Caredence Privacy Policy

Effective Date: October 22, 2025

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.

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. 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.

5. 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.

6. 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.

7. 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.

8. Contact Us

If you have questions about this Privacy Policy or our data practices: