Privacy Policy

Last updated: September 2026

KolibriAcademy.com ("Website") is a website owned and operated by Kolibri Academy ("We" or "Us"). We also operate the Kolibri mobile application (the "App"). We respect your privacy, which is why we try to live up to the highest of user privacy standards.

The aim of this Privacy Policy is to inform you how we collect, process, use and disclose your personal data.

Personal data is information that relates to an individual who can be identified from that information, whether or not in conjunction with any other information.

This Privacy Policy summarizes how we process personal data of our families, website users, job applicants, and business partners.

About the Kolibri App

The App is a private tool for families and staff of Kolibri Academy. It is not a public service. Accounts are created and activated by Kolibri Academy — downloading the App does not by itself give access to any information.

Parents and guardians use the App to see photos and updates about their own children, view attendance, message our staff, and receive notifications. Staff use it to record attendance, post updates, and communicate with families.

The App is intended for use by adults. It is not directed to children, and children do not create accounts or use the App themselves. Information about children is entered by their parents, guardians, or our staff.

Information We Collect

Account Information:

When an account is created for you, we collect and store:

Name
Email address
Phone number
A password (stored only as an encrypted hash — we cannot read it)
Your role at Kolibri Academy (parent, staff, or administrator)

Information About Enrolled Children:

Because we provide childcare, we hold records about the children in our care. This information is entered by our staff or by a child's parent or guardian, never by the child. This information includes:

Name and date of birth
Profile photograph
Classroom assignment and enrollment status
Allergies, medications, and other medical notes relevant to care
Emergency contact names and phone numbers
Attendance records, including check-in and check-out times
Daily records such as meals, naps, and diapering or toileting changes
Photographs and videos taken during the day

A parent or guardian can only see information about their own children.

Messages and Communications:

Messages exchanged between families and Kolibri Academy through the App are stored so that both sides can see the conversation history. Our staff can see messages sent to Kolibri Academy; other families cannot.

Device and Technical Information:

Push notification token. A unique identifier issued by Apple or Google that lets us deliver notifications to your device. It is cleared when you sign out.
App version and platform, so we can tell whether your App needs updating.

Photos and Camera:

If you or our staff add a photograph to a child's profile or to the daily feed, the App requests access to your device's camera or photo library at that moment. We only receive the specific images chosen — we have no access to the rest of your photo library.

If you choose to save a photo or video from the feed, the App requests permission to write to your device's photo library. Nothing is saved without you asking for it.

Website Information:

When you visit the Website we may collect:

Information you submit through contact or inquiry forms
Information you provide when creating an account, scheduling a tour, or subscribing to our newsletter
Information you provide when applying for a position with us
Billing information necessary to process payments
Cookies and similar technologies as described below

Like most websites, our server automatically records standard technical information with each request: browser type and version, language preference, the page you came from, the date and time, and your IP address. We use this to keep the site running properly and to understand roughly how it's being used. We do not use it to identify individual visitors.

SMS Information Collected

This Privacy Policy explains how we collect, use, disclose, and protect your information concerning SMS (Short Message Service) messaging through 10DLC to enable communication between Kolibri Academy staff and the families in our care.

When you opt-in to receive SMS messages from us, we may collect the following types of information:

Personal Information:

Name
Phone number
Email address

Care-Related Information:

Your child's name and classroom
Details necessary for communication about your child's care

Message Data:

The content of SMS messages sent and received
Delivery status of SMS messages
Interaction data related to SMS messages

We use SMS to send enrollment updates, reminders, closure notices, pickup and drop-off coordination, and other information relevant to your child's care.

You can opt out at any time by replying STOP to any message, or contacting us by clicking here.

What We Do Not Do

We do not sell your personal data, or your children's, to anyone.
We do not show advertising in the App or use your data for advertising purposes.
We do not use third-party analytics or tracking in the App.
We do not share photographs of your child with other families. A photograph tagged to your child is visible only to that child's own parents and guardians, and to our staff.

How We Use Your Information

We use the information described above to:

Provide childcare and keep accurate records as required of a licensed childcare provider
Show parents and guardians updates about their own children
Send notifications about your child's day, messages from our staff, and center announcements
Enable messaging between families and Kolibri Academy
Manage enrollment, scheduling, and billing
Plan and prepare meals appropriate to the children present
Keep the App and Website secure and working correctly
Meet our legal and regulatory obligations as a childcare provider

Sharing Your Information

We share information only with service providers who help us operate — for things like hosting our database, storing photos and videos, sending notifications and emails, and processing payments. We do not sell your data, and we require every provider we work with to protect it and use it only for the service they provide us.

We may also disclose information where required by law, in response to a lawful request such as a subpoena, court order, or government demand, or where necessary to protect the safety of a child.

If Kolibri Academy is ever sold or merged, records may transfer to the new owner, who would remain bound by this policy.

Where Your Information Is Stored:

Our service providers may store or process information on servers outside Texas, including elsewhere in the United States. Wherever it is held, it remains subject to this policy and to the contractual protections we have with each provider.

Children's Privacy

We take particular care with children's information.

The App is not directed to children and does not knowingly collect information from children. Information about children is provided by their parents, guardians, or our staff, in the ordinary course of providing childcare.

Access to a child's information is limited to:

That child's parents and guardians, as recorded in our enrollment files
Kolibri Academy staff responsible for that child's care
Anyone we are legally required to provide it to

A parent or guardian may ask us at any time to see, correct, or delete information we hold about their child, subject to records we are required by state childcare licensing regulations to retain.

Cookies and Website Technologies

The Website uses cookies for the following purposes:

Login cookies, set when you sign in to the Parent Area. These last two days, or two weeks if you select "Remember Me," and are removed when you sign out.
A temporary cookie set when you visit the login page, to check whether your browser accepts cookies. It contains no personal data and is discarded when you close your browser.
Preference cookies that remember display choices, lasting up to a year.

The App does not use cookies or tracking technologies.

Pages on the Website may include embedded content such as videos or maps. Those behave as if you had visited the third-party site directly, and that site may collect data about you under its own policy.

Analytics and Advertising

The Website — not the App — uses the following third-party tools to understand how visitors use our site and to reach prospective families with relevant advertising:

Google Analytics, which collects information about pages visited, time on site, and how visitors arrive at our Website. Google's privacy policy.
Meta (Facebook) Pixel, which helps us measure the effectiveness of our advertising and show relevant ads to prospective families on Facebook and Instagram. Meta may use this data in accordance with its own privacy policy. Meta's privacy policy.
Microsoft Clarity, which records how visitors interact with our Website — such as clicks, scrolling, and mouse movement — to help us understand and improve the site. Microsoft's privacy policy.

These tools use cookies and similar technologies and may collect your IP address and browsing behavior on our Website. None of them operate inside the App, and none of them have access to childcare records, photographs, messages, or any other information collected through the App.

You can limit this tracking using your browser's cookie settings, browser extensions that block trackers, or Meta's ad preferences.

How Long We Keep Information

Childcare records are kept for as long as your child is enrolled, and afterwards for the period required by Texas childcare licensing regulations.
Photographs and videos are kept while your child is enrolled and removed on request afterwards.
Messages are kept for the duration of enrollment so both sides have the conversation history.
Website account information is kept until you ask us to remove it.
Push notification tokens are removed as soon as you sign out.

Security of Your Information

We protect your information with:

Encryption in transit (HTTPS) and at rest
Passwords stored only as encrypted hashes, never in readable form
Database-level access rules, so a signed-in user can only retrieve records they are entitled to see
Accounts created and activated only by Kolibri Academy staff

No method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security. If a breach ever affects your personal data, we will notify you as required by law.

Your Rights and Choices

You have the right to:

See what we hold. Request a copy of the personal data we hold about you or your child.
Correct it. Ask us to fix anything inaccurate.
Delete it. Ask us to delete your account and associated personal data, subject to records we are legally required to keep.
Turn off notifications. Through your device settings, at any time.
Opt out of SMS. Reply STOP to any message.
Unsubscribe from our newsletter. Use the unsubscribe link at the bottom of any newsletter email. This does not affect emails about your child's care, which are part of the service we provide.

To make any of these requests, click here to contact us. We will respond within 30 days.

Deleting Your Account:

To delete your Kolibri account and the personal data associated with it, give us a call at +1-512-420-4119, or click here. We will confirm the request and delete the account, retaining only what state childcare licensing regulations require us to keep.

Links to Other Websites

The Website contains links to sites we don't control — Google Maps, social media, and our payment provider among them. Following a link takes you outside this policy, and anything you provide on that site is governed by their own. We'd encourage reading it before providing personal information.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be effective when we post the revised policy on our website, and the "last updated" date above will change. If we make a significant change to how we handle your information, we will tell you directly. We encourage you to review this Privacy Policy periodically.

Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Kolibri Academy
2471 S A.W. Grimes Blvd #200
Round Rock, Texas 78664
Email: click here
Phone: +1-512-420-4119