Last updated 2026-09-05

Privacy Policy

Caira (“we,” “us,” or “our”) provides software for licensed childcare centers, including mobile and web applications at app.caira.care and related services. This Privacy Policy describes how we handle personal information when you use Caira.

Who this policy applies to

This policy applies to:

Center directors and administrators who manage accounts, staff, and center settings
Teachers and staff who log activities, photos, and classroom notes
Parents and guardians who receive updates and communicate with their child’s center

If you use Caira through your childcare center, your center may also have policies that apply to how staff and families use the service.

Information we collect

Depending on your role and how your center uses Caira, we may collect:

Account and profile information

Name, email address, phone number, and role (director, teacher, parent)
Center affiliation, classroom assignments, and authentication credentials
Profile preferences and notification settings

Centers may enter information about enrolled children, such as:

Child’s first name and classroom
Daily care logs, developmental notes, and attendance
Photos and short voice notes captured by staff for activity documentation
Pickup authorization and check-in/check-out records
Symptom and absence reports related to illness or wellness (when families or staff submit them)

Centers are responsible for obtaining appropriate consent from parents or guardians before sharing child information in Caira, consistent with applicable law and center policies.

Usage and device information

App and web usage data (features used, timestamps, crash reports)
Device type, operating system, and general location derived from IP address
Precise location when you use parent mobile geofenced check-in — only while you use that feature and if you grant location permission in the app
Push notification tokens

Content you provide

Messages, activity logs, lesson plans, meal records, and files uploaded through the service
Voice recordings and photos when staff or families use logging or AI-assisted features (processed to generate summaries and insights as configured by your center)
Questions you ask in Ask Caira or staff assistant chats

How we use information

We use information to:

Provide, maintain, and improve Caira for your center
Authenticate users and enforce role-based access
Generate AI-assisted summaries, insights, translations, and parent-facing narratives when enabled by your center
Send notifications about classroom activity, messages, and account events
Support compliance workflows such as meal program documentation (e.g., CACFP) and developmental frameworks (e.g., GELDS, GOLD)
Support wellness workflows such as symptom clustering and draft health guidance for staff review
Monitor security, prevent fraud, and troubleshoot technical issues
Comply with legal obligations and respond to lawful requests

We do not sell personal information. We do not use child information for third-party advertising.

AI and automated processing

When you use AI features (or when your center enables them), Caira may send certain content to Google Vertex AI (Gemini) on Google Cloud — called only from Caira’s servers — for app functionality, not advertising. Features that may use this processor include:

Ask Caira (parent questions about classroom observations)
Teacher and director assistants (classroom or center Q&A, including voice)
AI Log (text, voice, or photo activity logging)
Voice transcription for notes and assistants
Message translation between English and Spanish
Insights and learning tools (daily/weekly narratives, lesson-plan analysis, learning-manager chat)
Wellness (symptom-related cluster detection and draft parent health guidance for staff review)

What may be sent, depending on the feature you choose: your question or message text; staff activity notes; classroom photos; short voice recordings; and related classroom or symptom context.

Photos and voice recordings. When you capture or upload a photo or voice recording for an AI feature, that media may be sent to Google Vertex AI for analysis or transcription. Text-based PII scrubbing does not apply the same way to raw photos and audio.

PII scrubbing for text. Before text content is sent to Google Vertex AI, Caira applies a scrubbing gate where practicable: child names are replaced with opaque per-request tokens, and common identifiers such as email addresses and phone numbers are removed. Token mappings exist only in memory for the duration of a single request and are not persisted. AI responses are checked for safety; identifiers are restored only inside Caira before staff review.

Permission in the app. The Caira mobile app asks for your permission before sharing personal data with Google Vertex AI for these features. You can decline and continue using non-AI parts of the app. Privacy Policy and Terms links are also available in Settings.

AI outputs are assistive. Staff and centers remain responsible for reviewing content before it is shared with families or used for compliance or health communications.

We may share information:

Within your center according to role permissions (e.g., teachers see their classrooms; parents see their linked children)
With service providers who help us operate Caira (cloud hosting, authentication, analytics, customer support), under contracts that limit their use of data
With Google (Google Cloud / Vertex AI) as a processor when you use AI features described above — for processing on Caira’s behalf, not for Google’s advertising
For legal reasons when required by law, to protect rights and safety, or in connection with a merger or acquisition (with notice where required)
With your direction when your center exports data or integrates with approved third-party tools

Our infrastructure uses Google Cloud and Firebase. Data is stored in the United States unless otherwise agreed in writing with your center.

Data retention

We retain information while your center’s account is active and as needed to provide the service, comply with law, resolve disputes, and enforce agreements. Centers may request deletion of certain data subject to legal and operational requirements. Contact us for retention questions.

Security

We use administrative, technical, and organizational measures designed to protect information, including encryption in transit, access controls, and audit logging. No method of transmission or storage is completely secure; please use strong passwords and report suspected unauthorized access promptly.

Children’s privacy

Caira is designed for use by childcare centers, not for direct registration by children. Child information is entered and managed by centers and authorized staff. We process child information on behalf of centers to deliver the service. Centers should provide appropriate notices and obtain consents required under COPPA, FERPA, state childcare regulations, and their own policies.

Your choices and rights

Depending on your location and role, you may have rights to:

Access, correct, or delete certain personal information
Opt out of non-essential communications
Disable push notifications in device or app settings
Decline AI data sharing in the mobile app (AI features remain unavailable until you allow sharing)

Parents and staff should contact their center director for most data requests related to a child’s record. You may also contact us at support@caira.care.

International users

Caira is primarily operated for U.S. childcare centers. If you access Caira from outside the United States, you understand that information may be processed in the United States.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on caira.care/privacy and update the “Last updated” date. Material changes may be communicated through the app or by email where appropriate.

Contact us

Caira / Armitive

Email: support@caira.care

Website: https://caira.care

For App Store and Google Play listings, this policy applies to the Caira mobile application (bundle ID com.armitive.caira).