Privacy & Security Policy

Effective date: May 27, 2024

At Child Friendly Pro Ltd. (“ChildFriendly”, “we”, “us”), we are committed to protecting the privacy, security, and integrity of the data entrusted to us. This Privacy & Security Policy explains how we collect, use, store, and protect data within our software-as-a-service platform and on this website.

Scope and responsibilities

ChildFriendly provides software-as-a-service (SaaS) to child care operators and similar organizations. These organizations (our “Customers”) use our platform to collect, manage, and store information related to the children in their care, their families, and their staff. This information, entered and controlled by the Customer, is referred to in this policy as “Customer Data.”

ChildFriendly is the data processor of Customer Data. The Customer (for example, a child care provider or organization) is the data controller, meaning they determine what information is collected, how it is used, and for what purpose.

This policy applies to:

• Customer Data: data entered into the ChildFriendly platform by or on behalf of the Customer.
• Administrative User Data: account and usage data provided by the Customer’s staff or authorized users.
• Website Data: information you give us, or that is collected automatically, when you visit this website.

If you are a parent, guardian, or staff member whose information has been entered into ChildFriendly by a child care provider, please contact that provider directly for any questions about what data has been collected or how it is used.

Security measures

We take extensive measures to protect Customer Data and Administrative User Data within our systems.

Authentication and access controls

All ChildFriendly accounts require strong, complex passwords. Each Customer controls user access roles and permissions within their organization, with the ability to reset or revoke access as needed.

System monitoring

Our development team continuously monitors our systems for vulnerabilities, unauthorized access attempts, and potential security threats.

Hosting and infrastructure

All Customer Data is securely stored in Microsoft Azure’s North American cloud infrastructure, primarily in the U.S. West 2 data center (Washington State, USA). Microsoft Azure meets leading compliance standards, including:

• ISO/IEC 27001
• SOC 1 Type II
• SOC 2 Type II
• SOC 3

Data is protected using:

• Encryption at rest and in transit
• Strict access controls
• Secure development lifecycle practices

What we collect

We collect limited data for two purposes: to provide services to our Customers, and to support platform functionality.

Customer Data (provided by our Customers)

This may include:

• Child information (names, birthdates, medical needs, and similar details)
• Parent and guardian contact details
• Staff employment details
• Attendance, scheduling, and billing information

ChildFriendly does not determine what Customer Data is collected. That decision is made solely by the Customer.

Administrative User Data (collected automatically or through account setup)

This includes:

• Names and contact information of authorized users
• Account credentials and roles
• Usage logs and device and browser details
• Communication logs (for example, support tickets and webinar registrations)

Website Data (collected on this website)

When you use this website we may collect:

• Information you submit through our forms, such as your name, email address, organization, position, province or state, and number of child spaces, when you contact us, create an account, subscribe to our newsletter, or register for a Lunch & Learn or Learning Lab
• The details you provide when you book a demo through our scheduling tool
• Basic device, browser, and page-visit information collected through cookies and similar technologies, including measurement of whether our advertising led to a demo booking

Use of data

We use Customer Data and Administrative User Data solely for the following purposes:

• Operating, maintaining, and improving the ChildFriendly platform
• Providing customer support
• Enforcing platform policies and ensuring legal compliance
• Sending service-related notifications and system updates
• Analyzing anonymized data to enhance system features

We use Website Data to respond to your enquiries, schedule demos, deliver the newsletters and event invitations you have signed up for, and understand how the website is used.

We do not sell Customer Data.

Third-party services

We may share limited Customer Data or Administrative User Data with trusted third-party providers that help us deliver core services. These providers include, but are not limited to:

• Microsoft Azure: cloud hosting
• Stripe and Rotessa: payment processing (PCI Level 1 compliant)
• QuickBooks: optional accounting integration
• Google Analytics and Sentry: performance and usage monitoring
• FreshDesk: customer support management

This website also uses the following providers:

• ActiveCampaign: contact, sign-up, and newsletter forms and email delivery
• Calendly: demo scheduling
• Google Ads: advertising measurement
• YouTube: embedded videos, loaded only when you choose to play them

We share only what is strictly necessary and require all third-party vendors to adhere to strong privacy and security standards.

Data privacy rights and account management

If you are a parent or staff member whose data was entered by a child care provider

ChildFriendly is not the collector of this information and cannot modify or delete it on your behalf. Please contact your child care provider directly to request any changes or deletions, as they have full control over the Customer Data they collect and store.

If you are a child care provider or organization using ChildFriendly

As the account owner, you have full control to manage, update, and delete Customer Data within your account at any time by logging into the platform.

If you wish to permanently delete your entire account and all associated applicable data, you may contact us at terms@childfriendlypro.com.

Marketing preferences

• Email: click “unsubscribe” in any marketing email
• SMS: reply “STOP” or contact us
• Cookies and tracking: adjust your browser settings to manage tracking

Please note: essential service communications (for example, password resets and billing notices) cannot be opted out of.

Events and webinars

When you register for a ChildFriendly event or webinar, we collect only the information necessary to manage your participation. This data is stored securely and never shared without your explicit consent.

Legal disclosures

We may disclose data in the following cases:

• As required by law, subpoena, or court order
• To investigate or prevent fraud, abuse, or threats to safety
• As part of a business transaction such as a merger or asset sale

Changes to this policy

We may update this policy from time to time. The “last updated” date at the top of this page shows when it was last revised.

Contact us

For questions, concerns, or other privacy or security related requests, contact us at privacy@childfriendlypro.com. Our Terms of Use also apply to your use of our services.