How we handle the information families share with us.

Who we are

The Memory Mosaic LLC provides dementia education, memory-engagement activities, and caregiver support. Questions about this policy can be sent to info@thememorymosaic.org or mailed to 555 Lynnwood Drive, Missouri City, TX 77489.

Effective October 13, 2026.

We are not a HIPAA covered entity

The Memory Mosaic is an educational and engagement service, not a healthcare provider, health plan, or clearinghouse. Information you share with us is not protected health information under HIPAA. Please do not send medical records, test results, insurance details, or Social Security numbers through this website.

What we collect

Free tools require no account. Administrators sign in to access submissions. We collect what you submit and limited technical data necessary to protect the service.

• Contact details you submit: name, email address, and — on the consultation form only — a phone number.
• Consultation requests: your relationship to the person you care for, what you are interested in, your preferred time, and the free-text description of your situation.
• Find Your Starting Point results: your answers, the focus areas we calculated, and whether you flagged a sudden change.
• Brain-health risk audit results: which risk factors you selected and how many.
• Memory Box waitlist and Day-One Care Kit requests: email address and, where offered, your name.
• Care Navigator conversations: your questions, the answers returned, and a randomly generated session identifier stored in your browser for that visit.
• Standard technical logs kept by our hosting providers, such as IP address and timestamps. Navigator abuse limits use a daily hashed network identifier; these counters expire after two days. Voluntary confidence and stress feedback is linked by a random participant code, not a name. Partnership inquiries include your contact details and message.

Information about another person

Most people using this site are describing someone else — a parent, spouse, or relative living with cognitive change. When you share details about another person, you confirm that you are that person's family member, caregiver, or authorized representative, and that you have a reasonable basis to share what you are sharing. Please share only what is necessary, and avoid including their full name, date of birth, address, or medical record details.

How we use it

• To respond to consultation requests and schedule conversations.
• To produce your personalized results, starting plan, and recommendations.
• To provide requested materials and future waitlist notifications. The Care Kit currently downloads immediately. Automatic confirmations and emailed results are not enabled yet. Newsletter consent is separate and optional.
• To review, in aggregate and without identifying you, how our tools are performing and where our guidance needs to improve.

We do not sell your information, and we do not share it for advertising or cross-context behavioral advertising of any kind.

Who processes it on our behalf

• Our database and hosting provider, which stores form submissions and Navigator logs.
• Our artificial-intelligence provider, which receives the text of your Care Navigator questions in order to generate a response. Navigator questions are processed by a third-party large language model.
• Any email delivery service we use to send you the materials you requested.

We may also disclose information when the law requires it, or when we believe in good faith that disclosure is necessary to prevent serious harm to someone.

Cookies and tracking

We do not use advertising cookies, analytics cookies, or tracking pixels on this site. The only browser storage we use is functional — for example, remembering interface state during your visit. If we add analytics in the future, we will update this policy and provide an opt-out before doing so.

How long we keep it

• Consultation and partnership requests: up to three years.
• Assessment, risk-audit, and voluntary feedback results: up to two years.
• Care Navigator conversations: up to twelve months. Automated daily cleanup removes expired chats and time-limited records; deletion may occur up to one day after the retention threshold.
• Opted-in newsletter addresses: until you withdraw consent. Before any newsletter launch, messages must include our mailing address and a working unsubscribe option. No newsletter is currently sent by this site.

Your choices and rights

You may ask us to tell you what we hold about you, correct it, or delete it. Email info@thememorymosaic.org and we will respond within 45 days. We will not treat you differently for exercising these rights.

California residents have the right to know, delete, correct, and opt out of the sale or sharing of personal information. Because we do not sell or share personal information, there is nothing to opt out of — but the request rights above apply fully, and an authorized agent may make a request on your behalf.

Security and children

Data is transmitted over encrypted connections and stored with access restricted to the people who operate The Memory Mosaic. No system is perfectly secure, so please do not send sensitive identifiers through this site.

This site is intended for adults. It is not directed to children under 13, and we do not knowingly collect information from them.

Changes

If we make a material change, we will update the effective date at the top of this page and, where appropriate, notify people on our mailing list.