1. Who This Agreement Applies To
This Agreement applies to any person or organization that lists a licensed childcare facility on KodomoHub ("you" or "Provider"). It takes effect from the moment you create a provider account and continues as long as you maintain one.
2. Your Account
You are responsible for maintaining accurate and current information in your account, including your BC childcare licence status, facility capacity, programs, and contact details. You must update your account promptly if any of this information changes. You are responsible for all activity that occurs under your account credentials.
3. Your BC Childcare Licence
By listing a facility on KodomoHub, you warrant that:
- You hold a valid, current BC childcare licence for the service type and capacity listed, issued by the BC Ministry of Children and Family Development or the appropriate licensing authority.
- You will remove or suspend your listing immediately if your licence is suspended, revoked, or expires and has not been renewed.
- The service type, capacity, age groups, and programs listed on your KodomoHub profile accurately reflect your licensed entitlements.
KodomoHub reserves the right to verify your licence status against BC government records at any time and to suspend your listing if we cannot confirm your licence is active.
4. Fees and Payments
Certain KodomoHub features involve fees — including waitlist application fees, registration fees, enrollment deposits, and promotion charges. Current fee structures and platform rates are published on the KodomoHub pricing page and in your billing settings. By using these features, you agree to the applicable fees as published at the time of use.
KodomoHub uses Stripe to process payments on your behalf. When you connect a Stripe account through KodomoHub, you also agree to Stripe's Connected Account Agreement, which governs how payments are processed and settled. You are responsible for keeping your Stripe account accurate and in good standing.
Any applicable platform commission is deducted before funds are transferred to your Stripe account. The current commission rate is published in your billing settings and may be updated with reasonable notice.
Promotion Credits
Paid subscription plans include a monthly promotion credit that can be applied only toward featured listing promotions. Each credit is granted at the start of your monthly billing cycle and expires at the end of that billing cycle — unused credit does not roll over to the following cycle. For annual subscriptions, monthly credit cycles are anchored to your subscription start date. Referral credits, where issued, expire 12 months from their issue date. Promotion credits have no cash value, are non-refundable, cannot be applied to subscription fees, and are forfeited on account closure. Credit amounts are published on the KodomoHub pricing page and may be updated with reasonable notice.
First-Year Discount Promotion
KodomoHub may offer a limited-time 50% discount on your first year of a paid subscription (Starter or Pro) for organizations converting to a paid plan for the first time. This discount is limited to one redemption per organization — including any facility later transferred to a different organization — and is not available to organizations that currently hold, have previously held, or have previously redeemed this discount on a paid subscription. The discount applies for 12 months from the date it is first applied (12 monthly billing cycles, or a single annual invoice, depending on your billing frequency), after which your subscription renews at the then-current standard rate. This discount has no cash value, cannot be combined with other subscription discounts or promotional credits, and does not apply to additional-site add-ons. KodomoHub may modify or discontinue this promotion at any time without affecting subscriptions already receiving the discount.
5. Your Obligations to Families
Parents and guardians share their personal information — and their children's information — with you through KodomoHub for the sole purpose of evaluating enrollment and managing the childcare relationship. You agree to:
- Use family and child information only for enrollment and care purposes. You must not use this information for marketing, share it with third parties, or repurpose it in any way outside the KodomoHub enrollment process.
- Treat all families equitably. KodomoHub prohibits discrimination in enrollment decisions on the basis of any protected characteristic under the BC Human Rights Code.
- Communicate with families only through KodomoHub's messaging tools or through contact details the family has explicitly shared with you.
- Honor the fees, deposit policies, and cancellation terms you have published on your KodomoHub profile. Material changes must be communicated to affected families with reasonable notice.
6. Data Processing Obligations
Children are a specially protected class under BC's Personal Information Protection Act ("PIPA"). As a Provider, you process personal information on KodomoHub's behalf when you access waitlist applications, enrollment records, and parent messages. You agree to the following obligations:
Use limitation
Personal information you receive through KodomoHub must be used exclusively to evaluate and manage enrollment. It must not flow to marketing systems, analytics platforms, or any third party.
PIPA compliance
You must handle all personal information received through KodomoHub in accordance with PIPA, including obtaining any additional consents required for purposes beyond enrollment.
Retention and deletion
Personal information for families who decline enrollment, withdraw their applications, or whose records are archived must be deleted or securely destroyed within 90 days of that event, unless a longer retention period is required by BC law.
Cross-border prohibition
All personal information received through KodomoHub must remain in Canada. You must not transfer or store this information on systems located outside of Canada without a Data Processing Agreement and written authorization from KodomoHub.
Security incident notification
You must notify KodomoHub within 72 hours of becoming aware of any actual or suspected security incident involving personal information received through KodomoHub. This notification obligation is in addition to any PIPA breach reporting requirements.
Survival
These data processing obligations survive the termination or expiry of this Agreement and continue for as long as you retain personal information received through KodomoHub.
7. Platform Rights
KodomoHub may suspend or terminate your account, or remove your listing, if you:
- Violate this Agreement, our Terms of Service, or our Privacy Policy.
- Lose, have revoked, or fail to maintain a valid BC childcare licence for the listed service type.
- Misrepresent your facility's capacity, programs, services, or fees.
- Mishandle family or child personal information in violation of PIPA or section 6 of this Agreement.
- Fail to pay outstanding platform fees after reasonable notice.
- Engage in conduct that harms families or brings KodomoHub into disrepute.
We will give you reasonable advance notice before suspension or termination except where immediate action is required to protect families or comply with law.
8. Liability
KodomoHub operates as a marketplace connecting families with licensed childcare providers. We are not a childcare provider. We do not supervise, control, or accept responsibility for the care provided at your facility, for staffing decisions, or for any other operational matter.
To the maximum extent permitted by applicable law, KodomoHub's total liability to you in connection with this Agreement — from any cause and regardless of the form of the action — is limited to the fees you have paid to KodomoHub in the 12 months immediately preceding the event giving rise to the claim.
9. When You Leave
If you close your provider account or are removed from KodomoHub:
- Your facility listing will be removed from the marketplace immediately.
- Active waitlist applications will remain accessible to you for 30 days to allow for family communication and record-keeping.
- Your data processing obligations under section 6 continue after account closure.
- Outstanding fees are due and payable at the time of closure. Promotional credits are non-refundable.
10. Changes to This Agreement
We may update this Agreement from time to time to reflect changes in our services, applicable law, or business practices. When we make material changes, we will notify you by email and ask you to accept the updated Agreement on your next login. Continued use of KodomoHub after acceptance constitutes your agreement to the updated terms.
11. Governing Law
This Agreement is governed by and construed in accordance with the laws of the Province of British Columbia and the laws of Canada applicable therein, without regard to conflict of law principles. You agree to submit to the exclusive jurisdiction of the courts of British Columbia for any dispute arising out of this Agreement.
12. Contact
Questions about this Agreement can be sent to our support team through the Help section of your dashboard, or by emailing support@kodomohub.ca.
For privacy-related enquiries, our Privacy Officer can be reached at the same address with the subject line "Privacy Officer".