MemoryMate Privacy Policy

Privacy Policy — MemoryMate Last updated: May 2026

1. Introduction

MemoryMate is an Android mobile application developed by BSIT students of World Citi Colleges Antipolo as a capstone project. The application is designed to support Filipino family caregivers in managing dementia patient care through digital logging, AI-assisted guidance, reminders, and shared caregiver access.

We are committed to protecting the privacy and security of our users. This Privacy Policy explains what information we collect, how we use it, how we protect it, and what rights you have regarding your data. By using MemoryMate, you agree to the collection and use of information as described in this policy.

2. Scope of This Policy

This Privacy Policy applies to:

• All users of the MemoryMate Android application

• All caregivers who register an account and use the system

• All patient data entered into the application by caregivers

• All interactions with the AI Care Partner feature

This policy does not apply to third-party websites or services that may be linked from within the app.

3. Information We Collect

MemoryMate collects the following types of information:

3.1 Account Information

• Full name of the caregiver

• Email address

• Password (stored in encrypted form through Firebase Authentication)

• Profile photo (optional)

• Google account information if the user chooses to sign in with Google

3.2 Patient Care Information

• Patient name, age, and gender

• Medical diagnosis and dementia stage

• Care notes and special instructions

• Daily activity logs including meals, medications, and routines

• Vital signs such as blood pressure and temperature

• Mood and behavior records

• Reminders and scheduled tasks

3.3 AI Interaction Data

• Questions submitted to the AI Care Partner

• AI-generated responses and care tips

• Bookmarked tips saved by the caregiver

3.4 Device and Usage Information

• Device type and operating system version

• App usage patterns for system improvement

• Push notification preferences

• Log data for error tracking and debugging

4. How We Use Your Information

We use the information collected for the following purposes:

4.1 Core App Functionality

• To create and manage caregiver accounts securely

• To store, display, and update patient care records in real time

• To allow multiple authorized caregivers to access the same patient profile

• To send push notification reminders for medications, appointments, and tasks

4.2 AI-Powered Features

• To provide the AI Care Partner with patient profile context so it can generate personalized caregiving guidance

• To automatically generate care tips based on recent activity logs

• To restrict AI responses to dementia caregiving topics only through prompt engineering

4.3 System Administration

• To allow system administrators to manage user accounts through the admin panel

• To monitor system performance and resolve technical issues

• To improve app features based on usage patterns

4.4 Research and Development

• Aggregated and anonymized data may be used for academic research purposes related to the capstone study

• No personally identifiable information is used in any published research without explicit consent

5. Data Storage and Security

5.1 Where Your Data is Stored All data collected by MemoryMate is stored in Google Firebase Firestore, a cloud-based NoSQL database managed by Google. Firebase operates on Google's secure cloud infrastructure, which includes multiple layers of protection including physical security, network security, and data encryption.

5.2 Encryption

• All data transmitted between the app and Firebase is encrypted in transit using HTTPS and TLS protocols

• All data stored in Firebase Firestore is encrypted at rest

• Passwords are never stored in plain text — they are managed securely through Firebase Authentication

5.3 Access Control

• Only registered and authenticated users can access the app

• Patient records are protected by role-based access control — a caregiver can only view patient profiles they are explicitly authorized for

• Authorization is granted through a unique QR code or alphanumeric code generated per patient profile

• Unauthorized users cannot access any patient data even if they have the app installed on their device

5.4 Firebase Security Rules Firebase Firestore security rules are configured to ensure that users can only read and write data they are permitted to access. These rules are enforced at the server level, meaning they cannot be bypassed by the client application.

5.5 Data Redundancy and Backup Firebase automatically replicates data across multiple servers in Google's cloud infrastructure. This ensures that data remains available and intact even in the event of a server failure. Backups can also be managed through the Firebase console by the system administrator.

6. Sharing of Information

MemoryMate does not sell, rent, trade, or share your personal information with any third party for marketing or commercial purposes.

Your information may be shared only in the following limited circumstances:

6.1 Authorized Caregivers Patient profile data is shared with other caregivers who have been explicitly authorized by the primary caregiver through the QR code or alphanumeric sharing system. This is a core feature of the app and requires the primary caregiver's action to initiate.

6.2 Third-Party Service Providers MemoryMate uses the following trusted third-party services to operate:

• Google Firebase — for authentication, database storage, and push notifications

• Google Gemini AI — for AI-powered caregiving assistance and care tip generation

• Google Sign-In — for optional Google account authentication

These services are governed by their own privacy policies. We encourage users to review Google's Privacy Policy at policies.google.com.

6.3 Legal Requirements We may disclose your information if required to do so by law or in response to a valid legal request from a government authority.

7. AI Care Partner — Data Use and Restrictions

The AI Care Partner is powered by the Google Gemini API. When a caregiver submits a question or when the system auto-generates care tips, the relevant patient profile information is sent to the Gemini API as context to produce personalized responses.

The following restrictions apply to the AI Care Partner:

• The AI is limited through prompt engineering to respond only to dementia caregiving-related topics

• The AI will not provide clinical diagnoses, prescribe medications, or replace professional medical advice

• The app displays a disclaimer reminding all users to consult a licensed healthcare professional for medical decisions

• Questions outside the scope of dementia caregiving may not receive a response or will be redirected appropriately

• AI interaction data may be used to improve the quality of care tip generation within the app

8. User Rights

As a user of MemoryMate, you have the following rights regarding your personal data:

8.1 Right to Access You may request a copy of the personal data we hold about you at any time by contacting us.

8.2 Right to Correction You may update or correct your account information directly within the app settings or by contacting us.

8.3 Right to Deletion You may request the deletion of your account and all associated personal data by contacting us. Patient data linked to your account will also be removed upon request, provided no other authorized caregivers are actively managing that patient profile.

8.4 Right to Withdraw Consent You may withdraw your consent to data collection at any time by discontinuing use of the app and requesting account deletion.

9. Data Retention

We retain your personal data for as long as your account remains active or as needed to provide the services of the app. If you delete your account, your personal data will be removed from our active database within a reasonable period. Anonymized usage data may be retained for academic research purposes.

10. Children's Privacy

MemoryMate is intended for use by adult caregivers and is not directed at children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that a child under 13 has provided us with personal information, we will take steps to delete that information immediately. If you believe a child under 13 has submitted information to our app, please contact us immediately.

11. Third-Party Links and Services

MemoryMate may contain links to external websites or reference third-party resources. We are not responsible for the privacy practices or content of those third-party sites. We encourage users to read the privacy policies of any external sites they visit.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in the app, legal requirements, or our data practices. When we make changes, we will update the date at the top of this page. We encourage users to review this policy periodically. Continued use of the app after any changes constitutes acceptance of the updated policy.

13. Consent

By downloading, installing, and using MemoryMate, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and storage of your information as described herein.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or how your data is handled, please contact us:

📧 Email: wccacstudents@gmail.com 🏫 Institution: World Citi Colleges Antipolo, BSIT Department 📍 Address: Antipolo City, Rizal, Philippines

This Privacy Policy was prepared by the MemoryMate development team as part of a BSIT Capstone Project at World Citi Colleges Antipolo. MemoryMate is a non-commercial academic project.