Privacy Policy

We collect information that childcare centers, their staff, and the families they serve provide to us, along with information generated automatically when you use our services.

• Account information: name, email address, phone number, role (director, teacher, parent), and center affiliation.
• Center operations data: staff schedules, attendance, time-clock entries, room assignments, licensing and certification records, observations, and billing records.
• Family and child records: enrollment details, emergency contacts, attendance, developmental observations, and communications — provided to us by the childcare center acting on behalf of families.
• Payment information: billing contact and subscription details. Card numbers and bank information are handled directly by our payment processor, Square, and are never stored on ChildWise servers.
• Usage information: pages visited, features used, device and browser type, IP address, and approximate location, collected through standard server logs and cookies.

We use the information we collect to:

• Provide, maintain, and improve the ChildWise platform.
• Authenticate users, secure accounts, and prevent fraud or abuse.
• Generate schedules, observations, forecasts, and reports requested by the center.
• Send transactional messages (e.g., billing receipts, password resets, security alerts) and product updates.
• Provide customer support and respond to questions or requests.
• Comply with legal obligations and enforce our terms of service.

We do not sell personal information, and we do not use childcare or child data for advertising.

We share information only with the service providers and parties needed to operate ChildWise on behalf of the childcare center:

• Square — processes subscription payments and handles all card data.
• Supabase — hosts our managed PostgreSQL database and authentication services.
• Resend — delivers transactional email (receipts, password resets, notifications).
• Authorized center staff — directors and teachers at your center can access records for the children and families enrolled at that center.
• Legal and safety — we may disclose information when required by law, court order, or to protect the rights, property, or safety of ChildWise, our users, or the public.

We do not share personal information with advertisers, data brokers, or unrelated third parties.

ChildWise is a tool used by licensed childcare centers. Information about children is entered into ChildWise by the center on behalf of the enrolling family, and the center is responsible for obtaining any required parental consent.

We treat information about children with heightened care: it is used solely to deliver the services requested by the center (e.g., attendance, observations, family communication), is never sold, is never used for advertising, and is never used to build profiles outside the center’s use of the platform.

Parents and guardians who want to review, correct, or delete information about their child should contact the childcare center directly. The center can make changes inside ChildWise, or contact us for assistance.

We use industry-standard safeguards to protect the information we store, including:

• TLS encryption for data in transit.
• Encryption at rest for our managed database.
• Hashed, salted passwords — we never store plaintext passwords or PINs.
• Role-based access controls so staff only see data for their own center.
• Audit logging of sensitive administrative actions.

No system is perfectly secure. If we ever learn of a breach that affects your information, we will notify affected customers and applicable authorities as required by law.

We retain your information for as long as your ChildWise account is active and the data is needed to provide the service. If a center cancels its subscription, we retain account and center data for 90 days after cancellation to allow for reactivation and final exports. After that period, data is permanently deleted from our production systems, except where we are required to retain limited records (such as billing history) to comply with legal or accounting obligations.

Backups are rotated on a regular schedule and are purged in the normal course of operations.

Depending on where you live, you may have rights under applicable privacy laws, including the right to:

• Access a copy of the personal information we hold about you.
• Correct information that is inaccurate or out of date.
• Request deletion of your personal information.
• Object to or restrict certain processing.
• Withdraw any consent you previously provided.

To exercise these rights, email us at privacy@childwisesoftware.com. If your information was provided to ChildWise by a childcare center, we may direct your request to the center so they can verify your relationship before we act.

ChildWise uses a small number of essential cookies and similar technologies to keep you signed in, remember your preferences, and keep the service secure. We do not use advertising or cross-site tracking cookies. You can disable cookies in your browser settings, but some parts of the platform may not work correctly without them.

We may update this Privacy Policy from time to time. When we make material changes, we will update the “Last updated” date at the top of this page and, where appropriate, notify you by email or through the app. Continued use of ChildWise after an update means you accept the revised policy.

If you have questions about this Privacy Policy or how ChildWise handles your information, please contact us: