — not technical jargon.
- You can ask questions at any time. You deserve clear, honest answers. If something does not make sense, ask again. Your caregivers and CareTraceAI are here to help you understand.
- Your consent matters. You (or your legal representative) will be asked to provide consent before AI-assisted documentation begins.
2. Your Right to Privacy and Confidentiality
Your care information is personal. It deserves strong protection.
- Your records are private.Your care documentation is protected by federal law (HIPAA — the Health Insurance Portability and Accountability Act) and by California state privacy laws.
- Only authorized people can see your records. Access is limited to the caregivers and staff at your facility who are directly involved in your care.
- Your voice is never recorded.CareTraceAI only captures your caregiver’s spoken observations about your care. You are not recorded.
- Audio is deleted after it is converted to text. When your caregiver speaks their notes, the audio is temporarily processed and then permanently deleted. Only the written text remains.
- Your information is never sold. CareTraceAI does not sell, rent, or share your personal health information for marketing or any commercial purpose.
3. Your Right to Accurate Documentation
You deserve care records that are correct and complete.
- A real person always reviews the notes. All AI-generated documentation is reviewed by your caregiver before it is saved to your record. The AI drafts the notes; your caregiver approves them.
- You can review your care documentation at any time. Just ask your caregiver or facility administrator.
- You can request corrections. If you believe any information in your records is wrong or incomplete, you have the right to ask for it to be corrected.
- Corrections are made promptly.When a correction is made, a record of the change is kept so there is a clear history. The original entry is not simply erased — the correction is noted alongside it for transparency and accuracy.
4. Your Right to Opt Out
You do not have to use this technology. The choice is yours.
- You may choose not to have AI-assisted documentation used for your care. Simply tell your caregiver or facility administrator.
- Opting out will not affect the quality of your care. You will receive the same level of attention, compassion, and service regardless of your choice.
- Your facility will use other methods. If you opt out, your caregivers will document your care using traditional methods (such as handwritten notes or standard computer entry).
- You can change your mind at any time. If you opt out and later decide you would like AI-assisted documentation, you can opt back in. If you opt in and later change your mind, you can opt out. There is no penalty either way.
5. Your Right to Access Your Records
Your care records belong to you. You should be able to see them.
- You can view your care documentation. Ask your caregiver or facility administrator, and they will show you your records.
- You can receive copies. You have the right to request and receive copies of your care records.
- You can know who has seen your records. You have the right to ask who has accessed your documentation and when. Care Trace maintains access logs for this purpose.
- Records will be provided in a way you can understand. If medical or technical language is confusing, your care team will help explain what your records say in plain language.
6. Your Right to Data Security
Your information deserves strong protection against unauthorized access.
- Your data is encrypted. Encryption is a way of scrambling information so that only authorized people can read it. Your records are encrypted both when they are stored and when they are transmitted.
- Access is controlled and monitored. CareTraceAI uses strict access controls to ensure only authorized individuals can view your information. All access is logged and auditable.
- You will be told about security incidents. If there is ever a security breach or incident that affects your data, you and your facility will be notified promptly, in accordance with applicable laws.
- Your data stays in the United States. All data processing and storage occurs within the United States. Your information is not transferred overseas.
7. Your Right to Data Portability and Deletion
You have rights over what happens to your data over time.
- Your records can travel with you. If you move to a different facility or care provider, your records can be securely transferred to your new provider at your request (or at the request of your legal representative).
- You can request deletion of your data. You have the right to ask that your data be deleted. CareTraceAI will honor this request, except where the law requires us to retain records for a specific period of time (for example, California regulations may require care records to be kept for a minimum number of years).
- If your facility stops using CareTraceAI, your data will be securely exported to your facility and then permanently deleted from CareTraceAI systems. Your records will not be left behind or abandoned.
8. Your Right to Human Oversight
AI helps your caregivers. It does not replace them.
- AI is a tool, not a caregiver. CareTraceAI assists with paperwork and record-keeping. It does not provide care, make medical judgments, or replace the human beings who look after you.
- A qualified caregiver always reviews your documentation. Every piece of AI-generated documentation is reviewed and approved by a real person on your care team before it becomes part of your record.
- No care decisions are made by AI.All decisions about your care — your medications, your daily routine, your treatment plan — are made by your care team. The AI has no role in these decisions.
- You can always talk to a real person. If you have any questions, concerns, or worries about your documentation or your care, you have the right to speak directly with your caregiver, facility administrator, or a CareTraceAI representative.
9. Your Right to Non-Discrimination
Every resident is treated equally. Period.
- The AI system treats all residents the same. CareTraceAI does not discriminate based on race, ethnicity, national origin, gender, sexual orientation, age, disability, religion, language, income, or any other characteristic.
- CareTraceAI monitors for bias. We regularly review our AI systems to check for unfair patterns or biases. If issues are found, they are corrected.
- Your choice does not affect your treatment. Whether you choose to opt in or opt out of AI-assisted documentation, you will be treated with the same dignity, respect, and quality of care.
10. Your Right to File Complaints
If something is not right, you have the right to speak up.
- You can file a complaint about how your data is handled. If you believe your rights have been violated or your data has been mishandled, you have the right to make a formal complaint.
- You have multiple options for filing complaints:
- Your facility: Speak with your facility administrator or the person responsible for resident rights at your care home.
- CareTraceAI: Contact us directly at privacy@caretrace.ai.
- California Community Care Licensing Division: You may file a complaint with the California Department of Social Services, Community Care Licensing Division, which oversees RCFEs. Visit www.cdss.ca.gov/inforesources/community-care-licensing or call (916) 651-6040.
- U.S. Department of Health and Human Services, Office for Civil Rights (OCR): If you believe your health information privacy rights have been violated under HIPAA, you may file a complaint with HHS OCR. Visit www.hhs.gov/ocr/complaints or call (800) 368-1019.
- No retaliation. Filing a complaint will never result in retaliation. Your care will not be affected. You will not be punished or treated differently for speaking up.
11. Your Right to Updates
Technology changes. Your rights do not.
- You will be notified of significant changes. If CareTraceAI makes important changes to how your documentation is handled, processed, or stored, you (or your legal representative) will be informed.
- You can review updated policies. Whenever policies change, the updated version will be made available to you in writing.
- Your consent will be requested again if needed. If changes are significant enough to affect your rights or how your data is used, we will ask for your consent again. You will not be automatically enrolled in something new without your knowledge.
Contact Information
If you have questions about your rights, your data, or anything in this document, please reach out:
- Questions about your rights: privacy@caretrace.ai
- Privacy concerns: privacy@caretrace.ai
- Your facility administrator: (Contact your care home directly)
Acknowledgment
This Resident Bill of Rights is provided to every resident (or their legal representative) at the time CareTraceAI is introduced at their facility. A signed acknowledgment of receipt will be kept on file.
By using or consenting to the use of CareTraceAI at your facility, you acknowledge that you have received this document, that it has been explained to you, and that you have had the opportunity to ask questions.
This document is available in additional languages and accessible formats upon request.
CareTraceAI Resident Bill of Rights — Version 1.0
Effective Date: April 9, 2026
This document complements the California RCFE Resident Rights under Title 22, Section 87468.
CareTraceAI is committed to protecting your privacy, your dignity, and your rights. If you ever have a question or concern, please do not hesitate to reach out.