Privacy Notice

Last updated: 6/1/2026

1. Who we are

This Privacy Notice describes how Childcare Buddy ("we", "us", "our") collects and uses personal data when you use our website and software (the "Service"). Childcare Buddy is the data controller for the personal data described in this notice.

2. Personal data we collect

Account data: name, email address, password, and role (e.g. administrator, educator).
Centre data you enter: child records, family contacts, attendance, documents, messages, and other operational information you choose to store in the Service.
Support data: messages you send us when you contact support.
Usage and device data: log records, IP address, device and browser type, pages viewed, and similar telemetry collected automatically when you use the Service.
Cookies and similar technologies: small files used to keep you signed in and to operate the Service.

Payment card details are collected directly by our payment processor, Paddle, and are not stored on our systems.

3. How we use personal data

To create and manage your account and provide the Service.
To process subscriptions and payments through Paddle.
To respond to your support requests.
To keep the Service secure, prevent fraud, and investigate misuse.
To improve the Service, fix bugs, and develop new features.
To send service-related communications (for example, important changes to the Service or to our terms).
To comply with legal obligations.

4. Legal basis

We process personal data on the following bases: performance of our contract with you (to provide the Service you signed up for), our legitimate interests (for example, securing the Service and improving it), your consent (where required, for example for certain cookies or marketing), and compliance with legal obligations.

5. How we share personal data

We share personal data only with the categories of recipients below:

Service providers and subprocessors who help us operate the Service, such as cloud hosting, database, email delivery, error monitoring, and analytics providers.
Paddle, our Merchant of Record, for the sale of the Service, subscription management, payments, invoicing, and tax compliance. Paddle's privacy notice is available at paddle.com/legal/privacy.
Professional advisers such as accountants and lawyers where reasonably necessary.
Authorities where we are required to disclose information by law or to protect our rights.

We do not sell personal data.

6. Data retention

We keep personal data for as long as your account is active and for a reasonable period afterwards to meet legal, accounting, or reporting requirements. Centre data you upload is retained while your subscription is active and is deleted or anonymised when no longer needed. You can request deletion at any time by contacting us.

7. Security

We use appropriate technical and organisational measures to protect personal data, including encryption in transit, access controls, and regular reviews of our systems. No service can be guaranteed completely secure, so please use a strong password and keep your credentials private.

8. Your rights

Depending on where you live, you may have rights to access, correct, delete, restrict, or object to our processing of your personal data, to receive a copy in a portable format, and to withdraw any consent you have given. To exercise these rights, email hello@childcarebuddy.com. You may also have the right to complain to your local data protection authority.

9. Cookies

We use cookies and similar technologies that are essential for the Service to work (for example, to keep you signed in) and a small number of analytics cookies to understand how the Service is used. You can control cookies through your browser settings.

10. International transfers

Personal data may be processed in countries outside your own. Where required, we use appropriate safeguards (such as standard contractual clauses) to protect the data.

11. Changes to this notice

We may update this Privacy Notice from time to time. If changes are material we will notify you, for example by email or in the Service.

12. Contact

Questions about this notice? Email hello@childcarebuddy.com.