ChildPilot Software Terms of Use
Welcome to ChildPilot Software! Please read on to learn the rules and restrictions that govern your use of our website, applications (“Apps”), products, and services (collectively, the “Services”), which include:
- Administrative Suite
- Staff Portal
- Parent Portal
- ChildPilot Skycap Mailer CRM Hub
- Web Design & Hosting
- Keyless Entry System
If you have any questions, comments, or concerns regarding these Terms or the Services, please contact us at info@childpilot.com.
Introduction
These Terms of Use (“Terms”) are a binding contract between you and ChildPilot Software (“ChildPilot,” “we,” or “us”). By using our Services, you agree to be bound by these Terms. If you do not agree, you are not authorized to use the Services.
Your use of the Services constitutes acceptance of these Terms, which include this document, our Privacy Statement, and other policies referenced herein. These Terms will remain in effect while you use the Services.
Modifications of These Terms of Use
ChildPilot may update these Terms of Use and conditions to reflect changes in our services, compliance with regulatory requirements, or operational improvements. We will provide notice of updates through our website and, when feasible, via email or other direct communication channels to registered users.
To help you stay informed, we recommend reviewing this page periodically. The current Terms of Use will always include the date of the latest update for reference. Our terms were last updated on January 2025.
ChildPilot Software Commitment
ChildPilot Obligations
A. Set up and maintain a secure, partitioned database of the Client’s member information.
B. ChildPilot agrees to provide high system reliability, availability, and security levels as outlined in the section. Maintain Firewalls, Anti-Virus, and Malware Protection.
C. Run one backup daily and store it off-site.
D. Provide training for Administrators and Staff.
E. Provide email support with a 24-hour response time guaranteed.
F. Provide telephone support Monday to Friday, 9:00 AM to 5:00 PM CST, and after-hours in emergencies.
G. Provide all updates and new published features to Client software at no additional cost to the Client.
H. We are committed to safeguarding the privacy of our clients and their patrons. ChildPilot will never sell, share, or disclose any client information, including member or patron data, to third parties. Your trust is our priority, and we strictly adhere to policies that ensure the confidentiality and security of all information provided to us.
Internet Safety
ChildPilot provides childcare providers, early learning programs, educators, and parents with communication tools to record personal data and share children’s activities. We take the safety, security, and privacy of all user information very seriously and are committed to maintaining the highest security standards to protect it. Our policies and systems are continuously reviewed to respect and safeguard the privacy of every user.
Server Security
All data collected through ChildPilot and stored within our services is securely hosted on the Google Cloud Platform (GCP). GCP is recognized as one of the most secure cloud computing environments, featuring advanced data protection measures such as electronic surveillance, access control systems, and 24/7 on-site security by trained professionals.
Database Security
ChildPilot complies with stringent security standards. As part of our services, all data is stored using encryption-at-rest, ensuring that information remains protected even in the unlikely event of a physical infrastructure breach.
Database Security & Privacy Standards
ChildPilot employs security and privacy practices consistent with all applicable federal, state, and industry data protection requirements. Our systems are designed to ensure the secure collection, storage, and management of information in compliance with current privacy and data security standards relevant to our clients’ operations.
Our Commitment to Data Security
- Encryption: All information is encrypted in transit and at rest using industry-standard protocols.
- Access Controls: Role-based permissions restrict data access to authorized users only.
- Audit Tracking: System activity is logged to maintain accountability and transparency.
- Confidential Processing: ChildPilot does not disclose, sell, or share client, student, or family data with unauthorized third parties.
- Continuous Improvement: Our infrastructure and internal policies are regularly reviewed and enhanced to meet evolving data security expectations and best practices.
User Agreement & Acknowledgment
These Terms apply to your use of all the ChildPilot Administrative Software Users.
Contract Agreement
Upon contract submission, You agree to accept responsibility for your actions when accessing and using the ChildPilot, products, services, and applications (“Products/Services: Administrative Suite, Teacher Portal, Parent Portal, Web Design & Hosting, and ChildPilot Skycap Mailer CRM Hub”); and that you are:
A. An individual of legal age to form a binding contract.
B. Signing on behalf of an organization and agreeing that you are authorized to agree to these Terms of Use on their behalf.
Client Requirements & Responsabilities
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Account Credentials
You are required to create user credentials, including a username (your “Email”) and a password, to access your account.- You agree to provide accurate and valid data that belongs to you.
- You are responsible for safeguarding your account credentials and ensuring their confidentiality.
- ChildPilot is not liable for any unauthorized activity resulting from the disclosure or sharing of your credentials.
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Providing Accurate Data
To ensure we can effectively set up and optimize your Products & Services—such as the Administrative Suite, Teacher Portal, Parent Portal, Web Design & Hosting, and ChildPilot Skycap Mailer CRM Hub—you agree to provide complete and accurate information. -
Right to Use and Share Information
By submitting this information to ChildPilot, you confirm that:- You have the legal right to use and share the provided data.
- You authorize ChildPilot to use this information solely for the purpose of delivering and enhancing the Services.
Payment Agreement, Subscription Terms, & Renewal & Termination Policy
ChildPilot offers both free and paid services. Certain features or enhanced functionalities require payment, and by accessing these paid services, you agree to the following terms:
Payment Agreement
All payments are due on or before the invoice due date. Accounts that are 15 to 30 days past due may incur late fees or face service interruptions until resolved. Please refer to the signed contract agreement for the fees you have agreed to pay.
When you purchase a subscription or other paid service (“Transaction”), you authorize ChildPilot (or its payment processor) to charge your provided payment method for all applicable fees, including taxes. You may be required to provide accurate and complete payment information, including billing address and credit card details. By submitting this information, you represent that you are authorized to use the payment method.
All fees are non-refundable and must be paid in U.S. dollars. Failure to pay fees as required may result in service interruption.
Subscription Terms
- Initial Term and Renewal: Subscriptions are for an initial twelve (12)-month term and automatically renew for successive twelve (12)-month terms unless canceled in writing at least thirty (30) days before the renewal date.
- Recurring Charges: By subscribing, you authorize recurring payments for each Subscription Period using the payment method on file.
- Fee Adjustments: ChildPilot reserves the right to adjust subscription fees with prior notice. Adjusted fees will apply to subsequent Subscription Periods.
Early Termination Policy
- Standard Subscriptions: Early termination of the initial twelve (12)-month term requires thirty (30) days’ written notice.
- Promotional Subscriptions: Clients receiving promotional benefits, such as discounted services or additional features, agree to maintain their ChildPilot subscription for a minimum of twelve (12) months.
Early termination of the agreement before the twelve (12)-month term, without providing ChildPilot the opportunity to address concerns or implement a resolution, will result in an Early Termination Fee. The fee amount will be determined based on the terms of the original agreement and any promotional benefits provided.
Note: All cancellations and termination requests must be submitted in writing and will only take effect after receipt and acknowledgment by ChildPilot.
Portal App User Agreement
These Terms govern the use of the Staff Portal and Parent Portal applications by all users.
Access to Portal Apps
Access to the ChildPilot Portal App is granted exclusively by the childcare or early learning program administrator to prospective users.
- Once access is provided, users retain sole discretion over how they share their information.
- Administrators may revoke portal access promptly upon request.
User Account Management
To use the Portal App, you must create an account with a designated username (“Email”) and a secure password provided by the childcare program.
- Your username (“Email”) must be accurate and belong to you.
- You may not impersonate another person or use a username you are not authorized to use.
- Accounts are non-transferable and must not be shared with others.
- You are responsible for all activity associated with your account and must safeguard your credentials.
SMS & Notifications/Alerts
ChildPilot enables administrators and teachers to send SMS messages and notifications to families regarding center operations and child-related updates. These communications may include reminders, alerts, or other important notifications.
Messages sent through ChildPilot’s services are managed and initiated by your center’s administrators and teachers. To stop receiving SMS messages, reply “STOP” to any message. After sending “STOP,” you will receive a confirmation message, and no further messages will be sent for that specific use-case.
ChildPilot serves as the platform for these communications but does not control or create the content of the messages. For assistance with message delivery or platform features, please contact your center directly or our support team at support@childpilot.com.
Message and data rates may apply for any SMS messages sent or received. The number of messages you receive will depend on the settings and notifications enabled by your center’s administration and teachers. For questions about your text or data plan, please contact your wireless provider.
Carriers are not responsible for delayed or undelivered messages.
For more information about data privacy and usage, please review our Privacy Statement.
Authorization to Access Photos
The Portal App may require access to your device’s photo storage to allow uploading or downloading of media.
- ChildPilot cannot and will not access, monitor, or retrieve any personal files stored on your device.
Personal Information Handling
ChildPilot collects limited personal information, such as names, addresses, phone numbers, and email addresses, to provide and enhance its services.
- We do not share, sell, rent, or lease user information.
- Authorized representatives of ChildPilot may access this information solely for statistical analysis or customer support purposes.
- Third parties assisting ChildPilot are required to maintain confidentiality and are prohibited from using your information for any other purpose.
General Terms
External Links in Resources
The ChildPilot website may include links to third-party websites, such as blogs or YouTube training videos, provided for informational and educational purposes. While these resources are curated to enhance your experience, ChildPilot does not control the content of these external sites and is not responsible for any updates, changes, or transmissions received from them.
The inclusion of these links does not imply endorsement or affiliation with the linked sites or their operators. We encourage you to review the terms and privacy policies of these third-party websites before engaging with their content.
Prohibited and Unlawful Use of ChildPilot Services
By using ChildPilot’s applications, website, products, and services, you agree to comply with these Terms and warrant that your use will not violate any laws, regulations, or these Terms. Specifically, you agree not to:
- Use the services for any unlawful or prohibited purpose.
- Damage, disable, overburden, or impair the functionality of ChildPilot’s applications, website, or services.
- Interfere with other users’ access to or enjoyment of ChildPilot’s services.
- Attempt to gain unauthorized access to materials, data, or features not intentionally provided by ChildPilot.
- Defame, abuse, harass, stalk, threaten, or violate the legal rights of others, such as privacy or publicity rights.
- Publish, upload, or distribute content that is inappropriate, defamatory, obscene, indecent, unlawful, or otherwise objectionable.
- Upload files containing viruses, corrupted data, or malicious software that may harm others’ devices or the system.
- Upload or share materials protected by intellectual property laws unless you own or have obtained the necessary rights or consents.
- Advertise, sell, or promote goods or services unless explicitly permitted by ChildPilot.
- Download or distribute files that you know, or should reasonably know, cannot be legally shared.
- Falsify or delete legal notices, author attributions, or proprietary labels in uploaded files.
- Restrict or inhibit other users from accessing or enjoying the services.
- Harvest or collect personal information about others, including email addresses, without their consent.
- Violate any applicable laws, regulations, or codes of conduct associated with the services.
ChildPilot reserves the right to monitor user activity, review materials, and remove content at its sole discretion. Access to services may be terminated without notice if these Terms are violated or if deemed necessary by ChildPilot.
While using ChildPilot’s communication tools or services, please exercise caution when sharing personal information about yourself or patrons. ChildPilot does not control or endorse the content, messages, or information shared by users and disclaims liability for any resulting actions. Managers and hosts within the services are not authorized ChildPilot representatives, and their views do not necessarily reflect those of ChildPilot.
Uploaded materials by end users may be subject to usage, reproduction, or distribution limitations. Users are responsible for adhering to these restrictions when downloading or sharing materials.
ChildPilot reserves the right to disclose user information as necessary to comply with applicable laws, regulations, legal processes, or governmental requests.
Feedback & Submissions Policy
ChildPilot welcomes feedback and suggestions to improve its systems and services. While ChildPilot does not claim ownership of the materials you provide—including feedback, suggestions, or other content submitted through its websites or associated services (collectively, “Submissions”)—by submitting this information, you grant ChildPilot a license to use your feedback for system improvement and operational purposes.
This license includes, but is not limited to, the rights to:
- Copy, distribute, and transmit your feedback.
- Edit, reformat, and incorporate your feedback into system improvements or other business processes.
- Use your feedback to enhance current or future services.
All feedback is voluntary, and submitting feedback does not create any obligation for ChildPilot to implement or respond to your suggestions. By submitting feedback, you confirm and warrant that:
- The feedback is your original work, or you have the necessary rights to provide it.
- You are granting ChildPilot the rights to use the feedback without restriction as described above.
ChildPilot reserves the right to accept, modify, or reject any feedback at its sole discretion. This ensures that feedback can be used to refine and enhance ChildPilot’s systems effectively.
LIABILITY DISCLAIMER
THE INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES INCLUDED IN OR AVAILABLE THROUGH THE CHILDPILOT WEBSITE MAY CONTAIN INACCURACIES OR TYPOGRAPHICAL ERRORS. PERIODIC CHANGES AND UPDATES MAY BE MADE TO THE INFORMATION HEREIN. CHILDPILOT RESERVES THE RIGHT TO MAKE IMPROVEMENTS AND/OR CHANGES TO THE WEBSITE, SOFTWARE, AND SERVICES AT ANY TIME WITHOUT PRIOR NOTICE.
CHILDPILOT AND/OR ITS SUPPLIERS MAKE NO REPRESENTATIONS ABOUT THE SUITABILITY, RELIABILITY, AVAILABILITY, TIMELINESS, OR ACCURACY OF THE INFORMATION, SOFTWARE, PRODUCTS, SERVICES, AND RELATED GRAPHICS PROVIDED THROUGH THE WEBSITE OR SERVICES FOR ANY PURPOSE. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, ALL SUCH INFORMATION, SOFTWARE, PRODUCTS, SERVICES, AND RELATED GRAPHICS ARE PROVIDED “AS IS,” WITHOUT WARRANTY OR CONDITION OF ANY KIND. CHILDPILOT HEREBY DISCLAIM ALL WARRANTIES AND CONDITIONS, INCLUDING ALL IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.
CHILDPILOT DOES NOT GUARANTEE UNINTERRUPTED OR ERROR-FREE ACCESS TO ITS WEBSITE OR SERVICES. SERVICE INTERRUPTIONS DUE TO MAINTENANCE, TECHNICAL DIFFICULTIES, OR OTHER UNFORESEEN CIRCUMSTANCES MAY OCCUR. CHILDPILOT DISCLAIMS ALL LIABILITY FOR DAMAGES RESULTING FROM SUCH INTERRUPTIONS.
CHILDPILOT MAY PROVIDE ACCESS TO OR INTEGRATE WITH THIRD-PARTY SERVICES AND RESOURCES. WE ARE NOT RESPONSIBLE FOR THE FUNCTIONALITY, ACCURACY, OR RELIABILITY OF THIRD-PARTY TOOLS OR SERVICES AND DISCLAIM LIABILITY FOR ANY DAMAGES ARISING FROM THEIR USE.
WHILE CHILDPILOT EMPLOYS INDUSTRY-STANDARD SECURITY MEASURES, WE CANNOT GUARANTEE THAT UNAUTHORIZED ACCESS OR DATA LOSS WILL NEVER OCCUR. USERS ARE RESPONSIBLE FOR MAINTAINING BACKUPS OF CRITICAL DATA AND TAKING NECESSARY PRECAUTIONS TO PROTECT THEIR INFORMATION.
TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CHILDPILOT BE LIABLE FOR ANY DIRECT, INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL DAMAGES, OR ANY DAMAGES WHATSOEVER, INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF USE, DATA, OR PROFITS, ARISING OUT OF OR IN ANY WAY CONNECTED WITH THE USE OR PERFORMANCE OF THE CHILDPILOT WEBSITE, APPS, OR SERVICES, WITH THE DELAY OR INABILITY TO USE THE WEBSITE OR SERVICES, OR FOR ANY INFORMATION, SOFTWARE, PRODUCTS, SERVICES, AND RELATED GRAPHICS OBTAINED THROUGH THE WEBSITE OR SERVICES, OR OTHERWISE ARISING OUT OF THE USE OF THE WEBSITE OR SERVICES, WHETHER BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY, OR OTHERWISE, EVEN IF CHILDPILOT OR ANY OF ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF DAMAGES. BECAUSE SOME STATES/JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES, THE ABOVE LIMITATION MAY NOT APPLY TO YOU.
IF YOU ARE DISSATISFIED WITH ANY PORTION OF THE CHILDPILOT WEBSITE, SOFTWARE, OR SERVICES, OR WITH ANY OF THESE TERMS OF USE, YOUR SOLE AND EXCLUSIVE REMEDY IS TO DISCONTINUE USING THE WEBSITE, SOFTWARE, AND SERVICES.
SERVICE CONTACT: info@childpilot.com
Termination & Access Restriction
ChildPilot reserves the right to suspend or terminate your access to its website, software, or services, in whole or in part, at its sole discretion, including but not limited to instances of a breach of these Terms. ChildPilot alone will determine whether your actions violate any restrictions outlined in these Terms. Such termination may result in the loss of any data or content associated with your account.
While we strive to provide advance notice before terminating your account to allow you to retrieve important data (where legally and practically possible), there may be circumstances—such as safety, security, legal, or other considerations—where advance notice is not feasible.
This agreement is governed by the laws of the State of Washington, USA. You agree to submit to the exclusive jurisdiction and venue of courts in Collin County, Texas, USA, for any disputes arising out of or related to this agreement or your use of ChildPilot’s services.
Use of ChildPilot’s website or services is prohibited in jurisdictions where these terms and conditions are not enforceable. This agreement does not create any joint venture, partnership, employment, or agency relationship between you and ChildPilot.
ChildPilot will comply with all applicable laws and legal requirements, including responding to valid legal requests related to your use of its services. Nothing in this agreement limits ChildPilot’s rights in this regard.
If any provision of this agreement is found to be invalid or unenforceable, it will be replaced by a valid provision that aligns closely with the original intent. The remaining provisions will continue to be in full force and effect.
This agreement constitutes the entire understanding between you and ChildPilot regarding the use of its website, software, and services. It supersedes all prior agreements and communications, whether written, oral, or electronic. A printed version of this agreement is admissible in legal or administrative proceedings to the same extent as other business documents originally created in printed form.
Copyright & Trademarks
All contents of the ChildPilot website and associated services are copyrighted by ChildPilot. Copyright © 2025 by ChildPilot. All rights reserved.
Trademarks
The names of actual companies, products, and services mentioned herein may be trademarks of their respective owners. Any example companies, organizations, products, people, or events depicted are fictitious. No association with real entities is intended or should be inferred.
All rights not expressly granted herein are reserved.
Notices & Procedure for Making Claims of Infringement
Pursuant to Title 17, United States Code, Section 512(c)(2), notifications of claimed copyright infringement under United States copyright law should be sent to Service Provider’s Designated Agent. ALL INQUIRIES NOT RELEVANT TO THE FOLLOWING PROCEDURE WILL RECEIVE NO RESPONSE.
