Privacy policy.
Effective June 10, 2026. Updated September 20, 2026 to cover website visitors, automated processing and retention in more detail. This policy applies to enmantle.com, the Help Center, the Enmantle staff apps and the Enmantle platform.
Who this policy covers
Enmantle, LLC ("Enmantle", "we") provides the Enmantle platform and staff apps (together, "the App") to care agencies ("your Organization") and to the caregivers and staff who use it through their employer ("you"). Enmantle also runs the enmantle.com website and Help Center for visitors. This policy explains what is collected, why, and how it is handled. Your Organization owns the records created in the App and is the controller of that data; Enmantle processes it on your Organization's behalf under the agreements between them, including a Business Associate Agreement.
Information we collect in the App
| Category | What and when | Why |
|---|---|---|
| Account information | Name, work email or username, organization membership, role, provided when your Organization creates your account. There is no public sign-up. | Sign-in, and connecting you to your Organization's schedules and clients. |
| Location (precise) | Captured only at the moment you clock in and clock out of a visit. The App does not track your location in the background or between those two moments. | Electronic visit verification (EVV), required of providers under the 21st Century Cures Act and Ohio's Medicaid EVV program. |
| Photos and files | Photos you choose to take or attach to incident reports; receipts and certificates you upload; documents you sign. | Incident documentation, expense records and HR records requested by your Organization. |
| Microphone and voice | Audio captured only while you actively use voice dictation for notes or incident reports. Audio is converted to text and the recording is discarded after transcription. | Hands-free documentation. |
| Care documentation | Visit notes, ISP goal scoring, medication administration records, incident reports, transportation logs and time records you create. These may include information about the clients you serve, including health-related information. | The core function of the App; this data belongs to and is processed on behalf of your Organization. |
| Payroll and HR records | Pay stubs your Organization distributes through the App, certifications, onboarding documents and signatures. | Your Organization's HR and payroll administration. |
| Device and technical data | Device type, operating system version, app version, push-notification token, diagnostic logs, and the activity log described under Security. | App functionality, notifications, troubleshooting and security. |
Biometric sign-in
If you enable fingerprint or face unlock, biometric matching happens entirely on your device using your phone's secure hardware. Biometric data never leaves your device and is never transmitted to or stored by Enmantle. Passkeys work the same way: the private key stays on your device.
How information is used and shared
Your information is used solely to operate the App and to provide records to your Organization. Visit times, EVV location stamps, notes, medication records and incident reports are visible to authorized staff of your Organization and may be submitted by your Organization to payers or state systems (for example Sandata for Ohio EVV, or eMBS for DODD billing) where required by law or by your Organization's contracts.
We do not sell personal information and we do not use it for advertising. We share data only with: (a) your Organization; (b) the service providers listed on the subprocessors page, which host and process data on our behalf under confidentiality and data-processing obligations; and (c) authorities where required by law.
Automated and AI processing
The App uses automated processing in three narrow ways. Voice notes are transcribed to text by a speech-to-text service, and the audio is not kept. Incident narratives can be tidied by an AI drafting assistant; before any text is sent to the model, the App removes identifying details, and the staff member reviews and remains the author of the final report. Receipts and training certificates are read by optical character recognition to fill in amounts, dates and names, which you can correct. The AI services used are listed on the subprocessors page and operate under terms that exclude using the content to train their models. No automated decision with legal effect on you is made by the App.
Website visitors (enmantle.com)
This policy also covers visitors to the enmantle.com website and the Help Center. The website uses Microsoft Clarity to understand how visitors use the site (page views, clicks, scrolling and session replays with typed text masked before recording). Clarity sets cookies and processes that data under Microsoft's privacy statement; you can prevent it with your browser's tracking-protection setting or a content blocker. Demo requests sent from the email form are delivered by Formspree; demo bookings are scheduled through Cal.com, which collects the details you give when booking; web fonts are served by Google Fonts; the site is hosted on Heroku (Salesforce) in the United States. The website runs no advertising trackers and does not sell visitor data.
Health information
Client health information documented in the App is protected health information (PHI) under HIPAA where it applies. It is processed on behalf of your Organization and handled in accordance with applicable health-privacy law and the Business Associate Agreement between Enmantle, LLC and your Organization. The security page describes the controls in detail, including where the data is hosted and encrypted.
Security
Data is encrypted in transit (TLS 1.2 or newer) and at rest; staff personal identifiers are additionally encrypted at the field level inside the App. Sign-in credentials are stored on-device in your phone's secure storage. Access to production systems is restricted to named Enmantle engineers and logged. The App keeps an activity log of sign-ins, record changes and administrative actions that your Organization's administrators can review.
Retention and deletion
Time, EVV, care and medication records are retained according to your Organization's legal and regulatory obligations; EVV and care records are typically subject to multi-year retention requirements under Ohio Medicaid and DODD rules. The activity log is retained for as long as the records it describes. When an Organization's agreement ends, Enmantle provides a full export on request and then deletes the Organization's data, subject to those retention obligations. To request access to, correction of, or deletion of your own account data, contact your Organization's administrator first, because your Organization owns the records; you can also email us at the address below, and we honor requests to the extent the law and your Organization's retention obligations allow.
Your choices
Camera, microphone, location and notification permissions can be changed at any time in your device settings. Location permission is required to clock in and out, because EVV verification cannot function without it. You can decline voice dictation and type instead. Your Organization can turn AI drafting off for its workspace.
Children
The App is a workplace tool and is not intended for or directed at anyone under 18.
Changes
We post changes to this policy on this page and update the dates at the top. Material changes are announced in the App and, for Organizations with a current agreement, by email.
Contact
Enmantle, LLC · Columbus, Ohio, United States (registered office: Toledo, Ohio) Email: hello@enmantle.com · All contact options
- Clocking in and out with GPS: what's captured, and whenClock in and out from your phone. Enmantle reads GPS at those two moments only — never in between — and that clock data is what feeds DODD EVV.
- Write a daily note with voice dictation and AI polishSpeak your daily note instead of typing it, tidy the wording with AI, and finish before you clock out — here's the whole flow.
- Signing in with a passkey (Face ID or fingerprint)Skip the password. Turn on Biometric Login to sign in with Face ID or your fingerprint, and manage which devices are set up.