Privacy Policy

Who we are

HubiCare is a software service run by HubiCare LLC, 2104 Park Ave, Minneapolis, MN 55404-6607, United States. Child care centers, schools, after-school programs, camps and tutoring programs (we call each one a "program") use HubiCare to run attendance, records, messaging, billing and compliance.

In most cases the program is the controller of the data in its account and HubiCare processes that data on the program's instructions, under a written agreement with the program. This notice explains what HubiCare does with personal information. The program's own privacy notice explains what the program does.

Questions: privacy@hubicare.app.

What we collect

• Account data: name, email, phone, role, language, sign-in and two-step verification records.
• Children's records entered by the program or family: name, date of birth, enrollment, schedule, household and emergency contacts, authorized pickup adults, attendance, daily reports, learning observations. Sharing children's photos with families and children's profile pictures are turned off for every program for now; photos already stored are kept but are not shown to families. If HubiCare turns these features on again, photos are used only with the program's consent setting.
• Health data entered by the program or family: allergies, medications, conditions, immunizations, incident reports. All of it is encrypted in transit and at rest. Medical conditions and immunization exemptions are also encrypted a second time, with a separate key kept apart from the database.
• Custody and court-order notes, also encrypted a second time with that separate key, visible only to the program's managers.
• Billing data: fee plans, charges, invoices, payment status. Card and bank details go to Stripe; HubiCare never sees the full card number. If a program connects its own QuickBooks Online company (optional, off by default, and not available yet), payer names, invoice numbers, dates and amounts are sent to it; children's health, custody and contact data are not.
• Staff data: schedules, timecards, training and credential records, background-study dates.
• Messages, announcements and uploaded documents.
• Door tablet (kiosk) data: a device pairing cookie, family codes, who signed in and out and when, photos of authorized pickup adults if the program adds them with the adult's agreement, and visitor sign-ins (name, organization, reason, whom they visited and, if the program turns it on, a photo that is deleted after the program's chosen number of days).
• Technical data: IP address, browser, time of request and errors, kept in server logs for a short period for security and reliability.

HubiCare does not store precise location. Check-in from a parent's own phone is turned off for every program for now. If HubiCare turns it on later and a program uses it, the phone's position is compared once with the program's address to confirm the parent is there, and is not saved. HubiCare does not use advertising cookies and does not track people across other sites. Cookies are limited to sign-in, security, your language choice, your light or dark display choice and the door tablet's pairing.

How we use it

• To run the service the program signed up for: attendance, records, messaging, billing, reports and compliance files.
• To keep accounts safe: sign-in, two-step verification, idle sign-out, audit log, abuse and fraud prevention.
• To support the program when it asks (only with the owner's permission, time-limited and logged).
• To send service messages the program or family chose, by email, push notification or in-app message, and by text message (SMS) or WhatsApp when the program turns these on and the family agrees.
• To meet legal duties, such as record retention required by Minnesota child care rules and responding to lawful requests.

Optional AI features are off by default. A program turns them on for its own organization. When on, the text a user chooses to send is sent to the AI provider with names and identifiers removed where possible, and it is not used to train the provider's models. See the Subprocessors page.

HubiCare does not sell personal information, does not use it for advertising, and does not build profiles for any purpose other than running the service.

Who sees it

• People at the program, according to the role the program gave them. Each program's data is isolated from every other program's data in the database.
• Families, who see only their own children's information.
• HubiCare support, only when the program's owner allows it in the app (at most 4 hours at a time, ended by the owner at any time, every session and change logged), and never the protected health and custody details (only whether a child has an allergy or a custody note, yes or no); its only changes are importing, or undoing an import of, a roster or past attendance for the program; and what anyone writes to HubiCare in a support ticket. HubiCare engineers who run the hosting systems open records only to investigate a security incident or answer a legal demand, as the Security overview explains.
• Service providers that host or deliver parts of the service, listed on the Subprocessors page, each under a contract that limits what they may do with the data.
• Authorities, when a law, court order or licensing inspection requires it. HubiCare tells the program before responding to a legal demand unless the law forbids it, and gives only what is required. Inspectors get a time-limited, read-only view the program grants.
• A successor, if HubiCare LLC is sold or merges, under the same promises in this notice; programs are told in advance.

Where it is stored

Data is stored in the United States on Supabase (database and files) and served through Netlify. Backups are encrypted and stay in the same region. HubiCare does not store any program's data outside the United States.

How long we keep it

Retention follows the program's legal duties. For Minnesota child care programs, attendance and child records are kept for 6 years after the last day of service because Child Care Assistance Program (CCAP) rules require it; the audit log is kept for 7 years. When a program removes a person, their sign-in stops working; their staff or family records stay for as long as the rules above require. Exports of a single roster or family are never stored by HubiCare. The one exception is the program owner's full export, which HubiCare keeps in private storage for 7 days so it can be downloaded, then deletes automatically. The full schedule is in the Records Retention summary.

When a program's contract ends, HubiCare returns the program's data on request and deletes it within 90 days, except where a law requires keeping it longer.

Your rights and choices

• See and download your data. Families can ask the program, which can download the child's record from the child's page (profile, enrollment, adults, health, immunizations and consents) and can provide other records, such as attendance, daily reports and invoices, from the program's full export. Programs can download all of their own data at any time: the program's owner asks for a full export in Settings, Your data, and receives a ZIP of every record, document and photo (see the Terms of Service for how it is protected and how long it is kept).
• Correct it. Ask the program; every change is recorded by HubiCare with the before and after, and the program can ask HubiCare for that record.
• Delete it. Ask the program; where no law requires keeping the record, the program asks HubiCare to delete it, and tells you what is kept and why.
• Choose notifications and language in the family app settings.
• Residents of Minnesota and other states with consumer privacy laws may have additional rights. Many of HubiCare's records are governed by FERPA or by state child care rules instead, and the program is the right first contact.

To exercise a right, contact your program first. If you cannot reach them, write to privacy@hubicare.app and we will help you reach the program or act on its instructions.

People who contact HubiCare by phone, text or WhatsApp

HubiCare's AI sales assistant is not turned on yet. This section describes how it works once it is. When you call, text or message HubiCare's sales number on WhatsApp, HubiCare's AI assistant answers. It tells you it is an AI and that calls may be recorded. We keep what you tell it (name, role, organization, program type and size, city and state, email, phone, language, best time to reach you), the messages, and for calls a summary, a transcript and, when recording is on, a link to the recording kept by our voice service provider. An English translation may be made for our staff. We use it only to answer you, book and confirm a demo and follow up about HubiCare. It is seen only by HubiCare's own staff, never by any program.

Service providers involved: our phone and text provider (Twilio), Meta for WhatsApp, a hosted voice-agent service, Anthropic for the AI replies to texts, and our email provider. Messages, transcripts, translations and recording links are deleted after 1 year (or sooner if you ask); contact details of someone who stays inactive for that long are deleted too.

Reply STOP to any text to stop texts from HubiCare's sales number; reply HELP for help. HubiCare never places calls with an AI voice. To see or delete what we hold, write to privacy@hubicare.app.

Children

HubiCare is used by adults: program staff and parents or guardians. Children do not have accounts. Information about children is entered by the program or the family. See the Children's Privacy notice for how COPPA applies.

Security

Encryption in transit and at rest for all data, a second, separate encryption of the most sensitive fields (medical conditions, immunization exemptions, custody and court-order notes), row-level isolation between programs, two-step verification for administrators, a tamper-evident audit log and encrypted backups. Details are on the Security overview page. If a breach affects your data, we notify the program without unreasonable delay, and the program and HubiCare notify affected people as Minnesota law (Minn. Stat. 325E.61 and 13.055) and the program's agreement require.

Changes to this notice

We post changes here with a new date and tell programs by email at least 30 days before a material change takes effect.

Contact

HubiCare LLC, 2104 Park Ave, Minneapolis, MN 55404-6607, United States. Privacy: privacy@hubicare.app. Support: support@hubicare.app, (612) 501-8525.