Last updated: October 3, 2026
This policy explains what information ActivityBuilder ("we", "us") collects when you use activitybuilder.org and our apps (the "Service"), how we use and share it, and the choices you have. ActivityBuilder is built for activity directors and staff at senior living communities.
Account information. Your name, email address and password (stored only as a one-way bcrypt hash), and details you add to your facility profile, such as facility name, city, state and postal code.
Billing information. Payments are handled by Stripe (and PayPal for some older subscriptions). We receive your plan, billing status, and a customer or subscription reference. We never see or store full card numbers.
Content you create. Calendars, activities, newsletters, notes, photos and other material you create or upload in the Service.
Information about residents. If you choose to use resident features, your facility may enter information about residents, such as names, room and bed, birthdays, attendance, notes, photos and accommodation or health-related notes. See section 4.
Information about family members. If your facility uses the family portal, family members may provide their name and email address to receive updates, and may leave notes or RSVPs.
Game and TV participants. When residents join games from a phone or tablet, we store the display name they enter and a random device token. TV screens paired to your account store a device token.
Usage and device information. Pages viewed, features used, log data, IP address, browser type and the devices signed in to your account (used to enforce plan device limits and to secure your account).
We use information to provide and secure the Service; create and manage your account and subscription; process payments; send transactional emails such as verification codes, receipts, subscription confirmations, password resets and invitations; generate AI-assisted content you request; provide support; measure and improve the Service; market the Service, including measuring our ads (see section 6); and comply with legal obligations.
We do not sell personal information, and we do not use resident or family information for advertising.
We share information only with providers that help us run the Service, and only what they need for that purpose:
We may also disclose information if required by law, to protect the rights and safety of our users or others, or as part of a business transfer such as a merger or sale, subject to this policy.
When a facility enters information about its residents or invites family members, the facility decides what to enter and is responsible for having the authority, notices and consents needed to share it with us, including consent for photos. We process that information on the facility's behalf, only to provide the Service to that facility.
ActivityBuilder is an activity-planning tool, not a medical record system. Please don't enter diagnoses, medications or other medical records. If your organization needs a Business Associate Agreement before entering any protected health information, contact us first at support@activitybuilder.org.
Family portal links are private to each resident. Family members who want to stop receiving updates can ask the facility or contact us.
Data is stored on servers in the European Union. We use encryption in transit (HTTPS/TLS), hash passwords with bcrypt, encrypt stored third-party tokens, separate each facility's data, and limit staff access. No system is perfectly secure, but we work to protect your information and will notify affected users of a security incident as required by law.
Essential cookies keep you signed in and protect your account. The Service doesn't work without them.
Analytics and advertising cookies. We use Google Analytics to understand how the Service is used, and Google Ads to measure our ads, for example whether a visit led to a sign-up. These tools set cookies and send information such as the pages you visit, device data and your IP address to Google. These cookies are only used if you choose Accept all in our cookie banner; if you reject them, Google tags run without setting these cookies. You can change your choice anytime with Cookie settings at the bottom of the page. You can also opt out with Google's Analytics opt-out add-on, manage ad personalization in your Google ad settings, or block cookies in your browser.
You can view and update your account details in the Service. You can also ask us to give you a copy of your data, correct it, delete your account and associated data, or stop using your information for targeted advertising. Depending on where you live, you may have additional rights under laws such as the Texas Data Privacy and Security Act, the California Consumer Privacy Act or the GDPR.
To make a request, email support@activitybuilder.org from the email address on your account. We will verify the request and respond within the time required by law, generally within 30–45 days. You can appeal a decision by replying to our response. We will not discriminate against you for exercising your rights. Requests about resident or family information are handled with the facility that entered it.
We keep account data while your account is active. When you ask us to delete your account, we delete or anonymize your personal data within 30 days, except for records we must keep for legal, tax or billing reasons, and backups, which are overwritten on a rolling basis. Inactive game sessions are deleted automatically.
The Service is for adults working in senior living. It is not directed to children under 13, and we do not knowingly collect their personal information. If a child takes part in an intergenerational activity, the facility running the activity is responsible for any parental consent needed.
We may update this policy. If we make material changes, we will notify you by email or with a notice in the Service before they take effect. The "Last updated" date shows when it last changed.
Questions or requests about privacy: support@activitybuilder.org.