This Privacy Policy explains how ControlCare System LLC ("ControlCare", "we", "us") collects, uses, shares and protects information when schools, staff and families use the ControlCare website, web platform and mobile apps (together, the "Service").
1. Our role and the school's role
ControlCare is used by childcare centers, preschools and similar programs (each a "School"). The School decides which children, families and staff are added to the Service and what information is recorded about them. When we process that information, we do so on behalf of the School and under its instructions, as its service provider.
If you are a parent, guardian or staff member and have a question about the records a School keeps about you or your child, please contact the School first. We will help the School respond, and you can also contact us directly at privacy@controlcare.io.
2. Information we collect
Information provided by the School, staff and families
- Account information: name, email address, phone number, role, preferred language and password (stored only in hashed form).
- Child information: name, date of birth, classroom, enrollment details, attendance and check-in/check-out times, authorized pickup persons, allergies, medical and care notes, immunization and other records, photos and videos, daily reports (such as meals, naps, diapering and activities), incident reports, developmental observations and curriculum progress.
- Family and contact information: parents, guardians and emergency contacts, their relationship to the child, contact details, signatures and the forms and documents they complete.
- Staff information: contact details, position, schedules, time clock records, hiring and onboarding documents and training records.
- Billing information: invoices, payments, balances and subsidy information. Card and bank details are entered directly with our payment processors (such as Stripe) and are not stored on our servers.
- Messages and content: messages, comments, photos, files and other content that users send or upload through the Service.
Information collected automatically
- Device and usage information: IP address, device type, operating system, app version, browser type, pages and features used, dates and times of access, and error and diagnostic logs.
- Push notification tokens: identifiers issued by Apple or Google so we can send notifications to your device.
- Cookies and local storage: used to keep you signed in, remember your preferences and protect the Service. We do not use advertising cookies or third-party ad trackers.
We do not collect your precise location.
3. Optional face check-in
A School may choose to turn on face check-in at its front-desk kiosk. When it does, an adult (a parent, guardian, authorized pickup person or staff member) may register a photo of their face. The Service converts that photo into a numerical face template that is used only to confirm the person's identity when they check a child in or out or clock in for work.
- Face check-in is used only for adults. It is not used to identify children.
- Face photos and templates are used only for check-in at that School. We never sell them, never use them for advertising and never share them with other Schools or third parties, except our hosting providers that store data on our behalf.
- The School is responsible for obtaining each person's consent before registering their face. Anyone can choose not to register and use the School's other check-in options, such as a PIN.
- Face photos and templates are deleted when the person is removed from the School, when the School turns the feature off, when the School stops using the Service, or when the person asks the School or us to delete them, and in any case no later than the time limits set by applicable law.
4. Optional classroom cameras
A School may connect its own camera system to the Service so that people it authorizes can watch live video of classrooms. The cameras are owned and operated by the School. ControlCare shows the video only to users the School has authorized, and records which user viewed which camera and when, so the School can audit access.
5. How we use information
- To provide and operate the Service for the School and its users, including check-in, daily reports, messaging, billing and reports.
- To send notifications, receipts, account and security messages.
- To provide customer support and respond to requests.
- To keep the Service secure, prevent fraud and abuse, and keep audit logs.
- To maintain, troubleshoot and improve the Service, using aggregated or de-identified information where possible.
- To comply with legal obligations and enforce our agreements.
We do not sell personal information, we do not share it for cross-context behavioral advertising, and we do not use children's information to build advertising profiles or to show ads.
6. Children's privacy
The Service is designed for use by adults: School staff, parents and guardians. Children do not create accounts or use the Service themselves. Information about children is provided by the School or by the child's parent or guardian and is used only to provide the Service to the School and the family.
Where the Children's Online Privacy Protection Act (COPPA) applies, the School may consent to the collection of a child's information on the parent's behalf, for the sole purpose of providing the Service to the School. A parent or guardian may at any time ask to review the information about their child, ask us to delete it or refuse further collection, by contacting the School or writing to privacy@controlcare.io. Some records may have to be kept by the School to comply with childcare licensing or other laws.
7. How we share information
- With the School and the users it authorizes. For example, a parent sees information about their own children, and teachers see information about the children in their classrooms, according to the permissions the School sets.
- With service providers that help us run the Service under contracts that require them to protect the information and use it only to provide services to us: cloud hosting and storage, databases, email, text and messaging delivery, push notification services from Apple and Google, payment processing, payroll and other integrations the School chooses to turn on, and customer support tools.
- For legal reasons, when we believe in good faith that disclosure is required by law, subpoena or court order, or is necessary to protect the safety of a child or any person, or the rights and security of the Service.
- In a business transfer, such as a merger, acquisition or sale of assets, in which case the information remains subject to this Policy.
8. App permissions
The mobile apps may ask for permission to use your device's camera, photo library, microphone (only when recording a video), files and notifications. These permissions are used only for the action you start, such as taking a photo for a daily report, scanning or attaching a document, or receiving notifications. You can change these permissions at any time in your device settings.
9. How long we keep information
We keep information for as long as the School's account is active and as needed to provide the Service. When a School stops using the Service, we delete or return its information within a reasonable period, unless the School asks us to keep it longer to meet its own legal obligations or we are required by law to keep it (for example, financial and tax records). Backups are overwritten on a regular schedule.
If you ask us to delete your account, see Delete your account for what is deleted and what may be kept.
10. Security
We use administrative, technical and physical safeguards designed to protect information, including encryption in transit (HTTPS), hashed passwords, role-based access controls, audit logs of sensitive actions, and regular backups. No system is completely secure, so we cannot guarantee absolute security. If we learn of a security incident that affects your personal information, we will notify the School and, where required by law, you.
11. Your choices and rights
- You can review and update much of your account information in the app or by asking the School.
- You can turn off notifications in the app or in your device settings.
- You can ask for a copy of your information, a correction, or deletion by writing to privacy@controlcare.io.
- Depending on where you live, you may have additional rights under state privacy laws, such as the right to know, access, correct or delete personal information and to not be discriminated against for exercising these rights. We will respond to verified requests as required by law, and when the request concerns information we hold on behalf of a School, we will work with that School to respond.
The Service is intended for use in the United States. If you use it from another country, your information will be transferred to and processed in the United States and in other countries where our service providers operate.
12. Changes and contact
We may update this Privacy Policy from time to time. If we make material changes, we will notify Schools and users through the Service or by email before the changes take effect, and we will update the date at the top of this page.
Questions or requests:
ControlCare System LLC
2101 Park Center Dr, Ste 150
Orlando, FL 32835
United States
Email: privacy@controlcare.io