Privacy notice

1. Scope

Scribbles Academy Lead Desk is an internal application used by authorized Scribbles Academy staff and contractors. It helps the business respond to daycare inquiries, exchange follow-up messages, and arrange tours. This notice applies to information processed through that application.

2. Information we process

Depending on how a parent contacts Scribbles Academy, the application may process:

• Parent or guardian name, email address, mobile number, preferred language, inquiry source, comments, and website attribution data.
• Google Local Services Ads lead identifiers, lead status, contact details, conversation events, call metadata, messages, and authorized call-recording URLs.
• Call transcripts and limited inquiry facts, such as a child’s general age band, desired start timing, schedule needs, questions, objections, and tour interest.
• For a website inquiry, up to four children’s names, birth dates, derived age bands, and desired start dates. Child names and exact birth dates are encrypted at rest and are excluded from AI prompts.
• Email and SMS messages, delivery status, staff notes, channel permissions, opt-out status, and tour details.
• Staff account, security, configuration, and audit information needed to operate and protect the portal.

The application is designed to exclude health details, payment-card information, government identifiers, and other information that is not needed for admissions follow-up.

3. How information is used

Information is used to respond to an inquiry, understand daycare needs, answer approved questions, provide applicable offer information, send requested follow-up, arrange or manage tours, honor opt-outs, escalate matters to staff, maintain security, prevent duplicate activity, and improve operational reliability.

Google user data is used only to provide these first-party features for Scribbles Academy. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements.

4. Service providers and disclosure

Scribbles Academy uses contracted technology providers to operate the application, including infrastructure hosting, PostgreSQL, Google Ads API, Microsoft Azure Speech and Foundry, Infobip for SMS, Cloudflare for form protection, and Resend for admissions and operational email. These providers receive only the information needed to perform their contracted function.

Lead information is not sold, rented, licensed, or shared for unrelated advertising. Information may also be disclosed when required by law, to protect rights or safety, or as part of a business transaction subject to appropriate safeguards.

5. AI and transcription

When an authorized call recording is available, audio is sent directly for transcription and is not intentionally stored as a raw audio file by the portal. Transcript context may be redacted before structured fact extraction or message drafting. AI output is limited by approved knowledge, offer validation, escalation rules, and staff controls.

6. Retention and security

The portal uses access controls, encrypted HTTPS transport, encrypted child names and birth dates, restricted server credentials, authenticated provider webhooks, database uniqueness controls, and audit logging. Transcripts are scheduled for deletion after 90 days. Closed-lead data—including encrypted child details—is scheduled for anonymization or deletion after 24 months. Suppression records may be retained longer to prevent accidental recontact after an opt-out.

7. Choices and requests

A parent can use the unsubscribe link in any admissions email to end email follow-up without changing separately authorized SMS. A parent can reply STOP to end SMS. A clear request to stop all contact suppresses both channels. START may restore SMS only where permitted. Requests to access, correct, or delete information can be sent to the contact below; some records may be retained when required for legal, security, audit, or suppression purposes.

8. Contact and changes

Privacy questions or requests may be sent to innocentliston@gmail.com. Scribbles Academy may update this notice when the application or legal requirements change. The effective date above will be revised when material changes are published.