PlayDay Privacy Policy

Solano Software LLC ("PlayDay," "we," "us," or "our") operates the PlayDay mobile app and web dashboard (together, the "Service"), which childcare providers use to manage enrollment, daily logs, messaging, and billing, and which parents/guardians use to stay connected with their child's care. This Policy explains what information we collect, how we use it, and the choices you have.

By using the Service, you agree to the collection and use of information as described here. If you don't agree, please don't use the Service. This Policy should be read together with our Terms of Service.

1. Who this applies to

The Service has three kinds of users:

• Providers are childcare business owners, who use PlayDay to manage their roster, record daily activity, track attendance, message families, keep a calendar, generate licensing paperwork and contracts, track expenses, and issue invoices.
• Staff are assistants and other team members a provider invites. They can access only the parts of the Service the provider allows.
• Parents/guardians are invited by a provider (or join by submitting an intake form). They view their child's daily reports, check their child in and out, message the provider, and view invoices and pay them, either outside the Service or online by bank transfer.

Accounts are for adults only. Information about a child is entered by the child's provider or parent/guardian. The Service does not knowingly collect information directly from children. See Section 6, Children's Privacy, below.

2. Information we collect

Account information

• Name, email address, phone number, and role (provider, staff, or parent)
• For staff, the access permissions their provider has assigned
• Login credentials (handled by our authentication provider; we don't store your password in plain text)
• Push notification tokens tied to your device, and notification preferences

Daycare information (entered by a provider)

• Business name, address, operating hours, and the daycare's map location (used for check-in range)
• Contract terms and policies (e.g., tuition, fees, hours, and late-pickup rules), and documents a provider uploads to set them up
• Business expenses and vendor records a provider chooses to track

Child information (entered by a provider or parent)

• Name, date of birth, sex, and home address
• Optional demographic information requested on state immunization forms (ethnicity and race)
• Guardian, emergency contact, and authorized-pickup details (name, relationship, phone, email, address, and, for guardians, employer information)
• Physician and dentist contact and insurance information
• Allergies, food restrictions, sleep habits and infant sleep plans, and free-text notes a provider or parent chooses to record
• Immunization/vaccination records, including uploaded photos or documents of vaccination history and the vaccine dose dates extracted from them (see Section 3, AI-assisted features)
• Therapists and specialists who visit the child at the daycare (name, discipline, and contact details) and records of those visits
• Daily activity logs a provider records: meals, milk/bottle feedings, diaper changes, naps, activities, developmental milestones, notes, check-in/check-out times, and any photos or videos attached to those logs
• Enrollment contracts generated for the child's family

Check-in and check-out

When a parent checks a child in or out through the app, we collect:

• the parent's signature;
• the time; and
• if the parent allows location access, the phone's location at that moment and how far it is from the daycare.

The provider sees whether the check-in happened within the daycare's set range. Location is collected only at the moment of check-in or check-out, while the app is open. We don't track location in the background or at any other time. A parent who declines location access can still check their child in and out.

Parents can also send an "on my way" or arrival notice with an estimated arrival time. This notice doesn't include location.

Messages and communications

Messages, replies, comments, reactions, announcements, and any photos or videos exchanged between providers, staff, and parents through the Service.

Licensing and compliance documents

At a provider's request, the Service can populate childcare-licensing paperwork (such as enrollment, emergency-information, and immunization-record forms required by your state's childcare licensing authority) and enrollment contracts, using the child and family information already stored in the account.

Billing and payment information

• Provider subscriptions. Subscriptions bought in the app are handled entirely by the Apple App Store or Google Play, with RevenueCat managing subscription status. Subscriptions bought on the web are handled by Stripe. In either case, we receive confirmation that a subscription is active and related metadata (and, for web subscriptions, billing name, email, and address for tax purposes). We never receive or store your full card number.
• Tuition invoicing. Providers create invoices, line items, and payment records (e.g., noting a payment made by cash, check, Zelle, or Venmo) so families can track balances. Payments made outside the Service happen directly between the provider and the family, and we simply store the record the provider enters.
• Online bank (ACH) payments and auto-pay.
  • When a provider accepts online payments, Stripe collects the provider's business and identity information to open and verify its payment account. We store the account's identifier and status.
  • When a parent pays an invoice online or turns on auto-pay, the parent's bank account details are collected and verified by Stripe. We don't receive or store full bank account or routing numbers.
  • We store the bank's name, the last four digits of the account, payment and auto-pay status, the auto-pay limit the parent sets, and the history of payments made through the Service.

Usage and device information

We collect limited technical information needed to operate the Service, such as device type, app version, and error/crash logs, and standard server logs (IP address, timestamps, requests) generated by our hosting infrastructure.

3. AI-assisted features

The Service uses Google's Gemini API in a few places to save a provider manual data entry. In each case:

• the underlying content (an image, document, file, or note text) is sent to Google for processing, subject to Google's API terms;
• the result is presented back for the provider to review, edit, and confirm before it's saved; and
• none of these features write data automatically without provider review.

The features are:

• Immunization record reading. When a provider uploads a photo of a child's vaccination record, the Service reads it and suggests vaccine dose dates for the relevant licensing form. Newly extracted records are flagged "needs review" until a provider confirms them.
• New-child document scanning. When adding a child, a provider can photograph or upload an existing intake document instead of typing it in. The document is read to prefill the child's record, potentially including:
  • the child's name, date of birth, and address;
  • guardian and emergency contact details (including a guardian's employer information);
  • physician/dentist contact information, and insurance plan and policy numbers; and
  • allergies, food restrictions, and notes.
  The provider reviews everything before saving.
• Roster import. A provider can upload an existing roster (such as a spreadsheet or document) to add several children at once. The file is read to suggest each child's name, date of birth, and parent/guardian name and email, for the provider to review before saving.
• Quick Note parsing. A provider can type or paste a free-text note describing one or more children's day (e.g., meals, diapers, naps, activities), and the Service converts it into structured daily-log entries. The note text, including any child names and details it contains, is sent for this processing. The provider reviews and edits the resulting entries before submitting them.
• Contract policy extraction. A provider can upload their existing contract, handbook, or policy document, and the Service reads it to suggest enrollment-contract terms such as hours, fees, and policies. The provider reviews the suggestions before they're used.
• Licensing form field mapping. When a provider uploads a new blank licensing PDF form template, the Service reads its field layout once and proposes how each field should map to the app's data schema, so the form can later be auto-filled from stored records. This processes the blank form template itself, not a specific child's filled-in data. The provider reviews the proposed mapping before it's used.

We are not responsible for errors in AI-extracted or AI-parsed data that a provider has not verified.

4. How we use information

• To provide the Service: daily logs, attendance and check-in, messaging, calendar, invoicing and payments, notifications, and licensing form and contract generation
• To create and secure accounts, and to authenticate you
• To process online tuition payments and auto-pay through Stripe, and to notify you before scheduled debits
• To send transactional emails (invites, password resets, invoice and payment notices) and push notifications (for example new messages, daily reports, reminders, birthdays, and alerts about possibly missing log entries)
• To send providers onboarding emails about getting set up and using the Service
• To process and manage subscriptions
• To respond to support requests
• To detect, prevent, and address technical issues, fraud, or misuse
• To comply with legal obligations, including a provider's recordkeeping obligations under childcare licensing law

We do not use child or family information for advertising, and we do not sell personal information.

5. How we share information

Within your daycare

Information a provider or parent enters is visible to the other party as needed to run the daycare relationship — for example, a parent can see the daily logs, messages, and invoices tied to their own child, and a provider's staff can see the information the provider has given them access to.

Service providers

We share information with vendors who process it on our behalf, only as needed to operate the Service:

These vendors are only permitted to use information as necessary to provide services to us.

Legal and safety

We may disclose information if required by law, subpoena, or other legal process, or where we believe in good faith it's necessary to protect the safety of a child, user, or the public, or to protect our rights.

Business transfers

If PlayDay is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction. We'll notify you of any such change and any choices you may have.

We do not sell personal information, and we do not share it with third parties for their own advertising purposes.

6. Children's privacy

PlayDay is a tool for childcare providers and parents/guardians — it is not directed at children, and children do not create or use accounts. Information about a child is entered into the Service by their provider or their parent/guardian, who is responsible for the accuracy of what they submit and for having the authority to submit it. If you believe a child has provided us information directly outside of this process, contact us at support@playdaycare.app and we'll address it.

7. Data retention

We retain information for as long as your account is active, plus any additional period needed for the purposes described in this Policy — for example, because a provider is required to retain enrollment or health records under childcare licensing regulations, or because we need billing records for tax or accounting purposes. When you request deletion, we delete or de-identify information that we're not otherwise required to keep; see the Delete Your Account page for details.

8. Security

We use industry-standard safeguards — including encryption in transit, access controls, and authenticated APIs — to protect information in the Service. No method of transmission or storage is 100% secure, and we can't guarantee absolute security.

9. Your rights and choices

• Access and correction: you can view and update most account and child information directly in the app.
• Notifications: you can manage push notification preferences in the app or your device settings.
• Deletion: you can request deletion of your account and associated data at any time — see the Delete Your Account page.

Because a provider's account holds records for multiple families, a parent's deletion request is generally limited to that parent's own account and personal information; records the provider is independently required to retain (e.g., licensing files) remain with the provider.

10. California privacy rights

If you're a California resident, the California Consumer Privacy Act (as amended) may give you the right to:

• know what personal information we've collected about you;
• request deletion or correction of it;
• opt out of the "sale" or "sharing" of personal information; and
• limit the use of sensitive personal information.

We don't sell or share personal information as those terms are defined by the CCPA.

Some information in the Service is "sensitive personal information" under the CCPA. Examples include a child's health and immunization information, racial or ethnic origin (if a provider or parent chooses to record it), precise location captured at check-in, and account login credentials. We use sensitive personal information only to provide the Service and for the other purposes the CCPA permits, not to infer characteristics about anyone. For that reason, a separate right to limit doesn't apply.

To exercise these rights, contact us at support@playdaycare.app. We'll verify your identity before responding. In the twelve months before this Policy's effective date, we collected the categories of personal information described in Section 2. We collected them from you and, where you use the Service on behalf of a family or daycare, from the other party to that relationship.

11. Where data is processed

The Service is intended for use in the United States, and information is stored and processed on servers located in the United States through our vendors listed above. If you access the Service from outside the United States, your information will be transferred to and processed in the United States.

12. Changes to this policy

We may update this Policy from time to time. If we make material changes, we'll notify you through the app or by email before they take effect. The "Effective date" above reflects the most recent revision.

13. Contact us

Questions about this Policy or how we handle your information?

Email: support@playdaycare.app

© 2026 Solano Software LLC. All rights reserved.