Whole Child Record™

Whole Child Record Terms of Use

Exclusive Education Inc. · Effective date: October 26, 2026 · Version 2026-10-26

The short version. WCR is a private records tool for parents and guardians. You own what you put in. We use it only to run the service, as our Privacy Policy explains, plus de-identified data under strict rules. Please don't copy or scrape our content, misuse the service, or rely on AI drafts as professional advice. AI drafts are suggestions you review. WCR has a free plan. Any paid plan will be described, with its price, before you choose it. You can download your data, or ask us for a full copy, and leave at any time.

1. Agreement

These Terms of Use ("Terms") are an agreement between you and Exclusive Education Inc. ("we," "us," "our"), which operates Whole Child Record ("WCR" or the "Service"). The Service includes our website at wholechildrecord.com and any mobile apps, browser extensions, integrations, or other versions we offer now or later. By creating an account or using the Service, you agree to these Terms and to our Privacy Policy (wholechildrecord.com/privacy), which is part of these Terms. If you do not agree, do not use the Service.

2. Eligibility

WCR is a data and records management tool for parents, guardians, and schools. It is not directed to children and is not meant for children to use.

To use the Service, you must be 18 or older, able to enter a binding contract, and one of the following:

  • (a) the child's legal parent or guardian;
  • (b) a person the child's legal parent or guardian has given permission to, such as a tutor, teacher, therapist, or relative invited as a collaborator; or
  • (c) an authorized user of a school, district, co-op, or other organization that has a written agreement with us.

The parent or guardian controls access. The parent or guardian decides who may see or add to their child's record and can revoke anyone's access at any time. A collaborator's permission ends when it is revoked.

No child accounts. Children may not create accounts, sign in, or use the Service directly. Information about a child may be entered only by an eligible adult. If we learn that a child under 13 (or anyone under 18) has created an account, we will close it and delete its information.

You may not use the Service if we have previously closed your account for violating these Terms, or if the law prohibits you from using it.

3. Your account

  • Give accurate information, verify your email address, and keep it up to date.
  • We send service messages about your account. Unless you opt out, we may also send marketing emails as described in our Privacy Policy.
  • Keep your password private and use a strong, unique one. You are responsible for activity under your account. Tell us right away at info@wholechildrecord.com if you think someone has accessed your account.
  • If you sign in through a mobile app or another version of WCR, these Terms still apply.
  • One person per account. Do not share your sign-in with anyone else. Invite them as a collaborator instead.

4. Collaborators

  • A record's owner may invite other adults (for example the other parent, a tutor, or a teacher) to view and add to that child's record. Invitees must accept before getting access, and they may decline.
  • Owners: invite only people you trust and are entitled to share the record with. If there is a custody order, protective order, or other legal limit on sharing a child's information, you are responsible for following it. Collaborators can see the record's notes, photos, and grades, but they see only the assessments and services you choose to share, and those are read-only for them. You can remove a collaborator at any time.
  • Collaborators: use the record only to support the child, keep it confidential, and do not copy, download, or share it outside WCR except as the owner allows. Your access ends when the owner removes you, or when the record or account is deleted.
  • We do not resolve disputes between parents, guardians, or collaborators about access to a child's record. We may act on a valid court order, and we may suspend access while a dispute is sorted out.

5. Acceptable use

You agree not to:

  1. upload content you do not have the right to share, including another family's records, school records you received through your job, or copyrighted material you are not allowed to copy;
  2. add information about a child you are not authorized to record, or use WCR to monitor, harass, stalk, or harm anyone;
  3. upload unlawful, abusive, or sexually explicit content, or any content that sexualizes a minor (we report such content to the National Center for Missing & Exploited Children as the law requires);
  4. upload malware, or try to break, overload, probe, or get around WCR's security, rate limits, or access controls;
  5. access other users' accounts or records without permission;
  6. use WCR for advertising, spam, or any commercial resale;
  7. use WCR to make high-stakes decisions about a child, such as diagnosis, placement, or eligibility, in place of qualified professionals; or
  8. break any law, or help anyone else do any of these things.

We may remove content or suspend accounts that break these rules (Section 13).

6. Your content

You own your content. "Your content" means everything you or your collaborators add: profiles, notes, journals, checklist marks, grades, assessments, photos, files, imported information, customizations, and saved AI results.

License to run the Service. You give us a limited, non-exclusive, royalty-free, worldwide license to host, store, copy, process, display, and transmit your content only as needed to provide, secure, and support the Service for you and the collaborators you choose, and as described in our Privacy Policy. This license does not let us sell your content, use it for advertising, or publish it. It ends when you delete the content or your account, except for backup copies, which expire on the schedule in our Privacy Policy, and except where the law requires us to keep something.

De-identified data. You also agree that we may create de-identified and aggregated data from your content and use it to improve WCR, show whether it works, support education research, and create aggregated reports we may license or sell to partners such as curriculum publishers, education technology companies, and researchers. We may do so only under the de-identification standard and limits in Section 5 of our Privacy Policy, which include:

  • removing direct and indirect identifiers;
  • excluding free text, photos, and files;
  • hiding any group of fewer than 10;
  • never attempting to re-identify, except to test that our own de-identification works; and
  • requiring a contract banning re-identification from anyone we share it with.

Because this data no longer identifies you or your child, we may keep using it after you delete your account. We will never sell or license record-level data about one child, even with the name removed, and we will not use de-identified data for advertising or to train AI models.

No other uses without consent. We will not use identifiable content for research unless you separately opt in, as our Privacy Policy describes. We do not use your content, identifiable or de-identified, to train AI models.

Your promises. You promise that you have the rights and permissions needed to add your content and to let collaborators see it, and that your content does not violate these Terms or anyone's rights.

Feedback. If you send us ideas or suggestions, we may use them without owing you anything. Feedback does not include your content.

7. Our content and intellectual property

7.1 Our Content and your license

The Service and everything in it other than your content and third-party material we license belongs to Exclusive Education Inc. or its licensors and is protected by copyright, trademark, and other laws ("Our Content"). This includes:

  • the software and design;
  • the developmental framework and its domain structure;
  • original checklist items, definitions, examples, guides, text, and graphics; and
  • logos and the names Whole Child Record™ and "See the whole child, not just the score."™

Your license. We give you, and the collaborators you invite, a limited, personal, non-exclusive, non-transferable, revocable license to use the Service and Our Content to keep records for your own children (or children you are authorized to record under Section 2), for non-commercial purposes, while these Terms are in effect. Exports and transcripts you download are for your personal use, and for the people you share them with for the child's benefit. Please keep any copyright notice on them. You may not resell or sublicense the Service or Our Content.

7.2 Restrictions

You may not, and may not help anyone else:

  1. scrape, crawl, spider, harvest, bulk-download, or data-mine the Service or Our Content, by hand or with bots, scripts, or other automated tools;
  2. copy, reproduce, republish, distribute, sell, license, or create derivative works from Our Content, including the checklists, definitions, examples, and framework, except as these Terms allow;
  3. use Our Content or the Service to train, fine-tune, test, or improve any artificial-intelligence or machine-learning model, or to build a dataset for that purpose;
  4. reverse engineer, decompile, or disassemble the Service, or try to extract its source code, prompts, or models, except to the extent the law expressly allows despite this restriction;
  5. use the Service or Our Content to build or support a competing product;
  6. remove or change any copyright, trademark, or other notice; or
  7. frame or mirror the Service, or use our names or logos without written permission.

These restrictions apply even to parts of Our Content that are visible without signing in, such as the practice demo.

7.3 Your data is never restricted

Nothing in this Section 7 limits your right to view, print, download, export, or get a full copy of your content and your child's information, or to correct or delete it, as our Privacy Policy describes. You may use accessibility tools, act through an authorized agent, and take your content to any other provider.

7.4 Your content stays yours

As Section 6 says, you own your content. Nothing in this Section 7 gives us any ownership of, or any license to, your content or your child's information beyond what Section 6 allows, including its license to run the Service and its "De-identified data" paragraph. As Section 6 says, we do not sell your content or use it for advertising. WCR is not directed to children (Section 2).

7.5 Group, school, and commercial use

Using WCR for a group, school, co-op, program, or business, or for any commercial purpose, requires a separate written agreement with us. You do not need one to invite collaborators under Section 2(b), or to share your own exports for your child's benefit.

8. No affiliation

WCR is an independent product. It is not affiliated with, endorsed by, or sponsored by the publishers of any assessment, curriculum, standards, or framework mentioned or cited in the Service, or by any school, district, or state agency. Their names and trademarks belong to their owners and are used only to identify or credit their work. GOLD is a trademark of its owner; WCR is not affiliated with or endorsed by Teaching Strategies, LLC. WCR's checklists are not a substitute for, and are not scored the same way as, any published assessment.

9. AI features and other output: not professional advice

WCR's optional AI features create drafts from what you provide. AI drafts are suggestions for you to review; nothing is saved until you confirm it. Progress bands and summaries are general observations.

  • AI output can be wrong, incomplete, or biased. Review and edit every draft before you save or share it. You decide what goes into your record.
  • Nothing in WCR is a medical, psychological, developmental, educational, or legal diagnosis, evaluation, or professional advice. WCR is not a standardized assessment and does not replace a doctor, psychologist, therapist, special-education evaluation, or teacher.
  • If you are worried about your child's development, health, or safety, talk to a qualified professional. In an emergency, call 911.
  • AI requests are handled by the AI provider named in our Privacy Policy's subprocessor list (Section 7). Every AI provider we use must agree in writing not to train on what we send and not to keep it longer than needed to return the result (Privacy Policy, Section 6). We will update that list before any new provider receives your information.
  • Transcripts you create in WCR are your own records. They are not official school transcripts, and schools and colleges may not accept them as such.

10. Fees

WCR offers a free plan. We may also offer paid plans or paid features, for example more storage or additional AI features. Paid plans never change our privacy commitments: on every plan, we do not sell your information, show ads, or train AI on your family's information.

  • Before you pay. The features, price, billing period, renewal terms, and how to cancel will be described at signup or before you upgrade. You will not be charged unless you choose a paid plan and agree to its terms.
  • Changes to plans and prices. We may change what the free plan includes, or change the price of a paid plan, with at least 30 days' notice by email. A price change for a paid plan you already have starts at your next billing period after that notice, and you can cancel before it does.
  • No surprise charges. Features you already use on the free plan will not start costing money without at least 30 days' notice and a chance to download your data.

11. Third-party services

WCR relies on service providers, such as hosting, database, email, payment, font, and AI providers, as listed in our Privacy Policy. If you choose to connect WCR to another app or service, or import information from one, that service's own terms govern your use of it, and we send it only what you choose. Links to other websites are for convenience. We are not responsible for third-party sites or services you choose to use.

12. Changes to the Service

WCR is under active development. Features may change, be added, or be removed, including customization, imports and integrations, collaboration tools, mobile apps, and paid features. New features follow these Terms and our Privacy Policy, including its rules on how we handle changes (Privacy Policy, Section 15). We will try to give reasonable notice of changes that significantly reduce what you can do. If we discontinue the Service, we will first give you a way to get a copy of your content (Section 13).

13. Termination and data export

  • You may stop using WCR and delete your account at any time from Account settings.
  • We may suspend or close your account if you seriously or repeatedly break these Terms, if needed to protect children, other users, or the Service, or if the law requires it. Where it is safe and lawful, we will tell you why and give you a chance to fix the problem.
  • Your data before closure. Unless we closed your account because of illegal activity or harm to a child, we will give you at least 30 days to download your content, or to email info@wholechildrecord.com for a full copy, before we delete it. If we discontinue the Service entirely, we will give at least 60 days' notice.
  • Inactive accounts. We may delete an account that has had no sign-in for 24 months. We may also close an inactive account sooner if we need to in order to manage storage, but only if it has had no sign-in for at least 12 months. Either way, we will first email the account address at least 30 days before anything is deleted, so you can sign in to keep the account or download your data. Signing in at any time before the date in that email keeps your account open.
  • After closure, we delete your content on the schedule in our Privacy Policy. Sections 6 (de-identified data and your promises), 7 (including 7.3 and 7.4), 8, 9, and 14 to 20 survive termination.

14. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT THE LAW ALLOWS, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT. WE DO NOT PROMISE THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, THAT DATA WILL NEVER BE LOST, OR THAT AI OUTPUT WILL BE ACCURATE. KEEP YOUR OWN COPIES OF IMPORTANT DOCUMENTS. Some states do not allow certain disclaimers, so some of these may not apply to you.

15. Limitation of liability

TO THE FULLEST EXTENT THE LAW ALLOWS: (A) WE WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY, OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, DATA, OR GOODWILL, ARISING FROM OR RELATED TO THE SERVICE OR THESE TERMS; AND (B) OUR TOTAL LIABILITY FOR ALL CLAIMS RELATED TO THE SERVICE OR THESE TERMS WILL NOT EXCEED THE GREATER OF THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM OR US $100. These limits do not apply to liability that cannot be limited by law, such as liability for gross negligence, willful misconduct, or fraud, or to our obligations under privacy and data-breach laws that cannot be waived.

16. Indemnity

To the extent the law allows, you agree to defend, indemnify, and hold harmless Exclusive Education Inc. and its owners, employees, and agents from third-party claims, losses, and reasonable costs (including attorneys' fees) arising from:

  • (a) content you upload without the necessary rights or permissions;
  • (b) your violation of these Terms or the law; or
  • (c) your misuse of the Service.

We will tell you promptly about any such claim and may take part in the defense with our own counsel.

17. Governing law and disputes

Governing law. These Terms are governed by the laws of the State of California and applicable U.S. federal law, without regard to conflict-of-laws rules. Nothing in these Terms takes away any consumer-protection rights you have under the laws of the state where you live.

Talk to us first. Before either of us files a claim in court, the person with the claim must send the other a written notice. You send notice by emailing info@wholechildrecord.com, with your name, your account email address, a description of the problem, and what you are asking for. We send notice by emailing your account email address. We will both try in good faith to resolve the dispute for 30 days after the notice is received. Any deadline for filing a claim is paused during those 30 days. This step does not apply if you need emergency relief to prevent immediate harm.

Courts. If the dispute is not resolved within those 30 days, it will be decided only in the state or federal courts located in the State of California, and you and we consent to the personal jurisdiction of those courts. Either of us may instead bring an individual claim in small claims court if it qualifies, including in the county where you live.

18. Copyright complaints (DMCA)

We respect intellectual property. If you believe content on WCR infringes your copyright, send a notice to our designated agent that includes:

  1. your physical or electronic signature;
  2. the copyrighted work you claim is infringed;
  3. the material you claim is infringing and where it is on the Service;
  4. your contact information;
  5. a statement that you have a good-faith belief the use is not authorized by the copyright owner, its agent, or the law; and
  6. a statement, under penalty of perjury, that the information is accurate and that you are the owner or authorized to act for the owner (17 U.S.C. §512(c)(3)).

Designated agent: Copyright Agent, Exclusive Education Inc., info@wholechildrecord.com. Mailing address available on request at info@wholechildrecord.com.

If your content was removed and you believe it was a mistake, you may send a counter-notice as described in 17 U.S.C. §512(g)(3). We will close the accounts of repeat infringers in appropriate circumstances. Because most content on WCR is private, please contact us first if you have reason to believe your work was uploaded.

19. Changes to these Terms

We may update these Terms. We will post the new version with a new effective date. For material changes, we will email account holders and post a notice on our website at least 30 days before they take effect. If you keep using WCR after the effective date, you accept the new Terms. If you do not agree, you may download your content, or request a full copy, and close your account. Changes do not apply retroactively to disputes that arose before the change. Changes to how we use your or your child's information follow the Privacy Policy (Section 15), including its requirement to ask your consent first for materially new uses of children's information.

20. General

These Terms and the Privacy Policy are the entire agreement between you and us about the Service. If any part is unenforceable, the rest stays in effect. Our failure to enforce a provision is not a waiver. You may not transfer these Terms. We may transfer them in a merger, acquisition, or sale of WCR, subject to the commitments in our Privacy Policy. Neither of us is liable for delays caused by events beyond reasonable control. If a school, district, co-op, or other organization has a separate written agreement with us, that agreement controls for the student data it covers.

21. Contact

Exclusive Education Inc., operator of Whole Child Record Email: info@wholechildrecord.com