WizHippo Privacy Policy

Last Updated: October 27, 2026

WizHippo LLC (“WizHippo,” “we,” “us,” or “our”) provides software for childcare organizations and approved independent service providers. We respect the privacy of children, families, staff, Customers, Partners, and other users. This Privacy Policy explains how we handle personal information in connection with our websites, the WizHippo application, Partner Portal, and related services (collectively, the “Services”).

This Privacy Policy should be read with our Terms of Service, which contain our contractual data-processing obligations. This notice does not replace the privacy notices that childcare organizations may be required to provide, and it does not limit rights that cannot lawfully be waived.

1. What This Policy Covers

This Policy primarily covers personal information WizHippo collects or uses for its own business purposes, including information concerning website visitors, prospective and existing Customers, Partners, their users, and persons who contact us. In that context, WizHippo may act as a controller, business, or similar entity under applicable privacy law.

Customer Data is different. Childcare organizations use WizHippo to maintain records relating to children, families, staff, health, attendance, enrollment, payments, licensing, and compliance. When WizHippo processes these records on behalf of a Customer, the applicable childcare organization generally determines why the information is collected and who is authorized to access it. WizHippo generally acts as its processor or service provider. Those records are governed by the Customer’s applicable privacy practices, the Terms of Service, and relevant law. Parents, guardians, employees, or others with questions about records kept by a childcare organization should generally contact that organization first. We may assist as required by law or our contractual obligations.

Our role depends on the particular information and activity. Some account, billing, authentication, security, and business records are processed by WizHippo for its own legitimate purposes, even when they relate to users of a Customer workspace.

2. Information We Collect

The information depends on how you interact with us. We may collect the following categories:

We obtain information directly from users, automatically through the Services, and from third parties such as payment, communications, authentication, security, and business-service providers, where lawful. We use designated payment providers for payment processing and do not intentionally store complete card numbers or card security codes in general-purpose WizHippo application databases.

The categories and purposes of information we collect may vary by role and selected functionality. We do not require every user to provide every category listed above.

3. How We Use Information

We use information, as appropriate, to:

• provide, host, maintain, secure, and improve the Services;
• create accounts, verify users, manage permissions, and operate the Partner Program;
• administer subscriptions, sponsorships, referrals, invoices, and payments;
• support Customers and Partners, deliver communications, and troubleshoot technical issues;
• monitor reliability, prevent fraud or misuse, and maintain audit records and backups;
• respond to authorized instructions, valid legal process, and privacy requests;
• measure public-website traffic, Google Ads campaign performance and conversions, and communicate about WizHippo’s offerings, subject to applicable consent and opt-out requirements; and
• establish, exercise, or defend lawful rights and comply with legal obligations.

When applicable law requires a specific legal basis, we rely on an appropriate basis for the relevant activity, such as performing a contract, complying with law, legitimate interests where permitted, or consent when required. We may use aggregated or properly de-identified service-usage and technical information for security, analytics, and service improvement, subject to applicable law. We do not independently use identifiable children’s health records for research, profiling, advertising, or unrelated product development.

We do not use identifiable child, family, or staff Customer Data for unrelated behavioral advertising.

4. Customer Data, Advisors, and Solution Partners

Customers retain their rights in Customer Data. WizHippo processes that information to provide the selected Services and fulfill authorized instructions, as further described in the Terms of Service.

An Advisor Partner may access a Center only when the required Center authorization, assigned permissions, and other access conditions are satisfied. A referral alone does not grant access, whether it is submitted by an Advisor Partner or a Solution Partner.

With a Sponsored Center, the Solution Partner’s sponsorship process creates the Partner–Center relationship and corresponding access records. Access becomes effective under the applicable activation, permissions, sponsorship, and security requirements. The Solution Partner and its authorized staff may have administrative access according to the sponsored access model. The Center may suspend or revoke their access through available security controls without automatically ending the Partner’s payment obligation.

The Solution Partner does not acquire ownership of the Sponsored Center’s data by paying for, provisioning, branding, or administering its subscription. When a Solution Partner’s paid program ends, sponsorship and related branding privileges end under the Terms of Service; eligible relationships may continue under the Advisor model if the Center has not revoked authorization. The Center’s own records remain associated with its workspace, subject to applicable account status, law, and retention rules.

Approved Partners are independent third parties, not WizHippo subprocessors merely because a Center authorizes them. Partners have their own obligations regarding confidentiality, security, lawful use, and any notices they owe to Customers.

5. White-Label Domains and Communications

A Solution Partner may offer an authorized branded experience using its name, logo, subdomain or domain, and permitted sender or email settings. WizHippo remains the underlying software provider. Branding does not change the Center’s rights in Customer Data or remove the applicable WizHippo Terms of Service and Privacy Policy.

Information needed for branding may include Partner contact details, business identifiers, domain names, DNS-related configuration, sender addresses, and email or SMTP connection settings. Where Partner-selected communications or infrastructure providers are used, information necessary to deliver the selected communication may be processed by those providers under their own terms and privacy practices. Partners are responsible for the lawful use of their brands, communication methods, and services they independently provide. Partner-controlled domains and email systems may be subject to the Partner’s own privacy notices and the relevant providers’ practices.

6. When We Share Information

We share personal information only as reasonably necessary for the Services or other purposes described here, including with:

• Customers and their authorized users, subject to workspace roles and permissions;
• authorized Advisors and Solution Partners, in accordance with their referral or sponsorship relationship and the Center’s effective access controls;
• service providers supporting hosting, security, communications, email delivery, payment processing, analytics, advertising measurement, backups, and support, subject to applicable protective obligations;
• payment processors, banks, and networks involved in authorized transactions;
• professional advisers and authorities where necessary for lawful business purposes, rights, safety, investigations, or legal obligations;
• transaction counterparties in a permitted merger, financing, reorganization, acquisition, or sale of the business; and
• other parties at the direction of the relevant user or Customer, or with required consent.

Independent third-party services selected by a Customer or Partner may process information under their own notices and terms. WizHippo does not sell Customer Data or disclose identifiable child, family, or staff Customer Data for unrelated targeted advertising.

We do not sell personal information for money. Certain website analytics or advertising disclosures can qualify as a “sale,” “sharing,” or “targeted advertising” under some state laws even without monetary payment; applicable rights and choices are described below. We do not knowingly sell or share personal information of minors under 16 for cross-context behavioral advertising.

7. Cookies, Google Analytics, Google Ads, and Communications Choices

We use cookies and similar technologies to operate and secure our websites and Services, remember settings, and understand how visitors interact with our public website.

Google Analytics and Google Ads. Our public website uses Google Analytics and Google Ads tags to measure website traffic, understand how people reach and use our website, and evaluate advertising campaigns and conversions. Depending on the enabled Google Ads settings, tags may also support advertising attribution and audience features. This statement does not mean that every optional Google Ads feature, including remarketing or personalized advertising, is enabled.

When these tags operate, Google may receive information such as IP address, browser or device identifiers, cookie identifiers, page URLs, referring sources, interactions with public pages, and conversion events. Google may set or read cookies and process that information according to its own policies and the settings of the relevant services. For information about Google’s practices, see How Google uses information from sites or apps that use its services.

We do not intentionally send identifiable Customer Data, including child, family, staff or health records from authenticated Center workspaces, to Google Analytics or Google Ads for advertising purposes. Public-website advertising data is distinct from the Customer Data we process for childcare organizations.

Your choices. You may restrict or delete cookies through your browser and use any choices offered on our website. Google provides advertising preference controls and a Google Analytics browser opt-out add-on. The Analytics add-on does not necessarily prevent collection through Google Ads or other technologies. Where applicable law requires prior consent or an opt-out mechanism, including recognition of valid browser-based opt-out preference signals, those requirements apply to our website practices. You may also contact us using Section 13 to request legally available privacy choices. Blocking essential cookies can affect Services functionality.

You may unsubscribe from WizHippo promotional email messages using the instructions in those messages or by contacting us. Opting out of marketing does not prevent essential account, billing, legal, security, or service messages. Where SMS or other marketing communications are offered, applicable consent and opt-out requirements apply. We do not provide mobile numbers or SMS opt-in records to independent third parties for their own marketing without legally sufficient authorization.

8. Children and Health-Related Records

WizHippo is intended for use by adults acting as childcare operators, personnel, parents, guardians, and authorized professional users. Children do not independently create or operate WizHippo accounts. Child-related Customer Data is entered or managed by the Center and adults it authorizes, for the Center’s purposes. Our service is not designed to solicit personal information directly from children under 13.

A Center may use WizHippo to record vaccination details (including dose dates and exemptions), allergies, health conditions, severity, whether an action plan is required, related notes, and incidents. The Platform may provide predefined condition and vaccine categories. The Center and its authorized users choose and maintain the information associated with individual children. WizHippo does not independently diagnose conditions, prescribe treatment, decide medical action plans, or use identifiable child health records for its own research, advertising, profiling, or unrelated business purposes.

We process these records to provide the Center-selected Services, authorized access, support, security, backups, and lawful processing under the Terms of Service. Centers are generally responsible for the notices, permissions, and decisions legally assigned to them, without displacing obligations that applicable law assigns directly to WizHippo. WizHippo does not sell consumer health data.

Some jurisdictions impose particular obligations concerning child, student, or consumer health data. Where these laws apply directly to WizHippo, we will comply with applicable disclosure, authorization, security, access, or deletion requirements. This Policy is not a substitute for a separate health-data notice or other mechanism if one is specifically required by law.

9. Retention, Deletion, and Backups

We retain personal information for as long as reasonably necessary to provide the Services, support legitimate account reactivation, maintain security and business records, resolve disputes, and comply with applicable law. Relevant factors include the information’s nature and sensitivity, its purpose, account status, legal obligations, and backup practices.

Suspended or inactive Center workspaces are not ordinarily deleted automatically after 30 days. Under current practices, WizHippo generally retains their databases and records for potential reactivation, subject to applicable law, requests for valid deletion, security considerations, and service changes. We do not guarantee indefinite storage or future access to a particular inactive workspace; Customers should maintain their own copies of important or legally required records.

A request to permanently erase an entire Center workspace ordinarily must be submitted in writing by a verified person authorized to act for the Center. A Solution Partner’s payment or administrative access, by itself, does not authorize that Partner to order full deletion of a Center database. Rights held by parents, employees, or other individuals, and obligations imposed directly on WizHippo by law, are not limited by this process; requests about Customer-controlled records may be referred to the Center where appropriate.

Information removed from active systems may remain for a limited period in disaster-recovery backups until ordinary rotation or another lawful retention process applies. Separate payment, security, audit, tax, and legal records may be retained where legally permitted or required. We will not retain information longer than permitted by applicable law.

10. Security and Security Incidents

We maintain reasonable administrative, technical, and organizational safeguards appropriate to the Services and information involved. Depending on the systems and configuration, these may include encrypted connections, password protections, role-based access controls, logical separation of Customer workspaces, logging, backups, and additional authentication controls. No service can guarantee absolute security.

Users, Customers, and Partners share responsibility for securing their credentials, devices, permissions, and information they download or transmit outside WizHippo. If a reportable incident affects data processed by WizHippo, we will investigate and provide notices to the legally required parties within the periods applicable to that incident. The Customer may have separate notification responsibilities for records it controls, subject to applicable law.

11. Privacy Rights and Requests

Depending on your residence, the kind of information, and applicable law, you may have rights to learn what personal information is processed, request access or a copy, correct information, request deletion, withdraw legally required consent, opt out of certain sale, sharing, or targeted advertising, limit specified sensitive-data processing, or appeal a qualifying privacy decision. We do not unlawfully discriminate against persons exercising privacy rights.

Requests can be sent to the contact address in Section 13. We may verify identity and, where applicable, an agent’s authority, before disclosing or deleting information. We will respond within any time period required by applicable law and explain available appeal options when legally required. Some requests are subject to lawful exceptions, including security, transactions, legal obligations, recordkeeping, and the rights of others.

For child, family, and employee information contained in a Center’s workspace, please ordinarily contact that Center first. WizHippo may refer the request to the Center or assist as appropriate to our role and applicable law. A Parent User does not need to ask a sponsoring Partner for permission to contact the Center about the Center’s records.

12. International Access and Processing

WizHippo is based in the United States. Our Services and service providers may process information in the United States and, where applicable, other jurisdictions. Laws may differ by location. Where a particular international transfer requires additional safeguards or authorization, those requirements apply. We do not promise that all data will remain exclusively within any single state or country.

13. Updates and Contact

We may update this Policy as our products, service providers, laws, or practices change. We will update the Last Updated date and provide additional notice or seek consent when required by law. Changes will not remove rights that cannot lawfully be waived.

For privacy questions or requests, contact:

WizHippo LLC
Email: wizhippo@wizhippo.com
Support: support@wizhippo.com
Website: https://wizhippo.com/