Caredence Privacy Policy
Effective Date: October 19, 2026
This Privacy Policy explains how Caredence ("Caredence," "we," "us," or "our") collects, uses, and protects information when you use the Caredence platform, mobile application, and related services (collectively, the "Services").
Caredence is a multi-center childcare management solution used by childcare providers, parents, and authorized staff.
About Caredence
Caredence is a secure, all-in-one childcare management platform that helps families and childcare providers stay connected, informed, and confident—every day.
Caredence is designed to simplify childcare management for modern families and multi-center childcare providers. Whether you are managing one child or multiple centers, Caredence brings communication, reporting, attendance, and billing into one intuitive platform.
Caredence is owned and operated by Position Rank Agency, a US-based company.
1. Information We Collect
We collect only the information necessary to provide secure, reliable childcare management services.
a. Parent / Guardian Information
- Full name
- Email address
- Phone number
- Address
- Account login credentials
- Payment information (processed securely by third-party payment providers)
- Emergency contact details
Purpose: Account access, communication, billing, and security.
b. Child Information
- Full name and date of birth
- Enrollment and program details
- Daily activity data (meals, naps, attendance, learning activities)
- Health, allergy, and safety information (as provided by parents or centers)
- Photos or videos shared within the platform
Purpose: Care delivery, reporting, safety, and parent communication.
c. Provider & Staff Information
- Name and contact details
- Role and permissions
- Activity logs related to platform use
Purpose: Access control, operational management, and security.
2. How We Use Information
Caredence uses collected information solely to operate and improve the Services:
- Provide Core Services
Daily reports, attendance tracking, billing, enrollment, and communication. - Facilitate Communication
Secure messaging between parents, staff, and administrators. - Ensure Safety & Compliance
Authorized pick-ups, attendance records, emergency response. - Improve the Platform
System performance, feature enhancements, and usability. - Legal & Operational Needs
Compliance with applicable laws and record-keeping requirements.
3. How Information Is Shared
Caredence does not sell or rent personal or child data.
Information is shared only in the following circumstances:
- With Authorized Childcare Providers
Data is shared with the childcare center(s) you are enrolled with and their authorized staff. - With Trusted Service Providers
Hosting, payment processing, analytics, and infrastructure providers who are contractually required to protect your data. - Legal Obligations
When required by law, regulation, or valid legal process. - With Parental Consent
When explicit permission is provided by a parent or legal guardian.
4. Text Messages (SMS)
Childcare centers using Caredence can send text messages to the parents and guardians enrolled at their center. Texting is optional for parents.
- We only send text messages to a mobile number after the parent or guardian adds it in the Caredence parent portal and agrees to receive messages from their center. Consent is not a condition of enrollment or payment, and parents who do not opt in continue to receive email and portal notifications.
- Message frequency varies based on center activity. Message and data rates may apply to messages sent to your phone.
- You can opt out at any time by replying STOP to any text message, and we honor opt-out requests promptly.
- We do not sell, rent, or share mobile numbers with third parties for their own marketing purposes. Mobile numbers are shared only with the messaging provider we use to deliver messages and with your childcare center, as described in Section 3.
5. Children's Privacy (COPPA Compliance)
Caredence is designed for parents, guardians, and childcare providers, not direct use by children.
- We do not knowingly collect personal information directly from children under 13.
- Child data is provided by parents/guardians or entered by authorized childcare staff.
- Parents have the right to review, correct, or request deletion of their child's data.
6. Data Security & Retention
Security
We use industry-standard safeguards, including:
- Encryption in transit and at rest
- Role-based access controls
- Secure authentication mechanisms
No system is 100% secure, but we take reasonable measures to protect your information.
Retention
Data is retained while a child or provider remains active on the platform and for a reasonable period thereafter to meet legal, operational, and compliance requirements. Data may be deleted or anonymized upon request, subject to applicable laws.
7. Your Rights & Choices
You have the right to:
- Access and update your information
- Request corrections or deletion
- Manage communication preferences
- Control media sharing permissions (photos/videos)
Requests can be made through your account or by contacting us.
8. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the platform or website, and the effective date will be updated.
9. Contact Us
If you have questions about this Privacy Policy or our data practices: