1. Overview
Ashward Group LLC (“we,” “us,” or “our”) operates ClassVoice at classvoice.co. This Privacy Policy explains how we collect, use, and protect information when you use our Service. By using ClassVoice, you agree to the practices described in this policy.
ClassVoice is a B2B tool used by licensed daycare administrators. We do not collect data directly from children. All information in the Service is entered by authorized facility staff on behalf of their organization.
2. Information We Collect
We collect the following categories of information:
- Account Information: Name, email address, and password when you create an account. Facility name and classroom information you provide during setup.
- Children’s Daily Activity Data: Activity summaries, meal notes, nap times, mood observations, and other information about enrolled children that facility staff enter or dictate to generate daily reports. This data is entered by and on behalf of the licensed facility.
- Voice Recordings and Transcripts: Audio recordings captured by staff during report creation, and the text transcripts produced from those recordings. Raw audio is transmitted for transcription and is not stored permanently beyond the transcription process (see Section 4).
- Photos: Images attached to daily reports by facility staff.
- Parent Contact Information: Parent or guardian email addresses provided by facility staff for report delivery. We use this information only to send the daily reports you generate.
- Usage Data: Information about how you interact with the Service, including pages visited, features used, and timestamps, collected automatically via server logs.
- Payment Information: Billing details are handled directly by Stripe and are not stored on our servers. We receive only transaction confirmation and a payment method summary (e.g., last four digits).
3. How We Use Your Information
- To provide, operate, and improve the Service
- To process voice input and generate formatted daily reports via AI (see Section 4)
- To deliver daily reports to parent email addresses provided by facility staff
- To maintain a report history accessible to authorized facility staff
- To process subscription payments through Stripe
- To send transactional emails related to your account
- To respond to support requests and communicate with you about the Service
- To detect and prevent fraud, abuse, or violations of our Terms of Service
We do not sell, share, or use children’s activity data for advertising, profiling, or any purpose beyond providing the Service to you.
4. AI Processing and Voice Data
ClassVoice uses artificial intelligence to convert staff voice recordings into formatted daily reports. Specifically:
- OpenAI Whisper: Voice audio recorded by staff is sent to OpenAI’s Whisper API for transcription into text. Audio is transmitted securely over encrypted connections. We do not store raw audio recordings beyond the transcription process. Once a transcript is returned, the audio is discarded and not retained on our servers or by our processors beyond what is required to complete the transcription.
- Anthropic Claude: Transcribed text is sent to Anthropic’s Claude API to structure, format, and generate the final daily report. The report text is then stored in your account for delivery and record-keeping.
Both OpenAI and Anthropic process data under their respective privacy policies and data processing agreements. We transmit only the minimum data necessary for AI processing. We do not use your data or children’s activity information to train AI models.
5. Third-Party Services
We use the following third-party service providers to operate ClassVoice:
- Supabase: Database storage and user authentication. Account information, classroom data, and generated reports are stored in Supabase-hosted PostgreSQL databases with row-level security.
- Stripe: Payment processing for subscriptions. We do not store your full payment card details.
- OpenAI: Voice transcription via the Whisper API. Subject to OpenAI’s Privacy Policy.
- Anthropic: AI-powered report generation via the Claude API. Subject to Anthropic’s Privacy Policy.
- Resend: Transactional email delivery for account notifications and daily report distribution to parents.
6. Children’s Privacy (COPPA / FERPA)
ClassVoice is designed for use by licensed daycare professionals, not by children or parents directly. We do not knowingly collect personal information directly from children under 13.
Daily activity data about enrolled children is entered by authorized facility staff on behalf of the facility. The facility operator is responsible for obtaining any required parental consent under applicable law, including COPPA and FERPA, before using ClassVoice to generate and distribute reports about individual children.
We process children’s activity data solely on behalf of the licensed facility to deliver the Service. We do not use this data for any secondary purpose.
7. Data Retention
We retain your account data and generated reports for as long as your account is active. If you cancel your subscription, your data remains accessible for 30 days, after which it may be permanently deleted. You may request deletion of your data at any time by contacting us.
As noted in Section 4, raw audio recordings are not stored beyond the transcription process.
8. Data Security
We implement industry-standard security measures to protect your information, including encrypted data transmission (TLS), database-level access controls, and row-level security policies that restrict data access to authorized account holders. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.
9. Your Rights
You have the right to:
- Access the personal information we hold about you and your facility
- Correct inaccurate or incomplete information
- Request deletion of your account and associated data
- Export your report history in a portable format
- Opt out of non-essential communications
To exercise any of these rights, contact us at joel@ashwardgroup.com.
10. Cookies
ClassVoice uses essential cookies and local storage to maintain your authenticated session. We do not use third-party advertising cookies or tracking pixels.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised effective date. Your continued use of the Service after changes are posted constitutes acceptance of the updated policy.
12. Contact
For questions or concerns about this Privacy Policy, contact us at: joel@ashwardgroup.com
Ashward Group LLC
Oregon, United States