Terms of Use

CareMAR is a subscription-based, cloud-hosted software platform providing electronic medication administration records (eMAR), resident management tools, compliance document generation, fax management, caregiver portal access, and related features. The Service is designed exclusively for licensed California Residential Care Facilities for the Elderly (RCFEs) — the 6-bed residential care homes commonly referred to as board-and-care homes — operating under Title 22 of the California Code of Regulations and licensed by the California Department of Social Services (CDSS).

You must be at least 18 years old and authorized to operate or manage a licensed California RCFE (board-and-care home) to use this Service. By registering, you represent that:

• You are at least 18 years of age
• You hold or are authorized to act on behalf of a valid CDSS RCFE license
• All information you provide during registration is accurate and complete
• You have the authority to enter into these Terms on behalf of your facility

We reserve the right to verify licensing status and to suspend accounts that do not meet these eligibility requirements.

You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at support@caremar.org if you suspect unauthorized access.

Each facility you manage within CareMAR must correspond to a real, active, CDSS-licensed RCFE. You may not use CareMAR to manage facilities you are not legally authorized to operate.

You are solely responsible for the accuracy of all resident records, medication entries, physician orders, and other data you input into the platform. CareMAR is a record-keeping tool — it does not verify the clinical accuracy of information you enter.

Caregiver Portal. If you share your Caregiver Portal link and PIN with care staff, you are responsible for the security of that PIN and for revoking access when staff members leave your facility. You should change the PIN whenever there is a change in care staff.

New accounts are eligible for a 14-day free trial with full access to all platform features. A valid payment method (credit or debit card) is required at sign-up to start the trial. You will not be charged during the trial period, and you may cancel at any time before the trial ends to avoid being billed. At the end of the trial period, the payment method on file will be automatically charged for the plan you selected unless you have cancelled. We reserve the right to modify or discontinue the free trial offer at any time.

Free trial accounts are limited to one trial per facility. Creating multiple accounts to extend trial access is a violation of these Terms and may result in account termination.

Access to CareMAR beyond the free trial period is provided on a paid subscription basis. Current pricing is displayed at caremar.org/#pricing and is subject to change with at least 30 days' advance notice to existing subscribers.

Billing is handled by Stripe. By providing payment information, you authorize us to charge your payment method on a recurring monthly basis according to the plan you select. Subscriptions auto-renew unless cancelled before the renewal date.

Refunds are not issued for partial billing periods. If you cancel, you retain full access to the Service until the end of your current paid month.

Dedicated fax numbers are included with all paid plans. Additional usage-based charges (e.g., high-volume outbound fax) may apply and will be disclosed on the pricing page.

You agree to use the Service only for lawful purposes and in accordance with these Terms. You may not:

• Enter false, fabricated, or fraudulent resident or medication records
• Use the Service to submit or transmit content that is unlawful, harmful, or violates the rights of any person
• Attempt to gain unauthorized access to any part of the Service or its underlying systems
• Reverse engineer, decompile, or disassemble any portion of the Service
• Use the Service in any manner that could damage, disable, or impair the Service or other users' access
• Share your administrator account credentials with unauthorized individuals
• Transmit spam, malware, or unsolicited communications through fax or email integrations
• Use the Caregiver Portal PIN to grant access to individuals who are not authorized caregivers at your facility

CareMAR is a record-keeping and administrative tool. It is not a medical device, clinical decision support system, or substitute for professional medical judgment. Nothing in the Service constitutes medical advice.

You remain solely responsible for all clinical decisions, medication administration, regulatory compliance, and the overall care and safety of your residents. Always consult qualified healthcare professionals and adhere to applicable CDSS regulations, Title 22 requirements, and your facility's physician orders.

You are responsible for ensuring that your use of CareMAR complies with the Health Insurance Portability and Accountability Act (HIPAA) and any other applicable healthcare privacy laws. You agree to enter into a Business Associate Agreement (BAA) with us if required by HIPAA. To request a BAA, contact support@caremar.org.

The Service — including its software, design, text, graphics, and other content, excluding your facility and resident data — is owned by CareMAR and protected by copyright and other intellectual property laws. You are granted a limited, non-exclusive, non-transferable license to use the Service solely for your facility's internal operations during the term of your subscription.

Your facility and resident data remains your property at all times. We claim no ownership over it.

You may export your facility data at any time using the built-in ZIP export tools. Upon account termination — whether initiated by you or by us — you should export your data before closure. We will retain your data for 90 days post-termination to allow retrieval, after which it will be permanently deleted.

We reserve the right to suspend or terminate your account if you violate these Terms, fail to maintain a valid payment method after the trial period, or if we determine your use poses a risk to other users or the integrity of the platform. We will provide reasonable notice where possible.

To the maximum extent permitted by applicable law, CareMAR and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages — including loss of data, revenue, regulatory citations, or resident harm — arising out of or related to your use of the Service.

Our total liability for any claim arising from or related to the Service shall not exceed the total amount you paid to us in the 12 months immediately preceding the claim.

You agree to indemnify and hold harmless CareMAR and its affiliates from any claims, damages, losses, or expenses (including reasonable attorneys' fees) arising from your use of the Service, your violation of these Terms, or your violation of any third-party rights or applicable law, including any CDSS or CCL regulatory actions arising from your facility's operations.

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, or non-infringement. We do not warrant that the Service will be uninterrupted, error-free, or free of security vulnerabilities.

CareMAR does not guarantee that use of the platform will ensure regulatory compliance with CDSS, CCLD, Title 22, or any other applicable law. Compliance is the sole responsibility of the licensed facility operator.

These Terms are governed by the laws of the State of California, without regard to its conflict of law provisions. Any dispute arising from these Terms or your use of the Service shall be resolved by binding arbitration in California under the rules of the American Arbitration Association, except that either party may seek injunctive or other equitable relief in a court of competent jurisdiction to prevent irreparable harm.

We may update these Terms from time to time. We will notify you of material changes by email or through an in-platform notice at least 14 days before changes take effect. Your continued use of the Service after changes are posted constitutes your acceptance of the revised Terms. The "Last Updated" date at the top of this page reflects the most recent revision.

If you have questions about these Terms, please contact us:

CareMAR
Email: support@caremar.org
Website: caremar.org