This policy explains how JV Clinical Technologies LLC (“JV Clinical Technologies,” “we”) handles information in Smart Behavior Plans (the “Service”). It applies together with our Terms of Service. For records a childcare center keeps about children, our Data Processing Agreement also applies.
1. Who is responsible for what
Account and billing information (for example, your name, email and plan) is information we are responsible for.
Classroom records that a center or educator enters about children (behavior concerns, support plans, progress notes, incident reports and parent message drafts) belong to that center. We store and process them only on the center's behalf and on its instructions, as described in the Data Processing Agreement. If you are a parent or guardian with a question about your child's records, please contact your child's program first; we will help them respond.
2. Information we collect
- Account information: your name, email address, center or program name, your role, and the classrooms you are assigned to. Passwords are held by our sign-in provider in a form we cannot read.
- Staff information: names and email addresses of staff a center invites, their role, classroom assignments and training progress (lessons assigned, completed, quiz scores and director notes).
- Classroom records: what centers enter about children. The Service asks centers to identify each child with initials or a center-assigned ID rather than a full name, and records the child's classroom and age range. Records may include descriptions of behavior, what happened before and after, strategies used, progress counts, incident details and draft messages to families. Centers decide what to enter and should not enter more than they need.
- Billing references: your plan, its status and renewal dates, and Stripe customer and subscription identifiers. Card details are collected and stored by Stripe, not by us.
- Usage records: counts and categories of activity (for example, that a plan was generated or a lesson completed), support-bundle balances, and an audit log of who created or changed records and when. These records do not contain the text of classroom records.
- Free Strategy Finder: the answers you choose are used to show suggestions and are not linked to a child. If you ask for the toolkit by email, we store a one-way scrambled form (hash) of your email address and whether you agreed to receive tips.
3. How we use information
To provide, secure and support the Service; to generate the plans, documents and coaching content you request; to manage accounts, staff access, plans and billing; to send account emails such as confirmations, invitations and password resets; to understand how the Service is used in aggregate so we can improve it; and to meet legal obligations.
We do not sell personal information, share it for advertising, or use classroom records for marketing. Plans and documents are produced by our own rules-based engine from clinician-reviewed content; classroom records are not sent to any artificial intelligence (AI) provider and are not used to train AI models.
4. Service providers
We use these companies to run the Service. Each may process information only to provide its service to us.
- Vercel: website and application hosting.
- Supabase: sign-in and the application database.
- Stripe: payments, subscriptions and the billing portal.
- Resend: account emails (confirmation, invitations, password resets).
- Google Workspace: support email.
We may disclose information if required by law, to protect someone's safety, or as part of a sale or reorganization of our business, subject to this policy.
5. Cookies and analytics
We use only the cookies needed to keep you signed in and secure. We count product activity in our own database using a fixed list of event types that contain identifiers, counts and categories, never the text of classroom records. The Service has no advertising pixels, session replay or keystroke recording, and we never send information about children to advertising or marketing platforms.
6. Security
We use encrypted connections (HTTPS), managed sign-in with email confirmation, and database rules that keep each center's records separate and limit teachers to their own classrooms. Our own administrators' roles do not include access to centers' classroom records. We keep logs free of classroom record content. No system is perfectly secure, and we cannot guarantee that information will never be accessed without authorization. If we learn of a security incident affecting a center's records, we will notify that center as described in the Data Processing Agreement.
7. Retention and deletion
We keep account information and classroom records while the account is active. An account owner can ask us to permanently delete specific records or the whole account by emailing support@jvclinical.com. We will do so within 30 days, except for information we must keep by law (such as billing records, generally kept up to 7 years). Backup copies are overwritten on our providers' regular schedule. Toolkit requests are deleted after 24 months without activity, or sooner if you ask.
8. Your choices and rights
You can view and update your account details and close your account at any time. Depending on where you live, you may have the right to access, correct or delete your personal information, or to appeal our decision on a request. Email support@jvclinical.com and we will respond within the time the law requires. Requests about classroom records will be handled with, or passed to, the center that controls them. We will not treat you differently for exercising these rights.
9. Children
The Service is used by adult educators and childcare staff. It is not directed to children, and children do not use it or create accounts. Information about children is entered by the adults who care for them, and centers are responsible for any notice to, or consent from, families that their licensing rules, policies or applicable law require.
10. Not a medical record
Smart Behavior Plans is an educational and administrative tool. It is not designed to store medical records, diagnoses or treatment information, and centers should not enter them.
11. Changes
We may update this policy. For material changes we will notify account owners by email or in the Service before they take effect.
12. Contact
JV Clinical Technologies LLC. Email: support@jvclinical.com.