Privacy Policy

01

Information We Collect

When you use the tool, we collect:

• Account information: Your name, email address, and password (stored as a secure hash).
• Child profile data: Information you enter about your child, including name, diagnoses, medications, allergies, and care team details.
• Log entries: Behavioral incidents, medical events, IEP notes, communication logs, and any other records you create.
• Billing information: Payment is processed by Stripe. We never store your card number.
• Usage data: Basic server logs including IP addresses and browser type, used for security and debugging only.

02

How We Use Your Information

We use the information you provide solely to:

• Operate and maintain your account.
• Display your data back to you and authorized caregivers.
• Generate reports and exports you request.
• Send transactional emails (account verification, password reset, subscription receipts).
• Send optional newsletter emails if you have opted in.

We do not use your data for advertising and we do not sell it to third parties.

03

Data Storage & Security

Your data is stored on secured servers. We use industry-standard practices including:

• HTTPS encryption for all data in transit.
• Encrypted password storage (bcrypt hashing).
• AES-256-CBC encryption for sensitive fields at rest.
• Optional two-factor authentication for your account.
• Access controls so only you can view your records.
• Regular database backups.

No security system is 100% impenetrable. In the unlikely event of a data breach, we will notify you promptly.

04

Information Sharing

We share your data only in these limited circumstances:

05

Google Drive & Dropbox Integration

You may optionally link files from Google Drive or Dropbox to your records. When you use these integrations:

- Beetably only requests permission to view the names and links of files you select — it does not download, copy, or store the contents of any file.
- Only the file name and a shareable link are saved in Beetably. The file itself remains in your own Google Drive or Dropbox account.
- You can remove a file reference at any time by editing the record it was attached to.
- You can revoke Beetably's access to your Google Drive or Dropbox at any time through your Google Account or Dropbox settings.

These integrations are entirely optional. You can use Beetably without connecting any cloud storage.

06

Your Rights

You have the right to:

07

Data Retention

We retain your data for as long as your account is active. If you delete your account, your data is permanently removed from our systems within 30 days, except where we are required to retain it for legal or financial compliance purposes.

If the Service is discontinued, we will provide at least 60 days notice and a data export window before shutdown. All remaining user data will be permanently deleted within 90 days of the shutdown date.

08

Children's Privacy

This tool is intended to be used by adults (parents and caregivers) to maintain records about their children. We do not knowingly collect personal data directly from children. If you believe a minor has created an account without parental consent, please contact us and we will remove the account promptly.

09

Cookies

We use only essential cookies required to operate the application (session management and CSRF protection). We do not use advertising cookies or third-party tracking cookies.

10

Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date above and, for material changes, notify all account holders by email and in-tool message at least 30 days before the changes take effect. Continued use of the tool after changes constitutes acceptance of the updated policy.

11

Contact Us

If you have questions or concerns about this Privacy Policy, please contact us. We aim to respond within 3 business days.