Terms of service

1. Who provides the service

ChildQix is provided by Smartqix LLC, 175 South 3rd Street, Suite 200, Columbus, OH 43215, United States. Questions can be sent to support@childqix.com.

These terms apply to use of ChildQix. A centre’s signed service order, subscription agreement or data processing agreement may contain additional terms. A specifically agreed provision takes priority over a conflicting general provision here for that subject. These terms do not replace a family’s agreement with its centre or override rights that the law does not allow a contract to exclude.

Please read these terms before using the service. Using ChildQix is subject to these terms. A demo enquiry is a request for a conversation; it does not create a paid subscription or a childcare placement.

2. Adult accounts and access

Accounts are for adults aged 18 or older who are authorised to act as centre owners, staff, educators, parents or guardians. Children must not be given their own login. If you act for an organisation, you must have authority to do so.

Provide accurate details, use your own account and keep credentials private. Tell your centre and us promptly if you suspect someone else has gained access. Do not share a staff account with a family or use another person’s invitation.

Your centre controls membership, roles and links to children. Access can change when a role or relationship ends. An account may be connected to more than one centre, but that does not authorise access to another centre’s records. Platform administrators use separate accounts; authorised support access is controlled and recorded.

3. Centre and family responsibilities

Each centre is responsible for its services, staffing, supervision, safeguarding, admissions, record accuracy and applicable legal requirements. It must establish a lawful basis for records it enters, provide privacy notices, obtain permissions where required and maintain appropriate retention practices.

Only upload information you are authorised to provide. Give particular care to health records, child photographs, incident details, signatures and pickup permissions. A guardian’s account or billing contact does not by itself establish legal custody or authorisation to collect a child; the centre must verify those matters.

Parents and guardians should keep contact and emergency information current and notify their centre about inaccurate information or an access concern. ChildQix does not determine custody rights, medical treatment or a centre’s childcare obligations.

4. Acceptable use

• Do not upload unlawful, abusive, exploitative, discriminatory or infringing material, or content that puts a child or another person at risk.
• Do not harass others, impersonate a person, falsify care or financial records, or distribute private records outside their authorised purpose.
• Do not bypass access controls, probe another centre’s data, steal credentials, introduce malware or disrupt the service.
• Do not scrape or commercially reuse personal information from ChildQix, or use it for unsolicited advertising.

Report misuse or objectionable content to your centre and support@childqix.com, identifying the relevant record without unnecessarily forwarding sensitive content. We may investigate and restrict access or remove material where warranted. Contact emergency services directly if someone is in immediate danger.

5. Content, software and privacy

You and your centre retain your respective rights in submitted content. You give us permission to store, process, transmit, display and back up that content only as needed to provide and support ChildQix, act on authorised instructions and fulfil legal obligations. This does not give us ownership of children’s photographs or permission to use them in advertising.

Smartqix LLC and its licensors retain their rights in the ChildQix software, branding and website. We permit you to use the service and app for their intended purposes while you have authorised access, subject to applicable app-store terms. Open-source components remain subject to their own licences.

Our privacy policy explains information handling and privacy requests. A centre’s notices and data processing arrangements apply to its records. Access to a photograph or document does not give you permission to publish it elsewhere.

6. Subscriptions and centre fees

A centre’s ChildQix plan, prices, taxes, payment schedule, renewal, cancellation and refund arrangements are those presented and agreed when the centre subscribes. These terms do not introduce a new charge, automatic renewal commitment or fee for parents. Changes must follow the applicable agreement and law.

Invoices for childcare services are issued by the centre. The centre is responsible for fee rules, attendance charges, credits, refunds and disputes with families. Recording a payment in ChildQix does not make Smartqix LLC the childcare provider or guarantee settlement.

Where a payment provider is offered, its terms also apply. Do not put payment-card passwords, PINs or security codes into messages or documents. Uninstalling the app or requesting deletion of a login does not by itself cancel a centre’s subscription or resolve outstanding childcare fees.

7. Availability and safety

Features may differ by role, plan, platform and centre configuration. Connectivity, maintenance, upgrades or third-party services can interrupt access or delay notifications. Offline changes are not available to other users until successfully synchronised; sign-out can discard unsynchronised work.

ChildQix is not an emergency service, medical advice service or substitute for direct supervision. A message or notification does not guarantee that a recipient has read it. Centres must maintain procedures for urgent communication, pickup verification, safeguarding and service interruptions.

We aim to maintain a useful and reliable service, but do not promise uninterrupted access, error-free records or suitability for every jurisdiction. Agreed support or availability commitments remain governed by the relevant service agreement.

8. Suspension and ending access

We may restrict access where reasonably necessary to protect people or systems, address misuse, comply with law or enforce a service agreement. We will provide notice and an opportunity to resolve the issue where appropriate, unless an urgent risk or legal restriction prevents this. A centre may also end a membership when the authorised relationship ends.

You can request account deletion in the app or on our account deletion page. For help, contact support@childqix.com to request account deletion. Centre owners should arrange any required ownership transfer and contact us about service termination and data export. Ending one person’s access does not automatically terminate a centre’s service or delete its records.

Deletion requests, verification, records retained for lawful reasons and backups are explained in the privacy policy. Disabling an account is not the same as deleting it.

9. Liability, disputes and changes

Responsibility for loss is determined by applicable law and any valid service agreement. Nothing here excludes or limits liability that cannot lawfully be excluded or limited, or removes mandatory consumer or privacy rights. Childcare responsibilities remain with the centre; this does not excuse our own legal obligations.

These terms are governed by the laws of Ohio, United States, except where mandatory local law requires otherwise. Consumers retain any rights to the protections or courts available under mandatory law where they live. Please contact us first so we can try to resolve a concern; doing so does not prevent you from exercising legal rights.

We may update these terms as the service or legal requirements change. The effective date identifies the version. We will give additional notice of material changes and seek agreement where required. A change to this page does not retroactively alter an agreed subscription charge.