Privacy policy

Who we are

Clayox is childcare management software for early childhood education centres. The Clayox website and product are operated by IGENTX Technologies ("we", "us", "our"). For privacy questions about this policy, email hello@clayox.com.

Registered postal address: 2nd Floor, 2/1149/I 100, Hilite Business Park Tower 2, National Highway 66 Bypass, Palazhi, Olavanna, Kozhikode, Kerala 673014, India.

This policy is provided for transparency. It is not legal advice. If you need advice on your centre's own privacy obligations, speak with qualified counsel in your jurisdiction.

What this policy covers

This policy covers personal information we process in connection with:

• clayox.com, our marketing website, contact form, blog, and related analytics.
• The Clayox app (product deployments) used by subscribing centres, their staff, and enrolled families, typically on a dedicated subdomain such as centre-name.clayox.com.
• Optional integrations a centre chooses to enable, including WhatsApp Business Platform messaging via Meta, and other third-party connections described below.

Product security architecture, hosting choices, and access controls are described on our Security & data page. Your subscription or service agreement, and any data processing agreement where applicable, governs how a centre uses Clayox with its families and staff. See also our Terms of service and Data deletion instructions.

Information we collect on clayox.com

Information you provide

When you use our contact form or email us, we may collect:

• name and work email address
• phone number (optional)
• centre or organisation name
• city and country
• approximate number of enrolled children (optional)
• enquiry type and free-text message

Information collected automatically

When you browse the site, we and our service providers may collect technical and usage information such as IP address, browser type, device type, referring URL, pages viewed, and approximate location derived from IP. Hosting and analytics tools may also set cookies or similar technologies in your browser.

How we use website information

We use information from clayox.com to:

• respond to demo, quote, and support enquiries
• communicate with prospective and existing centre customers
• operate, secure, and improve the website
• measure traffic and understand how visitors use our pages
• detect spam, abuse, and fraudulent form submissions
• comply with law and enforce our rights

We rely on legitimate interests to operate and improve the site, and on your request when you submit the contact form or email us directly. Where local law requires consent for non-essential cookies or analytics, we will honour that requirement.

Cookies and analytics

clayox.com may use cookies and similar technologies from:

• Google Analytics 4 (traffic measurement); analytics cookies are on by default and can be turned off
• Microsoft Clarity (session analytics and heatmaps)
• Vercel Analytics and Speed Insights (performance and usage)
• Cloudflare Turnstile in invisible mode (silent bot protection on the contact form; no visible challenge UI)

Google Analytics 4 loads only when configured for the site. Analytics cookies are on by default under Google Consent Mode. You can turn them off at any time with Reject on the cookie banner or Cookie settings in the site footer. Ad storage, ad user data, and ad personalization are never used. We do not send form field values or other personal details in GA4 events.

You can also limit cookies through your browser settings. Blocking cookies may affect form security checks or site functionality.

Because we use Turnstile in invisible mode, we reference Cloudflare's Turnstile Privacy Addendum , which explains the limited technical signals Cloudflare processes for bot detection. Cloudflare's main Privacy Policy also applies.

The Clayox app: centre and family data

When a centre subscribes to Clayox, it receives a dedicated single-tenant deployment (for example on a centre-name.clayox.com subdomain). The centre uses Clayox to manage early childhood operations. Typical categories of personal data processed in a deployment include:

• Children: name, date of birth, enrolment and classroom details, attendance, daily care notes, photos shared by staff where the centre enables that feature, and related records.
• Parents and guardians: name, contact details (email, phone), relationship to the child, portal login credentials, messages, and billing contact information.
• Staff: name, role, contact details, login credentials, and activity related to operating the centre in Clayox.
• Operations and billing: attendance, leave requests, invoices, payments status, fee plans, and centre announcements.
• Messages and notifications: in-app messages and, where enabled, messages sent via connected channels such as WhatsApp.

Purposes

We process this product data to:

• provide, host, secure, and support the Clayox service for the centre
• authenticate users and enforce role-based access
• deliver features the centre enables (attendance, care updates, billing, messaging)
• maintain backups, logs, and incident response capability
• comply with law and our agreements with the centre

Controller and processor roles

For child, parent/guardian, and staff data held in a centre's Clayox deployment, the subscribing centre is the data controller (or equivalent under local law). The centre decides what data to collect, how it is used in its operations, and what notices to give families and staff. IGENTX Technologies / Clayox acts as a processor (or service provider): we process that data on the centre's instructions to provide the software and hosting.

Centres remain responsible for their own privacy notices, lawful bases for processing, and regulatory obligations in their market. See Security & data for how deployments are isolated and access-controlled.

WhatsApp Business Platform and Meta

Centres may choose to connect their own WhatsApp Business account to Clayox using Meta Embedded Signup (Facebook Login for Business). Clayox does not provide a shared Clayox WhatsApp number for centres. Each centre connects assets it owns or controls under Meta's terms.

What we process when WhatsApp is connected

When a centre connects WhatsApp, Clayox may store and process:

• WhatsApp Business Account (WABA) ID
• phone number ID
• an access token, stored encrypted at rest
• recipient phone numbers already held for parents/guardians in the centre's Clayox deployment, used only to deliver that centre's messages
• message content and related metadata needed to send template or utility messages (for example fee reminders, attendance notices, announcements) and to record delivery or read status from Meta webhooks

Sharing with Meta (WhatsApp)

To deliver messages, Clayox shares the necessary message and recipient data with Meta Platforms, Inc. and its WhatsApp services, under Meta's applicable terms and policies for the WhatsApp Business Platform. Meta processes that data as described in Meta's own privacy policy and WhatsApp Business terms. We use WhatsApp Business Platform features only to send and track the centre's operational messages. We do not sell this data, and we do not use it for Clayox advertising or to build advertising audiences.

Facebook Login for Business

Facebook Login for Business is used so the centre can grant Clayox access to the WhatsApp Business assets the centre selects during Embedded Signup. Clayox accesses business assets the centre grants. We do not request or rely on personal Facebook profile data beyond what Meta returns as part of that business connection flow.

Tokens, control, and disconnection

Access tokens are stored encrypted. The centre can disconnect WhatsApp in Clayox Settings at any time. Disconnecting deletes the stored access token and related WhatsApp account identifiers from that deployment. More detail is on our Data deletion instructions page.

Integrations a centre may enable

Clayox may offer optional connections to third-party services that a centre chooses to enable. When enabled, Clayox exchanges only the data needed to provide that integration, on the centre's instructions. Examples include:

• Messaging: WhatsApp Business Platform via Meta, as described above.
• Online payments (planned or where available): payment gateways such as Tap, Stripe, Telr, or Network International. Parents typically complete payment on the gateway's hosted page. Clayox does not store card numbers. Payment status may be recorded in Clayox for the centre's billing records. Availability of specific gateways may vary by market and may not yet be live for every centre.
• Accounting sync (planned or where available): syncing invoice or payment records to the centre's own Zoho Books or Xero account. The centre connects its own accounting credentials.

Each third-party service is governed by that provider's own terms and privacy policy. The centre is responsible for configuring the integration lawfully and for any fees the third party charges (for example Meta per-message charges or gateway fees).

Sub-processors and service providers

We use trusted providers to run clayox.com and Clayox product deployments. They process data on our instructions and only as needed to provide their service. Current sub-processors and categories include:

• Vercel: website and application hosting / edge delivery for clayox.com and centre deployments where applicable
• Amazon Web Services (AWS): cloud infrastructure for product deployments, including database services (DynamoDB) and related hosting components
• Ably: realtime in-app updates within Clayox deployments
• Mailjet: transactional and product email delivery (including contact form submissions from clayox.com)
• Meta / WhatsApp: WhatsApp Business Platform message delivery and related webhooks when a centre connects its own WhatsApp Business account
• Google, Microsoft, Cloudflare: website analytics, session insights, and spam/abuse protection on clayox.com (Google Analytics, Microsoft Clarity, Cloudflare Turnstile; see Cookies section)

Optional payment gateways and accounting providers are engaged by the centre when those integrations are enabled; they are not Clayox sub-processors for card data we do not hold. We do not sell personal information from clayox.com or from Clayox deployments to data brokers or advertisers.

Children

clayox.com is aimed at centre operators and professionals, not at children. We do not knowingly collect personal information directly from children through the marketing site.

Children's information may be stored in a centre's Clayox deployment at the direction of that centre and the child's family. Questions about a child's record should be directed to the centre first. Centres can contact us for product support at hello@clayox.com.

How long we keep information

We keep contact and sales enquiries for as long as needed to respond, maintain a business relationship, and meet legal or accounting requirements, then delete or anonymise them when no longer required.

Analytics data is retained according to each provider's settings and our internal retention choices. Product data retention follows the centre's subscription, backup policy, and any contractual terms.

Data deletion

How to request deletion of WhatsApp connection data, centre deployment data, or website enquiry data is described on our standalone Data deletion instructions page. In summary:

• Disconnecting WhatsApp in Clayox Settings deletes the stored access token and WhatsApp account identifiers for that deployment.
• Families and staff should request deletion of their records through their centre (the controller). We assist centres as processor where required.
• Anyone may email hello@clayox.com. We aim to respond within 30 days.
• We may retain limited information where required by law, dispute resolution, or legitimate security and accounting needs.

Security

We apply administrative, technical, and organisational measures appropriate to the information we handle. No method of transmission or storage is completely secure. Report a security concern to hello@clayox.com. See also Security & data.

International transfers

We serve centres worldwide. Information may be processed in countries other than your own, including where our service providers operate cloud infrastructure. Where required, we use appropriate safeguards for cross-border transfers.

Clayox product deployments can be provisioned in the cloud region selected for the centre. See Security & data for deployment and residency options.

Your rights

Depending on where you live, you may have rights to access, correct, delete, restrict, or object to certain processing of your personal information, and to data portability or withdraw consent where processing is consent-based.

UAE residents may have rights under applicable federal data protection law. UK and EEA residents may have rights under UK GDPR or EU GDPR. Other jurisdictions may provide similar rights.

To exercise rights relating to clayox.com, email hello@clayox.com. For data held in a centre's Clayox deployment, contact the centre in the first instance. We will assist centres where our role as service provider requires it. See also Data deletion instructions.

You may also lodge a complaint with a supervisory authority in your jurisdiction.

Changes to this policy

We may update this policy from time to time. The effective date at the top of the page shows when it was last revised. Material changes will be posted on this page.

Contact us

Privacy questions or requests: hello@clayox.com

Product and security overview: Security & data

Data deletion: Data deletion instructions

Terms: Terms of service