Privacy policy

Who we are

This service is operated by Pillar & Associates, LLC, a Wyoming limited liability company (“we”, “us”). Questions about this policy or your information:support@crownwellsystems.com.

Who this service is for

It helps people who run, or plan to open, licensed behavioral health and related facilities in Arizona understand the requirements that apply to them. It is for businesses. It is not for patients or residents, and it is not for anyone under 18.

Do not enter patient information

This service is not built to hold information about patients or residents, and we do not want it. Do not type or upload anything that identifies a patient or resident: names, dates of birth, diagnoses, record numbers, photographs, or anything similar. If a document you want reviewed contains any, remove it before you upload the document.

What we collect

• Account information: your email address and your password. Passwords are handled by our sign-in provider and are never visible to us.
• Information about your facilities: your answers to our questions (such as facility type, number of beds, location and whether you serve minors), your legal entity name, dates you give us, notes you write, and the requirements you mark as done.
• Information about your staff that you choose to enter: names, roles, whether each is an employee, owner, volunteer or contracted person, first days of work, and which of their required checks are done and when. Do not enter Social Security numbers, fingerprint clearance card numbers, background check results, or health information such as test results.
• Documents you upload for a Policy Review: the file, the text we extract from it, and the findings we produce from it.
• Files you attach to a requirement as evidence, such as permits and certificates. They are stored for you and are not read by any AI model. You can delete them at any time.
• Information needed to run the service: cookies that keep you signed in, and standard server logs kept by our hosting providers (such as IP address, browser type and time of request).
• Records of paid services, such as when your organization’s payment was received. Quotes and invoices are sent to you outside the app, and we do not take card payments inside it.

How we use it

• To provide the service: to build your roadmap, run your Policy Review, and assemble your manual and forms.
• To send you email about your account and the service.
• To keep the service secure and to fix problems.
• To improve which requirements we check and how we explain them. When a manual you upload shows us where a rule is hard to satisfy, or where our own check was wrong, we may use that lesson to improve the product. We do not keep your manual’s text for that purpose, we do not train any AI model on it, and nothing from your document appears in another customer’s product.

Who processes it for us

• Supabase: our database, file storage and sign-in.
• Resend: sends the emails that confirm your account.
• Vercel: hosting.
• Anthropic: the AI model that reads the text of a manual you upload for a Policy Review, to find the passages that relate to each requirement. Only documents you upload for a Policy Review are sent to it.

We do not sell your information, and we do not share it with anyone for advertising.

How long we keep it

• You can delete an uploaded manual at any time. Deleting it removes the file and our record of it, and clears the passages we quoted from it in your report.
• We delete a facility’s uploaded manuals automatically once its most recent upload is four years old, together with the passages we quoted from them.
• We keep your account and facility information while your account is open. Archiving a facility hides it from your list; it does not delete it.
• To close your account and have your information deleted, email support@crownwellsystems.com. We will delete it within 30 days, except records we must keep for legal, tax or accounting reasons, such as invoices.

Security

Information travels to and from the service over encrypted connections, and each organization can see only its own facilities and documents. No system is perfectly secure. If we learn of a breach that affects your information, we will tell you.

Your choices

You can see and correct most of your information in the app. To ask for a copy of your information, or for anything the app does not let you do, email support@crownwellsystems.com.

Changes to this policy

If we change this policy, we will post the new version here with a new date. If a change is significant, we will also email you.