Last updated 2026-06-09

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

Child-related information

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

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 (not precise GPS unless you grant location permission for a specific feature)
• 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 use logging features (processed to generate summaries and insights as configured by your center)

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, 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)
• 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 AI features are enabled, Caira may process photos, voice notes, and text logs to:

• Transcribe or summarize daily activities
• Suggest developmental or behavioral insights for staff review
• Draft parent updates that staff or directors can review before sharing

PII scrubbing before AI. Before any request is sent to our AI provider (Google Vertex AI within Google Cloud), Caira applies a scrubbing gate: 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.

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

How we share information

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
• 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

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).