Privacy Policy
Last updated:
What Daycare Copilot collects, why, who helps us run it, how long we keep it, and how to ask us to delete it. Written in plain language and based on how the product actually works today.
On this page
- 1. Who this covers
- 2. What we collect
- 3. How we use it
- 4. AI processing (OpenAI)
- 5. The shared resource library
- 6. Who helps us run the service
- 7. Where your data is processed
- 8. Cookies and similar technologies
- 9. How long we keep data
- 10. Your choices and rights; deleting your account
- 11. Children's information
- 12. Security
- 13. Changes to this policy
- 14. Contact
1. Who this covers
Daycare Copilot (“we”, “us”) provides a website and web app at daycarecopilot.com that helps home-daycare and early-childhood providers plan weekly activities, print resources and keep simple family records.
Daycare Copilot is for adults who run or work in a childcare program. Children do not create accounts or use the service. Parents or guardians only interact with it through the optional family check-in page, described below.
Questions about this policy or your data: support@daycarecopilot.com.
2. What we collect
We collect only what the product needs. Depending on the features you use:
- Account: your email address and password (the password is handled by our authentication provider and is stored only as a one-way hash), and optionally your name and a profile photo.
- Your daycare profile: daycare name, optional logo and brand colors, teaching style, languages, time zone, the number of children in each age group (for example “3 children aged 2–3”), preferred materials and budget, and planning preferences.
- Plans and resources: the weekly plans, activities, printables, images and translations generated for you, plus your feedback (for example activities you rejected or saved).
- Optional child and family records. If you use the Attendance and Family features you may enter a child's first and last name, date of birth, a parent/guardian name, and arrival/departure times. Family PINs are stored only as one-way hashes. You do not need to enter any child's personal information to plan a week.
- Subscription information: your plan, status and period dates. Payments are taken by Hotmart; we never receive or store your card number.
- Product usage: a small set of events (for example onboarding started, paywall viewed, checkout started, app opened) linked to your account when you are signed in, and not linked to anyone when you are not. These help us understand what works. They contain no plan or child content.
- Acquisition source: if you arrive through a tagged link (UTM), we remember the source in your browser and save it to your account.
- Technical data: your internet address and device information are handled by our hosting and security providers to deliver the site and prevent abuse.
- Messages to support: what you send to support@daycarecopilot.com.
3. How we use it
- To provide the service: create your account, generate and store your plans, resources and translations, run attendance and check-in, and show you your content.
- To operate subscriptions and usage limits.
- To keep the service secure and prevent abuse.
- To answer your requests and support messages.
- To understand and improve the product using the usage events above.
- To meet legal obligations and protect our rights.
We do not sell your personal information, and we do not use advertising trackers or share your data for advertising.
4. AI processing (OpenAI)
Daycare Copilot uses OpenAI (United States) to generate plan text, translations and images. To do that, we send OpenAI:
- your plan inputs: daycare name, how many children there are in each age group, teaching style, theme, goals, materials and budget, planning preferences, and the names of activities you used recently or rejected;
- the plan text we ask it to translate; and
- anything you type into a free-text box that is used to create a resource (for example a custom theme or a “Create with AI” request).
We do not send children's names, dates of birth, family information or attendance records to the AI provider, and the product has no feature that sends photos to it. Because free-text boxes are sent as you type them, please do not put a child's name, health information or other sensitive details in them.
According to OpenAI's current published terms for its business API, OpenAI does not use API content to train its models by default, and it may keep API requests and responses for a limited period (currently up to 30 days) for abuse monitoring. We have not enabled any special zero-retention arrangement with OpenAI. These terms are OpenAI's and can change; see OpenAI's own documents for the current version.
AI output can contain mistakes. See our AI Disclaimer.
5. The shared resource library
To avoid generating the same thing again and again, Daycare Copilot keeps a shared library of generated educational resources (activities, images, printables). A generic resource created because of a request may be reused for other educators. This is explained in our Terms of Service.
Before a generated resource can join the shared library it passes automated checks designed to keep it generic: for example, requests that include names, a daycare's name or logo, custom text or personalization are kept private. These checks are not perfect, so please do not put personal information in requests for resources. Resources that carry your logo, name or children's information are never intended to be shared.
7. Where your data is processed
Our database and files are stored in the United States (Supabase, US East), and our providers process data in the United States and possibly other countries. If you use Daycare Copilot from outside the United States, your information is transferred to and processed in the United States. If your country requires a specific transfer mechanism or notice, contact us.
9. How long we keep data
- Your account data is kept while your account exists.
- Hashed rate-limit records, family-PIN attempt records and generation retry records are removed by a daily cleanup.
- Product usage events are kept without a fixed end date; when an account is deleted they are kept only as anonymous metrics (the link to you is removed). The AI cost log contains no plan or child content and also loses its link to you on deletion.
- Backups held by our providers may keep deleted data for a limited time until they expire. We do not control their exact schedules.
10. Your choices and rights; deleting your account
Depending on where you live, you may have the right to access, correct, export or delete your personal information, to object to certain uses, or to withdraw consent. To make a request, write to support@daycarecopilot.com. We may need to verify that you own the account.
Deleting your account. There is not yet a self-service “delete my account” button, so deletion is done by us when you ask. We delete your account, daycare, children and attendance records, plans and private resources, and your profile photo and logo files. Before you ask, cancel any paid subscription in Hotmart (see our Refund Policy): deleting the account does not stop a Hotmart charge.
What can remain after deletion: generic resources already added to the shared library (they are licensed to us under the Terms and no longer carry a link to you), anonymous product metrics, records held by Hotmart or other providers under their own policies, and anything we must keep by law.
11. Children's information
Daycare Copilot is not directed to children and children do not use accounts. Information about children is entered by adult providers about the children in their care. If you enter it, you are responsible for having the authority and any parent/guardian permission required, and for following the child-care licensing, record-keeping and privacy rules that apply to your program.
In the United States, the Children's Online Privacy Protection Act (COPPA) applies to online services that are directed to children under 13 or that knowingly collect personal information from them. We do not knowingly collect personal information directly from children. Whether and how privacy laws apply to your own program is a question for you and your legal advisor. If you believe a child has given us information, contact us and we will delete it.
Family check-in. If you turn on check-in, parents or guardians you give a PIN to can open your check-in page, see their own children's names, and record arrivals and departures. Repeated wrong PINs are rate-limited.
Photos. Please do not upload photos of children. Your own profile photo and daycare logo are served from a public address so they can appear in the app and on family-facing pages: anyone who has the exact link can view them.
12. Security
We use measures that are standard for modern web services, including encrypted connections, access rules that keep each account's data separate from other accounts, and providers that encrypt stored data. No online service can promise perfect security. Choose a strong password and tell us right away if you suspect unauthorized access.
13. Changes to this policy
We will update this page when our practices change and show the date above. For material changes we will also notify account holders in the app or by email.
14. Contact
If this page is shown in two languages, the English version is the reference version if they differ.