1. Parties and roles
For enrollment, child file, messaging, billing, and related Customer Content that a center uploads or collects through Capricent, the center is the controller (or equivalent under applicable U.S. state privacy law) and Capricent is the processor / service provider. Capricent is controller for its own account, billing, support, and security telemetry as described in the Privacy Policy.
2. Scope of processing
- Subject matter: hosting and operating Capricent software, parent portal, messaging, payments facilitation, document vault, and related support.
- Duration: for the term of the center's subscription and any post-termination retention required by this DPA, the Terms, or law.
- Nature / purpose: store, transmit, display, and process Customer Content solely to provide the Service and as otherwise instructed by the center in writing (including in-product actions).
- Types of data: director account data; child and family identifiers and contact details; enrollment and attendance records; documents and e-signatures; message content and logs; payment metadata (card/bank details are handled by Stripe — Capricent does not store full PAN or raw bank account numbers).
- Data subjects: center staff, enrolled children, parents/guardians, and other contacts the center chooses to enter.
3. Instructions
Capricent processes Customer Content only on documented instructions from the Controller: the Terms, this DPA, configuration in the product, and written requests to privacy@capricent.com or support@capricent.com. Capricent will notify the Controller if an instruction appears to violate applicable law (unless legally prohibited from doing so).
4. Security
Capricent maintains administrative, technical, and organizational measures appropriate to a multi-tenant SaaS product for childcare operators, including access controls, hashed credentials, TLS for public sites where provisioned, and segmented application/worker processes. Capricent will notify the Controller without undue delay after becoming aware of a personal-data breach affecting Customer Content, and will provide information reasonably needed for the Controller's compliance obligations.
5. Subprocessors
The Controller authorizes Capricent to engage subprocessors necessary to operate the Service (for example hosting, email/SMS delivery, payment processing via Stripe, and error monitoring). Capricent remains responsible for subprocessor performance under this DPA. Material new subprocessors that process Customer Content will be reflected in Capricent's vendor practices; Controllers may object on reasonable grounds by emailing privacy@capricent.com.
6. Assistance with data-subject and regulator requests
Taking into account the nature of processing, Capricent will assist the Controller with requests from parents or other data subjects that concern Customer Content, and with reasonable audits or assessments related to Capricent's processing of Customer Content, subject to confidentiality and commercially reasonable limits. Parent portal and export tools are provided so Controllers can fulfill many requests directly.
7. Return and deletion
During the subscription, Controllers may export child/family records and archive vault documents in-product. Archive and soft delete remove day-to-day access; they do not always permanently erase storage.
Capricent retains signed enrollment-packet documents and other on-file child records that childcare operators commonly must keep after a child leaves care. Permanent hard-delete of those retained vault objects is not currently offered in-product (it remains on the product roadmap). Controllers who need a formal deletion attestation for non-retention-held data may request assistance at privacy@capricent.com; Capricent will delete or return Customer Content that is not subject to legal, dispute, backup, or retention holds within a commercially reasonable period after subscription end, and will confirm what remains held and why.
8. Liability
Liability under this DPA is subject to the limitations and exclusions in the Terms, except where prohibited by law. Nothing in this DPA reduces either party's obligations under applicable privacy law that cannot be limited by contract.
9. Term
This DPA takes effect when the Controller accepts the Terms (or countersigns a copy of this DPA) and continues until Capricent ceases processing Customer Content for that Controller, except for surviving confidentiality, security, and deletion obligations.
10. Contact and countersignature
Questions or requests for a countersigned PDF: privacy@capricent.com. Include your center legal name, Capricent account email, and any required company letterhead details. Capricent stores the signed copy on the center legal pack (Settings → Capricent agreement; ops `/ops/centers`).
See also the Privacy Policy, Terms of Service, and Legal hub.