Privacy Policy

1. Who We Are

ChildMinderPro is a trading name of We Build Logic Ltd ("we", "us", "our"). We provide cloud-based childcare management software for registered childminders in the United Kingdom.

Data Controller: We Build Logic Ltd
Contact Email: hello@childminderpro.com

2. Information We Collect

2.1 Account Information

When you register for ChildMinderPro, we collect:

• Your name and email address
• Business name and contact details
• Payment information (processed securely by our payment provider)

2.2 Children's Information

To provide our childcare management services, you may input:

• Children's names, dates of birth, and photographs
• Parent/guardian contact details and emergency contacts
• Medical information, allergies, and dietary requirements
• Attendance records and daily observations
• Learning journal entries and SHANARRI wellbeing assessments
• Incident reports and medication administration records

2.3 Technical Information

We automatically collect:

• IP address and browser type
• Device information
• Usage data and access logs

3. Legal Basis for Processing

We process personal data under the following lawful bases:

4. How We Use Your Information

We use the information you provide to:

• Deliver and maintain our childcare management platform
• Process your subscription payments
• Enable you to meet Care Inspectorate and GIRFEC requirements
• Generate inspection packs and compliance reports
• Provide customer support
• Send important service updates
• Improve our services and develop new features

5. Data Sharing and Sub-Processors

We do not sell your personal data. We share information only with the following third-party processors where necessary to deliver the Service:

• Stripe (United States): Payment processing. Card details go directly to Stripe and are never stored on our servers. Stripe Privacy Policy
• Cloud infrastructure provider (United States): Cloud hosting, database, and file storage. All application data — including child records, attendance, and uploaded files — is stored on secure cloud infrastructure. Our provider operates under a Data Processing Agreement compliant with UK GDPR standard contractual clauses.
• Email delivery provider (United States): Transactional email delivery (e.g. account confirmations, parent portal invitations). Only the email address and message content necessary to deliver each email is shared.
• Law enforcement or regulatory authorities: Where required by law or to protect a child's welfare or safety.

All third-party processors are bound by data processing agreements and are required to process data only on our documented instructions.

6. Data Security

We implement robust security measures including:

• Encryption of data in transit (TLS/SSL) and at rest
• Secure password hashing
• Regular security audits and updates
• Access controls and authentication
• Automatic backups and disaster recovery

7. Data Retention

We retain your data for as long as your account is active, plus:

• Financial records: 7 years (HMRC requirements)
• Child records: Until 21st birthday or 3 years after leaving care, whichever is later (childcare regulations)
• Safeguarding records: Indefinitely or as required by law

You may request earlier deletion where legally permitted.

8. Your Rights

Under UK GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate information
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Portability: Receive your data in a portable format
• Restriction: Limit how we process your data
• Objection: Object to certain processing activities
• Withdraw consent: Where processing is based on consent

To exercise these rights, contact us at hello@childminderpro.com. We will respond within one month.

9. Children's Privacy

ChildMinderPro processes children's data on behalf of childminders who are the data controllers for the children in their care. We take additional precautions with children's data:

• Data is only accessible to authorised childminder accounts
• Enhanced security measures for sensitive information
• No direct marketing to children
• Compliance with Scottish childcare data protection guidance

10. Cookies

We use essential cookies to:

• Maintain your login session
• Remember your preferences
• Ensure security

We do not use third-party advertising or tracking cookies. For more details, see our Cookie Policy.

11. International Transfers

Your data is stored on cloud infrastructure located in the United States. The United States does not have a UK adequacy decision, so this transfer is governed by UK Standard Contractual Clauses (SCCs) incorporated into our provider's Data Processing Agreement.

Email delivery and payment processing are handled by United States-based providers operating under equivalent contractual safeguards and their own UK GDPR-compliant frameworks.

You may request a copy of the relevant transfer safeguards by contacting hello@childminderpro.com.

12. Changes to This Policy

We may update this policy periodically. We will notify you of significant changes via email or through the platform. Continued use after changes constitutes acceptance of the updated policy.

13. Complaints

If you have concerns about how we handle your data, please contact us first at hello@childminderpro.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Helpline: 0303 123 1113

14. Contact Us

For privacy-related queries:

Email: hello@childminderpro.com
Website: childminderpro.com