Privacy Policy

Version 2026-08-21 · Effective August 21, 2026

The short version. Cubbi holds sensitive information about children — allergies, medical notes, photos, who is allowed to collect them. We treat it accordingly. We don’t sell it, we don’t advertise against it, we don’t train AI on it, and we set no tracking cookies at all. Your Club decides who sees a child’s record; Cubbi just stores it and shows it back to them. Data lives in Canada.

1. Who is responsible for what

This is the most important thing on the page, because it tells you who to ask.

Your Cubbi Club — the daycare, centre or program — decides what information about a child or family is collected and who at the Club can see it. Under Canadian privacy law they are the organization accountable for that information. If you are a parent and want to see, correct or delete your child’s record, ask your Club first. They can do it themselves, immediately.
Cubbi (Cubbi) provides the software that stores and displays it. We handle that information on the Club’s instructions and only to run the service. We are directly accountable for keeping it secure and for the information we collect about Club staff and account holders in our own right.

This policy covers cubbitime.com and the Cubbi apps. It does not cover your Club’s own privacy practices away from Cubbi.

2. What we collect

About	Information	Why
Children	Name, date of birth, photo, classroom, allergies, medical and dietary notes, authorized pick-up list, emergency contacts, attendance times, incident and daily notes	To run sign-in/out safely and to produce the attendance register a childcare licence requires
Parents and guardians	Name, relationship to the child, email, phone, mailing address, account username and password hash, notification preferences, messages sent through the app	To identify who may drop off and collect a child, and to send the alerts they've asked for
Club staff	Name, role/title, email, phone, username and password hash, and an audit record of the actions they take in the app	To control who can see and change records, and to keep an accountable trail of who signed a child in or out
The club itself	Club name, address, phone, website, licence or registration number, licensed capacity, timezone, plan and subscription status	To set the account up, bill the right plan, and stamp the licence number on printed records
Everyone using the site	IP address at signup and during rate-limited actions, session cookies, and server logs	To keep accounts secure and block automated abuse

We collect only what the service needs. Most fields are optional — a Club can run Cubbi with nothing more than a child’s name. We do not collect social insurance numbers, financial account details, or government identity documents.

3. Children’s personal information

Cubbi exists to keep a record of children arriving and leaving, so children’s information — including health information such as allergies, medications and dietary needs — is central to it. We apply extra care to it:

Children do not have Cubbi accounts and we never market to them or communicate with them directly.
Consent comes through the Club. Your Club is responsible for obtaining a parent or guardian’s consent before entering a child’s information — including a photo — into Cubbi. Cubbi does not collect it from children.
Health information is used only at the door and in care. Allergies and medical notes are shown to Club staff so the right thing happens at sign-in and sign-out. They are never used for any other purpose and never leave the Club’s account.
Photos are stored inside the record and served only to signed-in staff and to that child’s own linked parents, through a signed link that cannot be guessed.
Strict separation between Clubs. Every query is scoped to one Club at the database layer and fails closed. No Club can see another Club’s children.

4. How we use it — and what we never do

We use personal information to:

Run sign-in and sign-out, and show the live roster of who is present.
Check that whoever is collecting a child is allowed to, and record the pick-up.
Produce attendance registers, reports and exports for the Club and its licensor.
Send the notifications and alerts a Club or family has asked for.
Keep an audit trail of who did what, so a record can be accounted for.
Secure accounts, block abuse, and provide support when you contact us.
Bill paid plans.

We do not:

Sell, rent or trade personal information. Ever.
Use it for advertising, or share it with advertisers or data brokers.
Use your Club’s records to train machine-learning or AI models.
Run third-party analytics or ad trackers on the site.
Make automated decisions with legal effects about anyone.

A Club consents to this policy when it creates an account. Parents and staff consent when they create their own login. Where information is sensitive — a child’s health information, or a photo — consent should be express, and the Club is responsible for obtaining it.

Some things are optional and off unless chosen: parent-to-parent event invitations are opt-in and default to off, and notification channels can be set to email, push, both or none. Safety alerts — emergency notifications and incident reports — are sent regardless, because that is the point of them.

You can withdraw consent at any time, subject to legal and contractual limits. Withdrawing it may mean a Club can no longer offer a place or a parent can no longer use the portal, and a Club may still need to keep an attendance record its licence requires. Talk to your Club, or write to us at cubbi@cubbitime.com.

Inside a Club, access follows the role a person has been given: staff see the children in their Club, and a parent sees only their own children. Cubbi staff access a Club’s records only when it is necessary to provide support, fix a fault or meet a legal obligation.

We use these service providers, and only these:

Provider	Purpose	What they receive	Where
Stripe	Subscription payments for paid plans	Club billing contact and payment details (card numbers go directly to Stripe — Cubbi never receives or stores them)	United States / global
Cubbi's own mail server	Sending verification codes, alerts and notifications	Recipient email address and the content of the message	Self-hosted in Canada
Microsoft 365	Receiving support enquiries and administrative email sent to Cubbi	Whatever you choose to put in a message you send us	Canada / global
Cloudflare	DNS and network protection for cubbitime.com	Connection metadata (IP address, request headers)	Global edge network

Note what is not in that table: no child’s record is sent to any of them. They see billing contacts, email recipients and network metadata.

We may also disclose information where the law requires it — a court order, a warrant, or a legal obligation — or to protect someone’s safety. If Cubbi is ever sold or merged, information may transfer to the successor, who would be bound by this policy; we would notify you first.

7. Where your data lives

Cubbi’s application and database are hosted in Canada, and child, guardian and staff records stay there. Backups are held in Canada too.

The service providers listed above operate internationally, so the limited data they receive — billing details, outbound email, network metadata — may be processed outside Canada, including in the United States. While there, it is subject to the laws of that country, and foreign courts and law-enforcement agencies may in some circumstances be able to compel access to it. Write to cubbi@cubbitime.com for more detail about our handling practices abroad.

8. How long we keep it

While your Club is active, records are kept for as long as the Club keeps them. Clubs control their own retention, and should follow whatever their licence requires — attendance registers commonly have to be kept for years.
A child marked inactive keeps their history so past registers stay accurate. A Club can delete a record outright.
If your Club closes its account, we keep the data for 30 days so it can be exported or the account restored, then delete it. You can ask us to delete it sooner.
Backups are kept on a rolling schedule and overwritten in turn, so deleted data can persist in a backup for a short period before it ages out.
Signup and rate-limiting logs (IP addresses) are pruned after 24 hours. Billing records are kept as long as tax law requires.

9. How we protect it

All traffic is encrypted in transit with HTTPS/TLS.
Passwords are stored only as salted hashes — we cannot see or recover them.
Each Club’s data is isolated at the database layer, in a way that fails closed rather than open if a query is written wrongly.
Access is role-based, and sensitive owner-level actions require a second factor.
Repeated failed logins are rate-limited and locked out; signups are rate-limited by network.
Child photos are served through unguessable signed links rather than public URLs.
An audit log records account and record changes, with the acting user and time.
Backups run nightly and are monitored, so a missed run is visible rather than silent.

No system is perfectly secure, and we won’t claim otherwise. If a breach ever creates a real risk of significant harm, we will notify the affected Clubs and the Office of the Privacy Commissioner of Canada as the law requires, without undue delay, and tell you what happened and what to do.

10. Cookies

Cubbi sets a small number of first-party cookies, all of them strictly necessary: they keep you signed in, hold a signup in progress, and protect owner-level actions. They are signed, and marked HttpOnly and SameSite.

We set no advertising, analytics or tracking cookies, and embed no third-party trackers. That is why you were not shown a cookie banner — there is nothing to consent to. Blocking the necessary cookies will stop you being able to log in.

11. Your rights

You have the right to:

Know what personal information is held about you and how it is used.
See it, and get a copy in a usable format.
Correct anything inaccurate or incomplete.
Withdraw consent, subject to the limits in section 5.
Ask for deletion where no law or licence requires it to be kept.
Complain about how it has been handled.

How to exercise them

Parents and guardians: contact your Cubbi Club. They hold the record and can show, correct or delete it straight away — much faster than going through us. Much of it is already visible to you in the parent portal.

Clubs, staff, and anyone the Club can’t help: write to cubbi@cubbitime.com. We will respond within 30 days. We may need to verify who you are before releasing information — a safeguard for the children in the record, not an obstacle. There is no charge; if a request were ever unusually costly we would tell you the cost first and let you decide.

12. Changes to this policy

We may update this policy. The version and effective date at the top always tell you which one is current. For material changes we will email the admin address on each Club’s account at least 30 days before they take effect.

13. Contact and complaints

Privacy questions, requests and complaints go to the Cubbi Privacy Officer:

Cubbi
cubbi@cubbitime.com

We take complaints seriously and will investigate and respond in writing. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca or 1-800-282-1376, or to your provincial privacy commissioner.