Privacy policy

1. Who is responsible

ChildQix is operated by Smartqix LLC, 175 South 3rd Street, Suite 200, Columbus, OH 43215, United States. Contact support@childqix.com about this policy.

Smartqix LLC is responsible for information used to manage ChildQix accounts, business relationships, enquiries, security and support. For a centre’s child, family, staff and care records, the centre generally decides why and how information is processed and acts as the data controller; we provide the service on its instructions as a processor or service provider. The centre’s privacy notice and its agreement with us also apply.

Parents should contact their centre about decisions concerning a child’s records. You can also contact us and we will help route the request. Being listed as a billing contact does not require a ChildQix login.

2. Information we handle

What is collected depends on the features your centre uses and your role. Information may come from you, your centre, an authorised family member or your use of the service.

• Accounts and access: name, email, phone number where supplied, password hash, account identifiers, centre memberships, roles, invitations, sessions and notification choices.
• Centre and family records: centre contact details; children’s names, dates of birth, photos and enrolment details; guardian relationships; emergency and pickup contacts; attendance and classroom assignments.
• Care and sensitive information: meals, naps, activities, daily reports, allergies, medical information, incident records, permissions, signatures and uploaded documents. A centre may provide health information needed for a child’s care. This information needs particular protection.
• Communications: messages, announcements, shared photos, notification delivery records and support correspondence.
• Billing: billing contacts, fee arrangements, invoices, balances, payment and refund records, transaction references and business subscriptions. Where an online payment provider is used, it processes payment credentials under its own notice; ChildQix receives information needed to identify and reconcile the transaction.
• Technical information: IP address, browser or device information, app version, device push token, request and security logs, and records of important account or workspace actions.
• Demo enquiries: name, email, organisation, country, approximate centre size, message and our follow-up notes. Do not put child records, passwords or medical information in a demo enquiry.

ChildQix is intended for adults, not for children to use independently. Children’s information is entered by authorised adults for childcare administration. Centres must give appropriate notices and establish the authority, consent or other lawful grounds required before entering or sharing those records.

3. Purposes and legal grounds

We use information to provide accounts and workspaces, connect families with centres, maintain care and attendance records, deliver requested messages and notifications, administer billing, answer enquiries, provide support, prevent misuse and meet legal obligations.

Where data protection law requires a legal basis, our own processing relies on performing a contract or taking requested steps before one, legal obligations, legitimate interests in operating and protecting the service, or consent where required. Consent can be withdrawn for future processing; withdrawal does not make earlier lawful processing unlawful.

Centres determine the legal basis for their records, including any additional condition required for health or other sensitive information. Accepting our terms is not a substitute for a centre obtaining those permissions. We do not use children’s records to target advertisements.

4. Access and providers

Centre information is available according to workspace roles, classroom assignments and family relationships. Parents see published care reports for linked children rather than staff working reports. Information you share becomes available to its authorised recipients.

Authorised platform personnel may access information when needed to operate the service, investigate a problem or provide support. Platform support access is controlled and recorded. We do not promise that centre information is inaccessible to the service operator.

Providers involved in operating the service may process information for hosting, file storage, backups, email and payments. Mobile push notifications use Expo’s push service and Apple or Google notification infrastructure. They receive device tokens and notification payloads needed for delivery. Report availability notifications link to authenticated content instead of including the full care report.

We may disclose information when required by law, to protect people or investigate abuse, to professional advisers where needed, or as part of a business transfer subject to applicable privacy obligations. We do not sell or rent personal information. A centre’s own disclosure to a third party is governed by its responsibilities and notice.

5. Your device, cookies and permissions

• Camera, photos and documents: when you attach a photo or document, the app uses your camera or system picker. Camera access is requested when needed. Only content you choose to upload is sent for that action. Device settings let you manage permissions; denying them limits the related attachment feature.
• Notifications: permission lets the app register a device token for push alerts. Change push and email preferences in the app or turn off system notifications. Essential account and security communications may still be needed.
• Offline use: selected business, attendance and care screens, and pending offline changes, are saved on your device. Sign-out clears the saved session and workspace cache; unsynchronised changes may be discarded. Use a device passcode, especially on shared devices. Files you download, export or share outside ChildQix remain under your control.
• Website storage: cookies protect forms and maintain sessions. Browser or app storage also remembers relevant settings. Blocking essential storage may prevent sign-in or secure forms from working.

The current website and app do not use advertising trackers or third-party behavioural analytics. The app does not request GPS location, your address book or microphone access. Addresses and event or incident locations entered by adults are record content, not continuous device tracking.

6. Retention and deletion

Account information is kept while needed to provide access and administer the account. Enquiries and support records are kept while needed to handle the request and related correspondence. Security, audit and financial records may be kept for applicable legal obligations, fraud prevention or resolving disputes.

Centres determine how long their child and operational records need to be kept, taking account of local childcare, safeguarding, health and financial requirements. Archiving a child or disabling a login is not the same as deleting the underlying records. There is no single retention period that applies to every centre and record.

Request deletion inside the app under Me → Delete my account, or use our public account deletion page. You confirm your current password. We aim to complete verified requests within 30 days and send a completion notice. You may cancel before review starts; account access closes when review begins. If you cannot verify your account, contact support@childqix.com. Tell us the account email and whether your request concerns your account, a child’s records or both. Do not send your password or identity documents in the first message. Requests are reviewed by authorised platform staff; uninstalling the app does not submit a deletion request.

We keep the request reference, dates and review outcome as an audit of how the request was handled. Contact details in the request are removed on completion; delivery payloads are erased after the mail transport accepts the notice. We verify the requester and coordinate with the centre where it controls the records. Removing an account does not automatically erase records a centre is legally required to retain, another person’s records or shared business records. We will explain information that must be retained and why. Backup copies may persist separately from active records until replaced under the applicable backup cycle.

7. Your rights

Depending on applicable law, you may have rights to access, correct, delete or receive a copy of information, restrict or object to processing, withdraw consent, or complain to a data protection authority. We respond within applicable legal time limits and may request proportionate verification to avoid disclosing information to the wrong person.

Contact your centre for its child records and support@childqix.com for account, website or platform privacy questions. You can ask us to stop demo follow-up at any time. If a request cannot be fulfilled, we will explain why and any available next steps. Using the service does not restrict your statutory rights.

8. Security and international processing

ChildQix uses access controls, hashed passwords, separate centre databases and audit records to help protect information. These measures do not remove all risk; protect your credentials and report suspected unauthorised access promptly.

SmartQix operates from the United States and Ghana. Authorised personnel and infrastructure providers may process information in countries other than yours, where privacy laws may differ. Applicable transfer requirements must be addressed in the arrangements for your centre, including contractual safeguards where required. Contact us for details about providers, processing locations and the arrangements applicable to your workspace.

9. Changes and contact

We update the effective date when this policy changes and provide additional notice of material changes where required. New uses requiring consent are not authorised merely by changing this page.

Read our terms of service.