Privacy Policy

Last updated: August 30, 2026

1. Introduction

CubbyBook is operated by Valentyx ("we", "us", "our"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

It covers three things:

Our website at cubbybook.com: public pages anyone can visit, including our contact form and newsletter signup.
Our application at app.cubbybook.com: the daycare management software, available only to educators and to guardians they invite.
Daycare websites at daycares.cubbybook.com: public pages published by educators using our website builder.

Different information is collected on each, and we say which is which throughout this policy. Using the application, and publishing a daycare website, also requires you to accept our Terms of Service. Simply visiting our website or a daycare website does not.

By using CubbyBook, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect on Our Website (cubbybook.com)

You can browse our website without giving us any personal information. We collect the following only when you choose to provide it.

Usage Data

We collect usage analytics via Google Analytics 4 (GA4) to understand how visitors interact with our website. GA4 uses first-party cookies to distinguish unique users and sessions. No personally identifiable information is sent to Google. You can opt out of Google Analytics by installing the Google Analytics Opt-out Browser Add-on.

We also use Microsoft Clarity to see how visitors move through our pages. Clarity records page views, clicks, scrolling, and mouse movement on cubbybook.com, and combines them into heatmaps and session replays. Text you type into form fields is masked before it leaves your browser. We use this only to find confusing parts of the site. Clarity is not used on the CubbyBook application or on daycare websites. See Microsoft's privacy statement for how Microsoft handles this data.

Contact Form Submissions

When you submit a contact or agency interest form, we collect the information you provide (name, email, message) and process it via Resend, our email delivery service. We use it to answer you and do not add it to our newsletter.

If you subscribe to our newsletter, we collect your email address to send daycare tips and product updates. Subscription is always by your own request. We do not add customers or contacts automatically. You may unsubscribe at any time using the link in any message, or by contacting us.

3. Information We Collect in the Application (app.cubbybook.com)

Account Information

When you create an account, we collect your name, email address, and role (educator or guardian). Educators also provide their daycare name and contact information.

Guardians do not self-register. A guardian account is created only when an educator sends an invitation. To send that invitation, the educator provides us with the guardian's name and email address.

Child Information

Educators and guardians may enter children's names, dates of birth, allergies, medical conditions, emergency contacts, photographs, and other care-related information. This data is used solely to provide daycare management services.

Where an educator uses CubbyBook to maintain records about another individual in their care rather than a child, this policy applies to that individual's information in the same way.

Payment Information

If you subscribe to a paid plan, payment is processed by Stripe. We receive confirmation of your subscription status and billing contact details. We do not receive or store your full card number.

Live Chat Support

The application includes a live chat widget provided by tawk.to, available to educator accounts only. Guardians do not have access to live chat, and it does not appear on our website.

When you start a chat, we collect your name, email address, and the contents of your conversation. These are received, recorded, and stored by tawk.to on servers in the United States.

Please do not enter children's names, health information, or other care records into live chat. Child records stored in CubbyBook are encrypted; information you type into chat is not, and is handled by a third party. For anything child-specific, contact us at support@cubbybook.com.

4. Information We Collect on Daycare Websites (daycares.cubbybook.com)

Educators can publish a public website for their daycare at daycares.cubbybook.com. These pages are created and controlled by the educator who operates that daycare, not by us.

Enquiry Forms

A daycare website may include a contact or enquiry form. When you submit one, we collect the name, email address, phone number, and message you provide. Your enquiry is delivered to the educator who operates that daycare and is also stored in their CubbyBook account, where they can view and manage it.

We store enquiries on the educator's behalf and use them only to deliver and display your message and to prevent abuse of the form. We do not use them for our own purposes and we do not add you to any mailing list.

Enquiries are retained until the educator deletes them or closes their account. If you want your enquiry removed, contact the educator you sent it to, or contact us at support@cubbybook.com and we will pass your request on.

Please do not include a child's health or medical details in an enquiry form. If you need to discuss them, ask the educator for a direct contact method.

Content on These Pages

Photographs, descriptions, and other content on a daycare website are supplied by the educator. We host these pages but do not create, verify, or endorse their content. Educators are required to obtain consent from a child's parent or guardian before publishing that child's photograph.

If you believe content on a daycare website is unlawful, misleading, or published without the consent of a person shown in it, contact us at support@cubbybook.com and we will review it.

5. How We Use Your Information

To provide and maintain the CubbyBook service
To manage attendance records, daily logs, and incident reports
To facilitate communication between educators and guardians
To send service-related emails (daily reports, incident notifications, enrollment updates)
To process subscription payments and manage billing
To respond to your questions and support requests
To deliver and store enquiries submitted through a daycare website
To improve our service based on anonymized usage patterns

We do not sell, rent, or share your personal information with third parties for marketing purposes.

6. Third-Party Services

We use the following third-party services to operate CubbyBook:

Cloudflare: hosting, CDN, and DDoS protection
Amazon S3: photo and file storage (encrypted at rest)
Stripe: payment processing for paid plans
Resend: transactional email delivery, including daycare website enquiries
tawk.to: live chat support within the application (United States)
Google Analytics 4: website usage analytics
Microsoft Clarity: website heatmaps and session replay (marketing site only)

These services process data only as necessary to provide their respective functions and are bound by their own privacy policies. We do not permit them to use your data for their own purposes.

7. Disclosure of Your Information

We may disclose your personal information where we are required or permitted to do so by law. For example, in response to a valid legal request, court order, or regulatory obligation, or where necessary to protect the safety of a child or other individual.

If Valentyx is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information becomes subject to a different privacy policy, and you will have the opportunity to delete your account before any transfer takes effect.

8. Data Storage & Security

Your account records, child records, enquiries, and uploaded files are stored on servers located in Canada. Some of the service providers listed in Section 6 process limited data in the United States. All data is encrypted in transit using TLS and at rest using industry-standard encryption.

Children's records are additionally encrypted at the application level, so they are not readable by browsing the underlying database. We do not access the contents of a child's record in the ordinary course of operating or supporting the service.

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.

9. Breach Notification

If we become aware of a breach of security safeguards involving your personal information that creates a real risk of significant harm, we will notify you and the Office of the Privacy Commissioner of Canada as required under PIPEDA, and we will maintain records of breaches as required by law. We will tell you what happened, what information was involved, and what steps we are taking.

If you suspect a breach affecting your account, contact us immediately at support@cubbybook.com.

10. Data Retention

We retain your data for as long as your account is active. Attendance records and daily logs are retained for a minimum of 3 years to comply with common regulatory requirements. If you delete your account, your personal data will be removed within 90 days, except where retention is required by law or by child care record-keeping regulations.

Enquiries submitted through a daycare website are retained as described in Section 4.

11. Children's Privacy

CubbyBook is used to manage child care records. We take children's privacy seriously. Child information is only accessible to authorized educators and the child's guardians. We do not collect information directly from children. All child data is entered by authorized adults (educators or guardians) and is used exclusively for daycare management purposes.

Educators are responsible for obtaining any consent required from a child's parents or guardians before entering that child's information into CubbyBook, before publishing a child's photograph on a daycare website, and for informing guardians that their child's records are maintained using our service.

12. Cookies

The CubbyBook marketing website (cubbybook.com) uses first-party cookies set by Google Analytics 4 and Microsoft Clarity to distinguish unique visitors and sessions. These cookies do not contain personally identifiable information.

Daycare websites (daycares.cubbybook.com) use only the cookies necessary to display the page and to protect enquiry forms from abuse. We do not run advertising or analytics cookies on them.

The CubbyBook application (app.cubbybook.com) uses essential session cookies for authentication. These are strictly necessary and cannot be disabled. Its sign-in, sign-up, and password reset pages also run Google Analytics 4, so that a signup can be connected to the visit that led to it. Analytics is switched off the moment you sign in: we do not track what you do inside the application, and no page you view there is reported to Google. For educator accounts, the live chat widget additionally uses cookies and local storage to maintain your conversation. These are set only after you accept the chat consent notice.

13. Your Rights

Depending on your location, you may have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data, including any live chat transcripts or enquiries you have sent
Export your data in a portable format
Withdraw consent for data processing

To exercise any of these rights, contact us at support@cubbybook.com. We will respond within 30 days.

Records about a child. A child's records are maintained by the educator responsible for that child's care. If you are a guardian and you want a child's record corrected or deleted, make that request to your educator. They control the record and are responsible for deciding what their licensing and record-keeping obligations allow. We act on the educator's instruction and do not delete a child's record on our own initiative.

If you contact us directly about a child's record, we will acknowledge your request and pass it to the responsible educator. Your right to access the personal information we hold about you is unaffected, and we will always answer that directly.

What deletion means. When an educator deletes a child's record, it is immediately removed from the application and is no longer visible or accessible to any user. It is not necessarily destroyed at that moment: attendance records, daily logs, and incident reports may need to be retained for the period described in Section 10 to meet child care record-keeping requirements. At the end of that period, the data is permanently destroyed. Deletion in the application means the record is closed and inaccessible, not that every trace of it is gone that day.

14. Canadian Privacy Law (PIPEDA)

As a Canadian company, we design our privacy practices with the Personal Information Protection and Electronic Documents Act (PIPEDA) in mind. We collect, use, and disclose personal information only for purposes that a reasonable person would consider appropriate in the circumstances.

15. Accountability and Complaints

Valentyx is accountable for personal information under its control. Privacy questions, access requests, and complaints can be directed to support@cubbybook.com and will be answered within 30 days.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada at priv.gc.ca. If you are located in the European Economic Area, you may also lodge a complaint with your local supervisory authority.

16. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of CubbyBook after changes constitutes acceptance of the updated policy.

17. Contact Us

If you have any questions about this Privacy Policy, please contact us:

Email: support@cubbybook.com

Company: Valentyx