Charon Care · Fathom LLC

Privacy Policy

Effective 2026-09-28 · Contact us

This policy covers Charon Care’s website, professional workspaces, calling, and invited-family meetings. Charon Care is operated by Fathom LLC, the business behind F4thom. The operator is based in Utah, United States. This is the product policy for Charon Care, including its recordings and payments.

What we receive

• Account information: your name, email, password hash, time zone, profile and business details, phone settings, recovery mobile if supplied, and acceptance of these policies.
• Workspace information: contact and family details, notes, appointments, planning records, activities, and follow-ups entered by a professional.
• Communications: participants’ names and phone numbers, call times and outcomes, meeting details, invitation and recovery-message delivery information, and permission records. When capture is enabled, we process uploaded or recorded audio, transcripts, summaries, and suggested actions.
• Billing and technical information: subscription and payment status, usage totals, payment references, IP addresses, browser/device information, session identifiers, and service/security logs. Stripe collects payment details through its hosted checkout.

Why we use it

We use this information to operate your workspace, route calls and meetings, send requested transactional messages, process authorized audio, manage subscriptions and usage charges, support account recovery, respond to requests, and protect the service against misuse. Recordings and AI output may contain sensitive family information; only add information needed for the conversation.

Families, recording, and AI

The professional who invited you chooses what to put in their workspace and is responsible for explaining their own use of your information. Joining a meeting does not grant recording permission. The host must explain the capture purpose and who can access it, obtain the required permission, and stop capture when permission is withdrawn. You can ask for an unrecorded conversation.

Authorized audio is sent to Telnyx for transcription. When a summary is requested, transcript text is sent to Telnyx’s AI service to generate a draft summary and suggested actions. Models can make mistakes. The professional must review output before relying on it. Stopping capture prevents further capture; it does not automatically erase previously saved audio or text. For access, correction, or deletion, contact the professional and Charon Care support.

Who receives information

Authorized workspace users can access records in their workspace. Private invitation holders can join an available meeting; protect your invitation links. Service providers process information needed to deliver the product: Laravel Cloud for hosting and storage, Cloudflare for delivery and security, Telnyx for phone/video, transactional texts, transcription and AI summaries, and Stripe for payments, subscriptions and billing. These providers may process information in countries other than your own.

Stripe receives billing and payment information; Charon Care uses payment and subscription references and status rather than collecting full card numbers in its signup form. See Stripe’s Privacy Policy. We may also disclose information when required by law or necessary to investigate abuse or protect rights and safety.

Storage and retention

Audio files are stored privately and retrieved through authenticated workspace access. Saved records do not disappear when a meeting ends, a capture permission expires, or a subscription renewal is canceled. They remain available according to account access and storage until removed through supported product actions or an approved deletion request. Account deactivation is not the same as immediate deletion of every record.

We retain information needed to provide the service, handle disputes, maintain security, and meet billing or other legal obligations. A deletion request may require identity verification and coordination with the professional responsible for a family record. Backup and provider copies may remain beyond removal from the active workspace. Contact us for the handling of your specific records; no automatic deletion schedule is promised by this policy.

Cookies and browser storage

Charon Care uses session and security cookies to keep you signed in, protect forms, and retain choices during a visit. The application session cookie and XSRF-TOKEN support these functions; the configured session lifetime is 120 minutes of inactivity. Choosing “Remember me” can keep a login available longer. Appearance and sidebar preferences may be stored in cookies or local browser storage.

Cloudflare may set security cookies, including __cf_bm for bot protection and cf_clearance after a challenge, depending on the security checks applied to your visit. See Cloudflare’s cookie descriptions. Stripe’s hosted payment pages use their own cookies and privacy controls. This application release does not install advertising pixels or optional analytics scripts.

You can clear browser storage or block cookies in your browser. Blocking security or session cookies can prevent sign-in, form submission, or payment. The cookie notice explains these uses; it does not authorize recording or optional advertising tracking.

Your requests and contact

You can update profile details in your account. For access, correction, deletion, or other privacy requests available under applicable law, use Contact & support. Include enough information to identify the account or conversation without sending passwords, reset codes, full card numbers, or sensitive family records. If you are an invited family member, also contact your professional.

Professional accounts are intended for adults using the service for business. If you believe a child has supplied information without appropriate involvement from a responsible adult, contact us. We will update this page when our practices change and identify the updated effective date.