Privacy Policy

myAcadiaOne ("we," "us," "our," or "the Platform") is an all-in-one growth and operations platform built for daycare and childcare centers. This Privacy Policy explains what information we collect, how we use it, and the choices you have. "You" refers to the childcare operator, director, or staff member who holds an account with us, as well as the families and authorized contacts associated with your center.

We provide services to licensed childcare operators. Information about children in care is collected and managed on behalf of, and under the direction of, the center that engages us. Center operators are responsible for obtaining any consents required from families and staff before sharing their information with us.

Account information you provide when you sign up — center or organization name, director and staff names, work email addresses, phone numbers, and billing contact details.

Center operational data you ask us to manage, including family and child records, enrollment and waitlist information, lead and CRM data, tuition and billing records, attendance, immunization and allergy notes, authorized pickup lists, and parent communications.

Mobile phone numbers and SMS consent you provide for text messaging. We collect and store your express written consent to receive automated and marketing SMS messages as required by the Telephone Consumer Protection Act (TCPA) and A2P 10DLC carrier rules.

Usage and technical data collected automatically when you use the Platform, such as device type, browser, access times, pages viewed, and approximate location derived from IP address.

Communications you send us — emails, support tickets, walkthrough requests, and the contents of messages exchanged with our team.

To deliver the services you engaged us for — enrollment funnels, tour scheduling, parent messaging, tuition billing, AI automation, and center operations.

To send you transactional and account-related messages (confirmations, receipts, security alerts) and, where you have consented, marketing and follow-up SMS and email messages.

To operate, maintain, and improve the Platform and the tools that support your center's daily operations.

To meet legal, regulatory, and licensing obligations applicable to childcare operations, and to respond to lawful requests from authorities when required, including mandatory child-safety reporting.

By providing your mobile phone number and checking the consent box on our forms, you agree to receive automated and recurring SMS messages from myAcadiaOne and our partners at the number you provided. Message frequency varies based on your interaction with the Platform. Standard message and data rates may apply.

Consent is not a condition of purchasing any goods or services. You may opt out of marketing SMS at any time by replying STOP to any message. To receive help or information, reply HELP. After opting out, you may still receive non-marketing transactional messages (such as tour confirmations or payment receipts) where permitted.

We do not sell, rent, or share your mobile phone number with third parties for their independent marketing purposes. Phone numbers and SMS content are used only to deliver the messaging services you requested and are retained in accordance with applicable carrier and legal requirements.

We comply with the TCPA, A2P 10DLC campaign registration requirements, and applicable carrier rules. We will not send messages outside the scope of the consent you provided.

myAcadiaOne is a business-to-business service provided to childcare operators. We do not knowingly collect personal information directly from children under 13. Any information about a child (name, age, medical or allergy notes, attendance, photos) is collected and submitted by the center operator or an authorized family member — not by the child.

In accordance with the Children's Online Privacy Protection Act (COPPA), center operators are responsible for obtaining verifiable parental consent before collecting, using, or disclosing personal information about a child. We act as a service provider processing child records under the center's direction and control.

You agree to obtain all necessary consents from parents and guardians before entering child information into the Platform, and to provide families with a copy of this Privacy Policy upon request.

Where your center maintains education records covered by the Family Educational Rights and Privacy Act (FERPA), we process those records as a school official performing a legitimate educational function under a written agreement with your center. Records are used only to provide the services you engaged us for.

You retain responsibility for determining which records are subject to FERPA, for honoring parental rights to inspect and amend education records, and for any required directory-information opt-outs.

Your center may record health-related information such as immunization status, allergies, medications, and special dietary or medical needs so staff can keep children safe. We treat this information as sensitive and restrict access to authorized personnel who need it to provide your services.

We follow HIPAA-aware data-handling practices, though we are not a covered entity for purposes of your center's health records. You are responsible for determining whether specific records are subject to HIPAA or state health-privacy laws and for obtaining any required authorizations.

Childcare operators are typically mandated reporters under state law. myAcadiaOne is a platform, not a care provider, and is not a substitute for your mandated-reporter duties. We do not make reports to child-welfare authorities on your behalf.

Where we receive information that suggests a child may be in danger, or where we are legally compelled to do so, we may disclose information to law enforcement or child-protection authorities as permitted or required by law, consistent with applicable mandatory reporting and child-safety obligations.

With service providers and subprocessors that help us run the Platform — such as payment processors, email and SMS delivery carriers, hosting, and analytics — under contracts that require them to protect your data and use it only for the service we hired them to perform.

With your authorization, with the families and staff associated with your center, so they can access the portals, messages, and records relevant to them.

When required by law, court order, or to protect the rights, safety, or property of myAcadiaOne, our partners, or others — including mandatory childcare licensing or child-safety reporting obligations.

myAcadiaOne does not sell personal information to third parties.

We use administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, alteration, or loss, including encryption in transit and at rest.

Access to center and family data is restricted to authorized personnel and subprocessors who need it to provide your services, and is logged for review.

No method of transmission or storage is completely secure. While we work to protect your information, we cannot guarantee absolute security.

We retain center operational data for as long as your account is active and for a reasonable period afterward to meet legal, tax, licensing, and record-keeping requirements.

You may request deletion of data that is no longer required for these purposes, subject to applicable childcare record-retention laws that may require certain information (such as attendance, immunization, and incident records) to be kept for a state-mandated period.

You may access, correct, update, or request deletion of personal information we hold about you by contacting us using the details below.

Depending on where you operate, you may have additional rights under applicable privacy laws — such as the right to know what personal information is collected, to opt out of certain sharing, or to limit use of sensitive data.

You can control notifications and portal access settings within the Platform, and you can withdraw authorization for us to manage specific data at any time by contacting your account manager.

You can opt out of marketing SMS at any time by replying STOP, and unsubscribe from marketing email using the link in each message.

We may update this Privacy Policy from time to time. When we do, we will revise the effective date below and, for material changes, notify active account holders by email or within the Platform.

Continued use of our services after a change takes effect constitutes acceptance of the updated policy.