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, photos and daily-activity updates shared by center staff, 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 account information are handled directly by our payments partner, Finix, and are never stored on ChildWise servers. Business verification information and documents submitted by childcare centers during payment onboarding are collected by and submitted directly to Finix; ChildWise does not receive or store these documents.
• 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:

• Finix — processes subscription and tuition payments and handles all card and bank account data.
• Supabase — hosts our managed PostgreSQL database and authentication services.
• Vercel — hosts our application servers and file storage, including photos and documents shared through the platform.
• Anthropic — provides the AI models behind ChildWise’s optional AI-assisted features (see Section 5). Content sent for AI processing is transmitted securely, is not used to train AI models, and is retained by Anthropic only transiently for processing.
• 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.
• Meta — receives limited website-visit data through the Meta Pixel on our public marketing pages, used for ad measurement and to build advertising audiences. This never includes child, family, or center records — see Section 8.
• 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.

Beyond the advertising measurement described above, 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.

ChildWise offers optional AI-assisted features that help center staff document children’s learning — for example, drafting a developmental observation from a classroom photo a teacher has shared, suggesting alignments to state early-learning standards, and generating lesson-plan ideas.

• Teacher review is always required. AI-drafted content is a suggestion to staff. Nothing written by AI becomes part of a child’s record or is shown to families until a teacher or director at the center has reviewed and approved it.
• Photo analysis is consent-gated per child. A child’s photos are analyzed by AI only when the center has recorded guardian consent for that child. Without consent, that child’s photos are never sent for AI processing.
• Data minimization. Before a photo is sent for AI processing it is reduced in size and stripped of all metadata (such as location and device details), and children’s names are withheld from the AI. Our AI provider does not use this content to train its models and retains it only transiently for processing.
• Opting out. Families can opt out at any time through their childcare center. Opting out stops AI analysis of that child’s photos immediately and does not affect any other ChildWise service.

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.

Our public marketing website (childwisesoftware.com) also uses the Meta Pixel, an advertising tool from Meta (Facebook and Instagram). It helps us measure how well our ads perform and show ChildWise ads to people who have visited our site. This applies only to our marketing pages — we do not use advertising trackers inside the ChildWise app, and we never use child or family records for advertising. You can opt out of personalized ads in Meta’s Ad Preferences.

You can disable cookies in your browser settings, but some parts of the platform may not work correctly without the essential ones.

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: