Privacy Policy

Effective date: July 9, 2026

This Privacy Policy explains how CenterWide (“CenterWide,” “we,” “us,” or “our”) collects, uses, and shares personal information in connection with our childcare management platform, websites, and related services (the “Service”). It applies to childcare centers, preschools, camps, and similar organizations that use the Service (“Centers”), their staff and administrators, and the parents, guardians, and authorized contacts who use the parent portal.

1. Information we collect

We collect information in the following ways:

Information you or your Center provides

• Account and contact information for staff, administrators, parents, guardians, and authorized contacts, such as name, email address, phone number, mailing address, and login credentials.
• Children’s information entered by Centers or parents, such as name, date of birth, photos, enrollment and classroom details, attendance and check-in/out records, allergies, dietary and medical notes, immunization information, and authorized pickup lists.
• Billing information, such as invoices, tuition plans, balances, payer relationships, and limited payment metadata (payment method type and the last four digits, where available).
• Communications and content, such as messages, documents, forms, notes, and uploads.

Information collected automatically

• Usage and device data, such as IP address, browser and device type, pages viewed, and timestamps, collected through logs and cookies to operate and secure the Service.

2. Children’s information

The Service is designed for use by childcare providers and families and necessarily involves information about children. Children do not create accounts or interact with the Service directly; information about a child is entered by the Center or by the child’s parent or guardian. Centers are responsible for obtaining any parental or guardian consent required by law (for example, under COPPA or, where applicable, FERPA or state education and childcare rules) before collecting or sharing a child’s information. We use children’s information only to provide the Service to the Center and do not use it to build advertising profiles or sell it. Parents and guardians may exercise rights regarding their child’s information through the Center.

3. How we use information

We use personal information to:

• provide, operate, maintain, and secure the Service;
• enable enrollment, attendance, classroom management, messaging, documents, reporting, and the parent portal;
• process tuition, invoices, and payments, including recurring or autodraft payments a user enables;
• send transactional and administrative communications (such as invites, receipts, alerts, and account notices);
• provide customer support and respond to requests;
• monitor, troubleshoot, and improve the Service and develop new features;
• detect, prevent, and address fraud, abuse, and security incidents; and
• comply with legal obligations and enforce our terms.

We do not sell personal information, and we do not use children’s information for targeted advertising.

4. Payment and financial information

Payments are processed by third-party payment processors (including Stripe). When you provide payment card or bank-account details, they are collected and handled by the processor under its own terms and security controls. CenterWide does not store full card numbers or full bank-account numbers; we retain limited information such as payment method type, expiration, and the last four digits to display and manage payments. Handling of financial account information is also subject to applicable financial-privacy laws.

5. How we share information

We share personal information only as needed to operate the Service:

• Within your Center’s workspace, with administrators, staff, and the parents/guardians and authorized contacts to whom the Center grants access.
• With service providers and subprocessors that perform functions on our behalf (see below).
• For legal reasons, when we believe disclosure is required by law, legal process, or to protect the rights, safety, or property of CenterWide, our customers, or others.
• In a business transfer, such as a merger, acquisition, financing, or sale of assets, subject to this policy.
• With your direction or consent, or that of your Center.

6. Service providers and subprocessors

We rely on a limited set of vendors to deliver the Service. Categories include:

These providers are authorized to use personal information only to perform services for us and are required to protect it. We can provide the current list of subprocessors on request.

7. Cookies and analytics

We use cookies and similar technologies that are necessary to sign you in, maintain sessions, remember preferences, and keep the Service secure. We may use limited, privacy-respecting analytics to understand how the Service is used and to improve it. You can control cookies through your browser settings, though disabling essential cookies may prevent parts of the Service from working. We do not use the Service to serve behavioral advertising.

8. Data security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit, access controls and role-based permissions, and monitoring. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Centers and users are responsible for safeguarding their credentials and for configuring access appropriately. If we become aware of a security incident affecting personal information, we will notify affected Centers and comply with applicable breach-notification laws.

9. Data retention

We retain personal information for as long as a Center’s account is active or as needed to provide the Service, and thereafter as required to comply with legal, licensing, tax, accounting, or recordkeeping obligations, resolve disputes, and enforce agreements. When a Center ends its subscription, we make Customer Data available for export for a limited period on request and then delete or de-identify it in the ordinary course, subject to legal retention requirements and routine backup cycles.

10. Your privacy rights

Depending on where you live and your relationship with us, you may have rights to access, correct, delete, or obtain a copy of your personal information, or to object to or restrict certain processing. Because much of the information in the Service is controlled by Centers:

• If you are a parent, guardian, staff member, or authorized contact, please direct requests about information in a Center’s account to that Center. We will assist the Center in responding.
• If you have an account directly with us, you may contact us using the details below.

We will not discriminate against you for exercising your privacy rights.

11. U.S. state privacy notices

Residents of certain U.S. states (such as California, Colorado, Connecticut, Utah, and Virginia) may have additional rights under state privacy laws, including rights to know, access, correct, delete, and to opt out of the “sale” or “sharing” of personal information and targeted advertising. CenterWide does not sell personal information or share it for cross-context behavioral advertising, and we do not use children’s information for targeted advertising. When we handle information on behalf of a Center, we do so as a service provider/processor under the Center’s instructions. To exercise state privacy rights, contact your Center or us as described below; we may need to verify your identity before responding.

12. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will provide notice through the Service or by email and update the effective date above. Your continued use of the Service after changes take effect means you accept the updated policy.

13. Contact us

For questions about this Privacy Policy or our privacy practices, contact:

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