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 two kinds of accounts:

• Providers — childcare businesses and their staff, who use PlayDay to manage their roster, record daily activity, message families, generate licensing paperwork, and issue invoices.
• Parents/guardians — invited by a provider (or by submitting an intake form) to view their child's daily reports, message the provider, and view/pay invoices outside the app.

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 or parent)
• 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

Child information (entered by a provider or parent)

• Name, date of birth, sex, and home address
• 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 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)
• Daily activity logs a provider records — meals, milk/bottle feedings, diaper changes, naps, activities, developmental milestones, check-in/check-out times, and any photos or videos attached to those logs

Messages and communications

Messages, comments, reactions, announcements, and any photos or videos exchanged between providers 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) using the child and family information already stored in your account.

Billing information

• Provider subscription: if a provider subscribes to a paid plan, the purchase is handled entirely by the Apple App Store or Google Play, using RevenueCat to manage subscription status. We receive confirmation that a subscription is active and related metadata — we never receive or store your payment card number.
• Tuition invoicing: the Service lets a provider create invoices, line items, and payment records (e.g., noting that a payment was made by cash, check, Zelle, or Venmo) so families can track balances. PlayDay does not process, collect, or transmit these tuition payments — they happen directly between the provider and the family, outside the Service, and we simply store the record the provider enters.

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, or note text) is sent to Google for processing, subject to Google's API terms, and the result is presented back for the provider to review, edit, and confirm before it's saved — none of these features write data automatically without provider review.

• 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, address, guardian and emergency contact details (including a guardian's employer information), physician/dentist contact information, insurance plan and policy numbers, allergies, food restrictions, and notes — 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.
• 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, messaging, invoicing, notifications, and licensing form generation
• To create and secure accounts, and to authenticate you
• To send transactional emails (invites, password resets, invoice notices) and push notifications
• 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 roster, log, and messaging data for the children in their care.

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, and opt out of the "sale" or "sharing" of personal information. We don't sell or share personal information as those terms are defined by the CCPA. 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, the categories of personal information we've collected are those described in Section 2, collected 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.