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Terms of use

Last updated: November 2, 2026

These terms are the agreement between KeepCount Inc. ("KeepCount", "we", "us") and the organization that uses KeepCount (the "organization", "you"). Sections 5, 6 and 8 also apply to every person who signs in ("users"). These terms apply to KeepCount however it is used: on keepcount.ca or, once it is released, in the KeepCount app for iPhone and Android. The app is downloaded under the store's own terms (on the App Store, Apple's standard licence agreement for apps). Where those terms and these differ about KeepCount itself, these terms apply, as far as the store's terms allow.

1. Who provides KeepCount

KeepCount Inc., a corporation under the Canada Business Corporations Act (corporation number 1828412-1), Suite 200, 51 Village Centre Place, Mississauga, Ontario L4Z 1V9, hello@keepcount.ca. Help with setting up is given by KeepCount support at no charge. Accounting, bookkeeping or tax services are provided by others under their own agreement, not these terms. KeepCount is offered only to child care programs licensed in Ontario under the Child Care and Early Years Act, 2014, and the organizations that operate them.

2. Accepting these terms

The person who confirms a trial request, or who asks KeepCount Inc. to move the organization to the paid plan, accepts these terms on behalf of the organization and confirms that they have the authority to do so. For an organization KeepCount sets up for you, the first owner who accepts these terms when KeepCount asks them after they sign in does so on the organization's behalf. We record the date, the version and the email address used. If the organization has a signed agreement with us, it takes priority over these terms; within these terms, section 14 takes priority over the rest.

3. Business use only

KeepCount is sold only to organizations for their business, not to individuals for personal, family or household use. Parents and guardians an organization adds use KeepCount through that organization, at no charge to them.

4. What KeepCount is, and what it is not

KeepCount records, tracks and reminds. It holds the records a licensing visit asks for and shows which are on file and which are due.

The readiness score, the statuses and due dates, and the "cleared to work" and "cleared for ratio" indications are worked out from the records your organization keeps in KeepCount. They help you see gaps. They are not a decision of the Ministry of Education, they do not decide whether you comply, and they cannot account for anything that is not recorded. The licensee remains responsible for meeting the Child Care and Early Years Act, 2014 and its regulations, for its own policies, and for who works with children and when.

The due list, the countdowns on the room screen, device notifications and safety alert emails are reminders worked out from what has been recorded. They can arrive late or not at all (a device that is off or offline, an email that is delayed or filtered). They do not replace the supervision of children, the sleep checks, head counts and procedures your policies and the regulation require.

Signing the inspection binder in KeepCount records the licensee's own review of its records. It is not a filing with the Ministry and does not replace any signature or filing the Ministry asks for.

The policy templates and quiz questions are models for the policies the regulation requires; review and adapt them to your program before you publish them. The Learn guides and the requirement descriptions explain the regulation; they are not legal advice. When the regulation changes, a change applies from its legal effective date whether or not KeepCount has been updated. KeepCount is not a product of, endorsed by or connected to the Ontario Ministry of Education.

5. Accounts (applies to every user)

Users are the people an organization authorizes: its employees, home child care providers, volunteers and students on placement, and, where the organization uses Families, the parents and guardians it adds to a child's file. Each login is personal. Keep your password, passkeys, sign-in links and sign-in codes private, do not share your account, and tell your organization at once if you think someone else has used it. Administrators invite people, should require the second sign-in step for administrators, and must remove the access of people who leave. An owner may let an owner or administrator of another organization administer theirs with the same sign-in; that person acts for the organization while it is open and follows these terms in it. The organization is responsible for what is done under its logins.

6. Accurate records (applies to every user)

Confirm a policy only after reading it, and mark training complete or record a visit, drill, check, count or document only when it is true. Records in KeepCount may be shown to a licensing inspector or program advisor.

7. The organization's responsibilities

  • (a) You have the authority to put the information you enter into KeepCount, and you give your staff, providers, volunteers, students and families the notices the law requires, including that your records are kept by a service provider (Schedule 4 of the data processing schedules is a notice you can adapt).
  • (b) You enter only what you need for licensing and operations, and never social insurance numbers, health card numbers, Ontario education numbers, diagnoses, photographs of children (except photos shared with families through Families, while each child in them has photo consent) or payment card numbers.
  • (c) You have the right to upload the policies, documents, videos and logos you add.
  • (d) You keep the paper or other fallbacks the regulation expects for attendance and emergency information.
  • (e) You export your records before you ask us to delete them (section 13).
  • (f) Where you use Families, you add to a child's file only the child's parents and guardians and the people they or a court have authorized, at the email address or phone number they gave you, you give a sign-in code only to that person, and you remove a person's access when it should end.
  • (g) Where you use Billing or provider pay, you decide the fees, rates, rules and statuses they use, you check what KeepCount works out before you rely on it or send it, and you stay responsible for what you charge and pay, for what you tell families and providers, and for deciding whether a home child care provider is an employee or self-employed. KeepCount works from your records and rules; it is not accounting, payroll or tax advice.

8. Acceptable use (applies to every user)

Do not try to reach another organization's records, probe, scan or test the security of the service, overload it, upload malicious code, copy or resell the service, or collect information from it by automated means. A family member does not post or share a photo of another child from KeepCount. We may suspend an account that does any of these (section 18). If you find a security problem, write to hello@keepcount.ca with "security" in the subject. Each organization is responsible for what its users put into KeepCount (sections 7 and 21). To report content in KeepCount that someone had no right to share, such as a photo, a document or another person's information, write to hello@keepcount.ca: we pass the report to the organization that holds the content, where we can tell which one it is. A notice under the Copyright Act goes to the same address (section 16).

9. The free trial

A trial lasts 30 days with every feature of its plan on. KeepCount takes no card. Administrators receive a notice seven days and one day before the trial ends. If the organization has not moved to the paid plan by then (KeepCount Inc. moves it when you ask, at hello@keepcount.ca), the account becomes read-only as section 12 describes. If an organization's trial has ended and it stays read-only for 180 days, we may schedule its records for deletion, telling its administrators by email at least 30 days before; records the regulation requires are not deleted before the retention date KeepCount works out from them. Until the deletion date, its administrators can ask us for an export.

10. Plans, fees and taxes

  • KeepCount has one plan, with every feature included (Families and Billing).
  • Licensed child care centres: each licensed site a month, by the licensed capacity on its licence: $199 for up to 25 spaces, $249 for 26 to 50, $299 for 51 to 75, $349 for 76 to 100, $399 for 101 or more spaces. A site whose rooms recorded in KeepCount are all kindergarten or school-age groups, on the same bands: $99 for up to 25 spaces, $124 for 26 to 50, $149 for 51 to 75, $174 for 76 to 100, $199 for 101 or more spaces. Annual billing is eleven months' price. Each site is priced on its own, with no discount for the number of sites; from 100 sites the price is quoted. A site's price follows the licensed capacity recorded for it in KeepCount: a higher capacity during a period is added on the next invoice, as this section describes below, and a lower one applies from the next invoice (on an annual plan, from its renewal); a site with no capacity recorded is priced at $199 until it has one. A price KeepCount Inc. has quoted to you in writing is honoured for the period it names.
  • Home child care agencies: $199 a month for up to 10 active homes, then $10 a month for each further active home, as shown on keepcount.ca/pricing; annual billing is eleven months' price. Above 100 active homes the price is quoted. Active homes are counted as the agency's home child care providers whose access to KeepCount is invited or active. KeepCount Inc. bills an agency by invoice under a written agreement with it. Each invoice counts the active homes when its period starts; if more homes were active at any point during the period, the next invoice adds the difference for the most that were active, and nothing is credited back when there are fewer. An agency's account is read-only after its trial, as section 12 describes, until KeepCount Inc. records its written agreement, which restores full access at once.
  • Prices are in Canadian dollars and do not include HST. Where HST applies, it is added and shown on the invoice.
  • A centre's fees are invoiced by KeepCount Inc. in advance, monthly or annually. Each invoice is made when its period starts, from the active licensed sites and their licensed capacities recorded in KeepCount that day. If the period would have cost more at any point during it (another site active, or a higher licensed capacity), the next invoice adds one line for the most it would have cost above what was invoiced for it, at that period's prices. Nothing is credited back when they go down during a period. A centre that lists more than one licensed site when it signs up (up to 10) starts with each of them, and each is invoiced after the trial unless it is removed in Plan and billing before the first invoice.
  • A centre may switch from monthly to annual billing by writing to hello@keepcount.ca. It takes effect on the day we make the change: a new annual period starts that day and is invoiced then, less a credit for the unused part of the current month. To switch from annual to monthly, write to us before the renewal: monthly billing starts at the end of the annual period already paid, and nothing more is invoiced until then.
  • We may change prices by emailing administrators and the billing contact at least 60 days before. A change applies from your first renewal after that period. You may cancel before it applies.
  • Fees already paid are not refunded for unused time, except for a charge made in error and where sections 14.4, 17 or 18 provide a refund.

11. Payment and failed payments

You pay each invoice from KeepCount Inc. as it says, by its due date. If a payment is overdue, everything keeps working for 14 days from the day it was first overdue. If it has still not been paid by then, the account becomes read-only, as section 12 describes, until it is; a debit asked again before that day keeps it open while that debit is on its way. We email three days before and on that day. No interest or late fee is charged.

12. Cancelling, the read-only state and starting again

Cancel from Settings, Plan and billing. A trial simply ends. A paid plan ends at the end of the billing period in which 30 days' notice runs out: Settings shows the date, and any renewal that falls before it, before you confirm. Everyone keeps full access until then, and you can withdraw the request before the end date. Fees already charged are not refunded. On an annual plan, notice given less than 30 days before the renewal date therefore ends the plan at the end of the following year. A pilot agreed in writing with KeepCount Inc. is not charged until the date it names. After that date the account is read-only, as after a trial, until KeepCount Inc. moves it to a paid plan.

When a trial ends without billing, a payment has been outstanding for 14 days, or a plan ends, the account is read-only: everyone can still sign in, view, print and export the records, but nothing can be added or changed. Reminders, safety alerts, the weekly summary and notices of changes to the regulation stop; trial, billing, payment and other account notices continue. Nothing is deleted, except what the privacy notice says is deleted when its period ends, and as sections 9, 13 and 18 describe. KeepCount Inc. moving the organization to the paid plan (for an outstanding payment, the payment going through) restores full access at once, with every record as it was.

13. Your organization's records

The records your organization keeps in KeepCount belong to it. You allow us to store, copy, process, send and display them only to provide and support KeepCount, as section 14 describes. Administrators can export the records at any time, including while the account is read-only: an Excel workbook, or a ZIP file with a spreadsheet (CSV) for each kind of record, a README and the complete data; the uploaded files as a separate download; and a single person's record on request. Photos shared with families are not included.

Records are kept as the privacy notice says: while the account is open, and never less than the regulation requires. KeepCount refuses to delete records the regulation requires before their retention date, except a record deleted within a day of being made, to correct a mistake. When you leave, cancel your plan (section 12): the account becomes read-only, and you can still sign in, view and export the records, at no charge. When you want the records deleted, write to hello@keepcount.ca. We then schedule the deletion for the later of 30 days after your request and the end of the retention period, and close the account: from then on no one at your organization can open the records in KeepCount. Until the deletion date you can ask us to cancel it. Section 14.10 says how you get an export until then and what is deleted on that date.

We may use information about how the service is used (counts, timings, errors), without personal information, to run and improve KeepCount.

14. Data processing terms

This section is KeepCount's data processing addendum. Its four schedules form part of it.

14.1 Roles. For the records in its account, the organization decides what is collected and why and is responsible for it. KeepCount processes those records on the organization's behalf. These terms, and what administrators choose in the settings, are the organization's instructions.

14.2 Use. KeepCount uses the records only to provide, secure and support KeepCount and as the law requires. Supporting KeepCount includes looking at an organization's daily readiness score and how much it uses KeepCount, to offer help when its account seems to need it. It does not sell them, use them for advertising, use them to train AI models, or use them for any other business, including the services of a related company, or to market such services.

14.3 People. Everyone who can reach the records for KeepCount is bound to confidentiality and reaches them only as needed. Support opens an organization's records only through a support session after a two-step sign-in, for eight hours at a time, recorded in the organization's activity log.

14.4 Service providers. KeepCount uses the providers listed in Schedule 1. Each provider in use is bound by written terms that protect the information. Before adding or replacing a provider that would handle your records, we email administrators at least 15 days ahead. If you object on reasonable privacy grounds, you may end the plan before the change, and we refund fees paid for the time after that date.

14.5 Location. The records are stored in Canada. They are handled outside Canada only by the providers listed in Schedule 1 and the privacy notice, for their tasks (the help assistant, where an organization's owner turns it on, email delivery, payments, the support mailbox, delivery of the website, video playback, and notifications to the KeepCount app), and by the browsers' push services for alerts on a device that its user switched on (Schedule 1). Supabase keeps the service's logs (each request's address, which can include email addresses being looked up and the names of uploaded files, and each sign-in with its email and IP address; never the contents of the records) in the European Union, and its support staff outside Canada may see them when helping KeepCount with a problem.

14.6 Safeguards. KeepCount keeps the safeguards described in the privacy notice and reviews them. It may change them but will not make them materially weaker.

14.7 Breach notice. KeepCount tells the organization without undue delay, and within 72 hours, after it determines that a breach of security safeguards involving the organization's records has occurred (as soon as the facts show that it happened, not once every detail is known), with what it knows then, and updates it as it learns more. It helps the organization decide whether the breach creates a real risk of significant harm and notify the people affected, and keeps a record of the breach for at least 24 months.

14.8 Requests. If someone asks KeepCount directly about records in your account, we refer them to you unless the law requires otherwise, and help you answer within the time the law allows. Corrections can be made in KeepCount, or by support at your request, including while the account is read-only.

14.9 Demands from authorities. If a court or authority demands records in your account, we tell you first unless the law forbids it, and disclose only what the law requires.

14.10 Return and deletion. You can export the records at any time while your account is open, as section 13 says. Once we close an account, at your request (section 13) or under sections 9 and 18, we provide an export on request until the records are deleted. On the deletion date the records, files and activity log are deleted automatically, and the deletion is recorded; backups roll off within the period the privacy notice states. On request, we confirm the deletion in writing.

14.11 Information about safeguards. Once a year, on request, we answer a reasonable written security and privacy questionnaire. On-site audits only by agreement.

14.12 Public bodies. If the organization is an institution under the Municipal Freedom of Information and Protection of Privacy Act or the Freedom of Information and Protection of Privacy Act, Schedule 3 also applies: the records stay in its control for the purposes of that Act, and we help it answer access and correction requests within the time that Act sets.

14.13 Inspection. The records stay available to the organization while its account is open, including while it is read-only, so that it can show them to an inspector or program advisor.

15. Confidentiality

Each of us keeps the other's non-public information confidential and uses it only for this agreement, except information that is public, already known to the recipient, developed independently, or that the law requires to be disclosed (with notice where allowed).

16. Intellectual property

KeepCount Inc. owns the software, the requirement library, the templates, the guides and the KeepCount name. While your plan or trial is in place, your users may use KeepCount for your organization. Your organization may copy and adapt the policy templates and quiz questions for its own program and keep its adapted versions after it leaves. KeepCount may not be used to build, copy or benchmark a competing product. This does not stop an organization from trying KeepCount or comparing it with other software when choosing what to use. We may use feedback you give us. Notices under the Copyright Act's notice-and-notice provisions go to hello@keepcount.ca or Suite 200, 51 Village Centre Place, Mississauga, Ontario L4Z 1V9.

17. Availability and changes to the service

We aim to keep KeepCount available at all times but do not promise uninterrupted service; maintenance may interrupt it briefly. We may change KeepCount. If a change during a paid period materially reduces the core record-keeping features you use, you may end the plan, and we refund fees paid for the time after that date.

18. Suspension and ending the agreement

We may suspend a user's access, or an account, at once where that is needed to stop a security threat, unlawful use or a serious breach of section 8, and we tell the administrators promptly. Non-payment does not suspend an account; it makes it read-only (sections 11 and 12). Either of us may end this agreement if the other materially breaches it and does not fix the breach within 30 days of written notice. We may stop offering KeepCount by giving at least 90 days' notice, and we refund fees paid for the time after it stops. When the agreement ends, section 13 applies to the records; sections 13 to 16 and 19 to 22 continue.

19. What we promise, and what we do not

We provide KeepCount with reasonable care and skill and substantially as described on keepcount.ca. Otherwise, as far as the law allows, KeepCount is provided as it is and as available, and we give no other warranties or conditions, express or implied, including implied conditions or warranties of merchantable quality or fitness for a particular purpose. We do not promise any licensing, inspection or funding outcome. KeepCount helps an organization keep its records; it does not supervise children, and the organization remains responsible for the accuracy of what it records and for meeting its own obligations under the Child Care and Early Years Act, 2014 and O. Reg. 137/15.

20. Limits on liability

(a) Neither of us is liable for indirect or consequential losses, or for lost profits, revenue, savings or goodwill, whether those losses are direct or indirect. KeepCount is not liable for administrative penalties, licensing decisions or funding decisions made by the Ministry, a service system manager or any other authority.

(b) Each party's total liability under this agreement is limited to the fees the organization paid in the 12 months before the event that gave rise to the claim, or $1,000 if that is more. For a breach of section 14 or 15, the limit is three times that amount.

(c) These limits do not apply to the organization's obligation to pay fees, to a party's fraud or wilful misconduct, or to anything the law does not allow to be limited. Each party's obligations under section 21 are subject to the higher limit in (b).

(d) If records are lost or damaged while in KeepCount's care, we will use reasonable efforts to restore them from our most recent backup, at no charge. Beyond that, we are responsible for lost or damaged records only where our breach of section 14 or 15 caused the loss, and only within the higher limit in (b).

(e) These limits apply to all claims under or in connection with this agreement together, however they arise, including in negligence, and the 12 months are counted back from the first event that gave rise to liability. The fees reflect this allocation of risk.

21. Claims by others

(a) The organization will defend KeepCount against, and pay the amounts finally awarded or agreed in a settlement on, a claim by someone else arising from information or content the organization or its users put into KeepCount without the right or the notice the law requires, or from a breach of section 7 or 8.

(b) KeepCount will defend the organization against, and pay the amounts finally awarded or agreed in a settlement on, a claim that the KeepCount software, as we provide it, infringes a Canadian intellectual property right. If such a claim is made or likely, we may change the software so that it does not infringe, obtain the right for you to keep using it, or end the plan and refund fees paid for the time after it ends. This does not cover content you provided, or changes or combinations we did not make.

(c) The party asking to be defended tells the other promptly, lets it control the defence and any settlement (a settlement that admits fault for, or places an obligation on, the defended party needs that party's consent, which it will not unreasonably refuse), and gives reasonable help at the other's cost.

22. General

These terms are governed by the laws of Ontario and the federal laws of Canada that apply there, and the courts of Ontario sitting in Toronto decide disputes. Either of us must start any legal proceeding about this agreement within one year after the day the claim was discovered. This varies the limitation period under the Limitations Act, 2002, as section 22 of that Act allows for business agreements; it does not apply to unpaid fees. We may change these terms: we change the date at the top. A change that only adds a feature, fixes wording or is required by law takes effect when published. For another material change, we email administrators at least 15 days before it takes effect; if you do not agree, you may cancel before it takes effect, and the change does not apply to you during your notice period. This notice is for customers who accepted an earlier version; a customer accepting these terms for the first time accepts the version in force. Notices to you go to your administrators' and billing contact's email addresses; notices to us go to hello@keepcount.ca and Suite 200, 51 Village Centre Place, Mississauga, Ontario L4Z 1V9. We may transfer this agreement to a company that takes over KeepCount, with notice, and section 14 continues to bind it; you may transfer it with our written consent, which we will not unreasonably refuse. Neither of us is responsible for delay caused by events beyond reasonable control. If part of these terms cannot be enforced, the rest still applies. Not enforcing a term is not a waiver. These terms, the privacy notice and any written agreement or quote we sign are the whole agreement.

Contact

hello@keepcount.ca · KeepCount Inc., Suite 200, 51 Village Centre Place, Mississauga, Ontario L4Z 1V9.