Privacy Policy

1. Who we are and our role

Abacus Forms is online enrollment paperwork for child care centers. It is operated by Abacus Tech Design LLC (“we”, “us”) and available as a web app at forms.abacustechdesign.com. This policy covers this website and the web app.

We act in two different roles, depending on the data:

• Center account data: the center's profile, its staff sign-ins, and its subscription. For this data, Abacus Tech Design LLC is the controller.
• Form content: the forms a center builds and everything families enter into them, including information about children, signatures, and uploaded files. For this data, the center is the controller, and we process it only on the center's behalf and under its instructions.

If you are a parent or guardian, your child care center decides what its forms ask and how it uses your answers. Please contact your center with questions about your information; we will help them answer you.

2. Data we collect

Center account data

• Staff names, sign-in e-mail addresses, and passwords (stored only as a salted hash).
• The center's name, logo, and settings.
• Subscription status and billing history. Payment card details are collected and held by Stripe; we never see or store them.

Family account data

• A parent or guardian's e-mail address, an optional second e-mail address, and password (stored only as a salted hash).
• The names and dates of birth of the children added to the family account, and their enrollments at the center.

Form content

What a center's forms ask for, as entered by families. Depending on the forms, this can include:

• Details about each child, such as their program, schedule, and care needs.
• Family details such as addresses, phone numbers, emergency contacts, and people authorized to pick a child up.
• Health information such as allergies, medications, immunizations, and medical contacts.
• Uploaded photos and PDF documents.
• Signatures and initials, with the time they were given and the network address and browser they came from.
• Office review notes and correction requests.

Technical data

• Server logs: request times, network addresses, and errors, used to run, secure, and troubleshoot the Service.
• Cookies: this website sets no cookies. The web app uses only the cookies strictly necessary to keep you signed in. We use no advertising cookies, no cross-site tracking, and no third-party analytics.

3. How we use data

• To provide the Service: show families their forms, save their answers, record signatures, produce signed PDFs, and let center staff review packets.
• To send the Service's e-mails: invitations, password resets, e-mail address confirmations, and requests to review or re-sign a form.
• To bill the center's subscription through Stripe.
• To secure and operate the Service: prevent abuse, investigate problems, and keep backups.
• To support you when you write to us.
• To comply with the law, including tax and accounting obligations.

We do not sell personal data. We do not use form content for advertising, and we do not use it to train machine-learning models.

4. Sub-processors

We rely on the following providers to run Abacus Forms. Each processes data only to provide its service to us.

We store and process data in the United States. We will update this table before adding a sub-processor that handles personal data.

5. Retention and deletion

• While a center's account is open, we keep its data so the center can operate and meet its own record-keeping duties. The center decides how long it needs families' records.
• Export: center staff can download the signed PDF of any completed packet. The account owner can request a full export by writing to contact@abacustechdesign.com from their sign-in address.
• Closing a center's account: the account owner can ask us to close the account the same way. We confirm the request with the owner, and then delete the center's forms, family accounts, answers, signatures, and uploads within 30 days. We keep only the billing records that tax and accounting rules require.
• Family information: a parent or guardian who wants information corrected or deleted should ask their center. We act on the center's instructions.
• Backups: deleted data remains in database backups until they roll off, within about four weeks. Backups are used only to recover from failures.

6. Security

• All traffic between your browser and our servers uses TLS.
• Access is scoped: center staff see only their own center's data, and a family sees only its own children's forms.
• Passwords are stored only as salted hashes, and sign-in cookies cannot be read by page scripts.
• Files families upload, and signed PDFs, are served only to signed-in users allowed to see them.
• The database is backed up on a daily and weekly schedule.

No system is perfectly secure. If we learn of a breach that affects your data, we will notify the affected centers by e-mail without undue delay and tell them what we know and what we are doing about it.

7. Your choices and rights

• Families: you can update your answers until your packet is submitted, change your e-mail address from your account, and ask your center to correct or delete your information.
• Centers: see section 5 for export and closure, or our Support page.
• Your legal rights: depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal data. E-mail us and we will respond within the time the law requires. Where a center is the controller, we will refer your request to the center and support its response.

8. Children

Abacus Forms is used by adults: center staff and parents or guardians. Children do not use it and cannot have accounts. Centers use it to collect information about the children in their care, which parents or guardians provide. We process that information only on the center's behalf and only to provide the Service, and we never sell it, use it for advertising, or use it to train machine-learning models. A parent or guardian who wants to see, correct, or delete a child's information should contact the center, and we help centers respond.

9. Changes to this policy

We may update this policy. The version and effective date at the top change when we do, and we notify center account owners by e-mail before a material change takes effect.

10. Contact

Abacus Tech Design LLC
contact@abacustechdesign.com

We answer within one business day.