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Privacy Policy

Last updated: February 19, 2026

ChildCheckOh ("we", "us") is committed to protecting the privacy of childcare center owners, directors, staff, parents, and children whose data flows through our Service.

1. Information we collect

  • Account info: name, email, phone, role, center name, business address
  • Child records: name, DOB, parent contact info, enrollment forms, medical / immunization records, attendance events
  • Staff records: name, credentials, training certificates, background-check status, payroll-related identifiers
  • Operational data: attendance check-in/out events, lesson plans, compliance scans, messages
  • Payment info: handled exclusively by PayPal — we never see or store full credit-card numbers or PayPal login credentials
  • Usage data: IP address, browser type, pages viewed, timestamps (basic web analytics)

2. How we use it

  • To operate, maintain, and improve the Service
  • To send important notices (compliance reminders, payment receipts, password resets)
  • To respond to support requests
  • To detect and prevent fraud or abuse

We do NOT sell, rent, or share your data with advertisers.

3. Who we share it with

We share data only with vetted subprocessors necessary to run the Service:

  • PayPal — payment processing for monthly subscriptions
  • SendGrid / Gmail — transactional email delivery
  • MongoDB Atlas / Emergent hosting — secure cloud storage of your data
  • OpenAI / Anthropic / Google — AI features (only the specific text you submit; AI providers do not retain or train on it under our agreement)

We also disclose information if required by law (subpoena, court order) or to protect the safety of a child.

4. How we protect it

  • TLS encryption in transit (HTTPS everywhere)
  • Vault passcodes (separate per section) protect Records, Staff Docs, Licensing, and Billing
  • Bcrypt-hashed passwords; never stored in plain text
  • Daily database backups with point-in-time recovery
  • Role-based access (owner / admin / staff / parent) — staff cannot see billing, parents cannot see other families

5. Children's privacy

Although ChildCheckOh stores information about minors, it is provided to us by the licensed childcare center on behalf of the parent/guardian who signed enrollment documents. We do not market to children, and children do not interact directly with our Service.

6. Your rights

  • Access: View all data we have about your center from your dashboard
  • Correct: Edit any record directly
  • Export: Download a copy of your data any time
  • Delete: Email support@childcheckoh.com to request deletion — we'll remove your data within 30 days unless required by Ohio law to retain it longer (e.g., licensing records)

7. Cookies

We use a single session cookie for authentication and a vault session token in sessionStorage. We do NOT use third-party advertising cookies or tracking pixels.

8. Data retention

We retain your data for as long as your subscription is active plus 30 days after cancellation, so you can re-activate without losing history. After 30 days you can request permanent deletion.

9. International transfers

Your data is stored on US-based servers. If you access the Service from outside the US, you consent to the transfer and processing of your data in the US.

10. Changes to this policy

We may update this Privacy Policy. Material changes will be emailed to your owner address with at least 30 days' notice.

11. Contact

Privacy questions: info@childcheckoh.com