Privacy Policy

Who is responsible

The childcare center that serves you is responsible for your data and your child's: it decides what it asks for, why, and how long it keeps it. eKlever Tech LLC operates the platform on the center's behalf, as a processor: it hosts the data, protects it and deletes it when the center or its retention policy says so, and never uses it for any purpose of its own.

What is collected, and at which door

Each part of the product collects only what it needs to work:

• Public enrollment application: the child's name and date of birth, the guardian's contact details and the answers to the center's form. A bot check (Cloudflare Turnstile) protects the form without recording who you are.
• The child's record: enrollment, attendance, health information (allergies, medications, incidents), the people authorized to pick the child up and their codes (stored only as hashes), and photos, always with the guardian's consent.
• Staff and family accounts: name, email, notification preferences and the messages you exchange with the center.
• Pickup kiosk: when someone with a temporary code picks a child up, a photo of their ID is taken to verify the handover. That image is kept 6 months by default and then removed; the record of who collected whom stays.
• Electronic signatures: the name, the method, the date, the originating network truncated (never the full address) and the browser, for 24 months.
• Arrivals: if you share your location when announcing you are on your way, the distance to the center is computed and the position is discarded at once; it is never stored.
• Online payments: card or bank account details go directly to the payment processor; the platform keeps only the last four digits and the outcome of the charge.
• AI assistant: the questions the center's staff ask about their own center, and the answers.
• Phone numbers: the center keeps the guardians' phone numbers in the family record so it can call them and, in an emergency, text them. Nobody is texted without a ten-digit mobile number on file.

What they are used for

For what the center asked of you: handling the application, caring for the child safely, communicating with you, billing, and complying with the agencies that license the center. Never for advertising, never for sale.

How long they are kept

Each center sets its periods per category, starting from the platform's defaults. When a period runs out, a nightly job anonymizes or deletes, as configured:

• Enrollment applications not taken and lost leads: 12 months after the decision; anonymized (the reference, the status and the dates stay; the child and the family do not).
• The child's record: 84 months after leaving, never fewer than 60; anonymized.
• ID photo at the kiosk: 6 months; the image is removed.
• Browser trace on signatures: 24 months; the signature stays.
• AI assistant conversations: 24 months; those touching health data, 3 months at most.
• Notifications and sent emails: 12 months. Audit trail: 84 months, without contact details.
• Text messages: the delivery record of each text (number, status, provider reference) is deleted 30 days after the message is sent or fails; the alert or notice itself stays with the center's records.
• Visitor log: 36 months; the time and the purpose stay and the visitor's name is anonymized. Personnel file: 60 months after the end of the employment; anonymized.

A guardian may ask the center to anonymize their child's record early; two people at the center approve it.

Whom they are shared with

The platform relies on providers that process data on the center's behalf, under contract and only to deliver the service:

• Supabase: database, file storage and authentication (servers in the United States).
• Vercel: application hosting.
• Cloudflare Turnstile: bot check on the public form.
• The email provider the center configures (Resend or its own SMTP server) for email notifications.
• Accepta: card and ACH payment processing when the center collects online.
• Twilio: delivery of the text messages (SMS) a center sends; Twilio receives the phone number and the text of the message only to deliver it, nothing else.
• Anthropic: processes the AI assistant's questions under a zero-retention, no-training agreement. Health data reaches the provider only if the center expressly enables it, and those conversations are kept 3 months at most.

No data is sold or shared with third parties for their own purposes. No mobile information is shared with third parties or affiliates for marketing or promotional purposes. What the providers above receive is limited to running the service (Twilio, for example, receives a phone number only to deliver the texts); text messaging opt-in data and consent are not shared with any other third party. The agencies that license the center receive what the law requires, through the center.

Text messages (SMS)

A childcare center that uses the platform can send text messages to the phones of the guardians who agreed to receive them, through the messaging account of eKlever Tech LLC. The texts are informational and transactional: emergency and closure alerts, billing and payment notices, attendance and pickup notices, updates about the child, and reminders of appointments and forms to sign. They are never marketing or promotional: there is no marketing text program and no marketing opt-in.

• What is collected: the phone number the center keeps in your record, your SMS consent (the date, how it was given and the version of the text you accepted) and the delivery status of each text.
• What it is used for: delivering the center's messages of the kinds above, with the center's name at the start of every text. Notices about the child's health or incidents carry no details: they point to the secure family portal. The center decides when to send one; eKlever Tech LLC never sends texts of its own.
• Frequency and rates: message frequency varies with the center's activity and yours. Message and data rates may apply. Reply HELP to any text for help, or write to privacy@eklevertech.com.
• How to stop them: reply STOP to any text, or turn off «Text messages (SMS)» in your account. The center's notices still reach you in the app, by push and by email.
• How long: delivery records are deleted 30 days after the text is sent or fails; your consent stays with your record until the center anonymizes it.

We do not share, sell, or provide your mobile phone number or messaging consent data to third parties or affiliates for marketing or promotional purposes.

How they are protected

Each center's data is isolated in the database by row-level policies; every connection is encrypted; pickup codes and invitation links are stored only as hashes; sensitive actions ask you to sign in again; every change lands in an audit trail that carries no contact details; network addresses are truncated on arrival.

Your rights

To access, correct or request the deletion of your data or your child's, write to the center: its staff can export and anonymize them from the platform. For anything about the platform itself, write to us at privacy@eklevertech.com.

Minors

The platform creates no accounts for children and collects no data from them directly. It is used by adults: the center's staff and the guardians.

Changes

If what the platform does with data changes, this page is updated and the center may notify you. The date of the last update is shown above.