Privacy and Data Protection Notice
This notice explains how Kokoro uses information for accounts, child profiles, activity requests, private calendars and the operation of the site. It describes processing purposes, sharing conditions and your rights. Decisions about a child's information must be made by a parent or legal guardian with the necessary authority.
Who is responsible
We manage the accounts, requests and information described here within the Kokoro platform. For privacy questions or to exercise your rights, email info@kokoro.ge, use the contact form or call +995 577 07 95 57. The selected organizer is responsible for lawfully using request information it receives to provide its own service.
Information we use
For an account and sign-in, we use your name, email address, phone number, city, profile photo if supplied, and the identifier provided by the authentication service. Passwords are handled by the authentication service; the Kokoro application does not store them in plain text. If you choose Google sign-in, Google processes the information needed for sign-in under its own privacy terms.
A parent's account may include a child's name, date of birth, interests and optional practical support details. A request may include the selected activity and session, participant quantity, parent's name and contact details, child's name and age (when selected or entered), a note and request-status history. A private calendar entry includes the selected child, title, date and time, and any place or end time you add.
An organizer application may include the organization's and contact person's names, organization type, description, city, address, phone, email, links and uploaded logo. The contact form uses your name, email, message and any extra details you provide. Feedback may be private or public depending on your choice; a public review is stored for administrator review and in accordance with your publication consent.
Your account may also store favorite activities, the read status of notices and your chosen preferences. A newsletter subscription stores your email address, subscription status and consent date. To unsubscribe or withdraw marketing consent, contact info@kokoro.ge. Any marketing email sent must also provide a simple way to unsubscribe.
Why and on what basis we use information
We use information to create and secure an account, manage profile and child records, submit an activity request, display your calendar and account notices, answer enquiries, review organizer applications and maintain the public catalog. Depending on the specific processing, this is necessary to provide the service you requested or to take steps at your request before an agreement.
We may process information for security, fraud prevention, service reliability, complaint handling and protection of rights where the operator or another person's legitimate interests provide a lawful basis, subject to the required balancing and safeguards. We use records when required to meet a legal obligation.
Location is used only if you choose nearby search and allow the browser to share it. Coordinates are used on the current page to calculate approximate distances to activities; our application does not save them to your account or persistent browser storage. The city filter does not require location sharing.
A public review or promotional message requires the applicable choice and lawful basis. Account status notices are not marketing. If processing relies on consent, you may withdraw it for the future; this does not make earlier lawful processing unlawful.
Child profiles and support information
A parent or legal guardian creates a child profile and confirms their authority to do so. A child's name, date of birth, age and interests are personal information. The support fields are for practical arrangements only, such as a quiet space, mobility assistance or a companion. We do not ask for diagnoses. Do not place a medical history or other special-category information in free-text notes.
Saved support is private, is not published in the catalog and is not automatically sent to an organizer from the child profile. You must make a separate, optional choice to share it with each request. That choice is stored with the request so the details shared can be identified. Authorized Kokoro administrators see it first; the selected organizer receives it only after the request is forwarded. Later profile changes do not alter a copy already included in a request. Do not share information unless you have authority and any written consent required by law.
Even practical support details may reveal health information and qualify as special-category data. Processing them needs a separate lawful basis and appropriate safeguards, including the written consent required by law for a minor's special-category data. Selecting the sharing option is not blanket consent to use the information for other purposes. The child's best interests take priority. Where consent is necessary and cannot be verified, this processing must not continue.
Who receives information
A request is available to the parent who submitted it and authorized Kokoro administrators. The organizer receives it only if an administrator forwards it. The information is limited to what is needed to consider the request, such as the parent's contact details, selected activity, participation details, child's name or age and only the support you chose to share for that request. The organizer does not receive the rest of your account or other children's profiles. After receiving a request, an organizer may use its details to plan its service and may have its own privacy terms.
Technical providers process data for Kokoro: Google Firebase and Google Cloud provide authentication, the database, photo storage and hosting. At the time this notice was prepared, the main Firestore database and photo bucket are in the europe-west3 region (Germany). Google authentication and other global services may involve technical processing in other countries. Using these providers does not remove the requirements of Georgian data-protection law. For further information about transfers and applicable safeguards, email info@kokoro.ge.
Kokoro does not process card details or accept online payments. Firebase may send account verification or password-reset email links. Email notices about product request status depend on email delivery being configured and enabled. When enabled, the notice provider receives the verified email address and a generic service notice, not the child's name, support details or request note. SMS notices are currently disabled.
Public information and photos
Published organizer or activity profiles and uploaded images are public. A public review is displayed only after the relevant publication consent and administrator approval; the selected name, text and rating may appear, but not an internal account identifier or private note. Do not upload a child's photo or other private information unless you have the authority and consent needed. Copies already viewed or downloaded from the internet cannot always be removed immediately.
Cookies, browser storage and technical records
A secure session cookie is used for sign-in. Your language, theme and recent search may remain in local browser storage. If you choose to share location, the browser asks for permission separately. No advertising cookie or third-party analytics tool is enabled in the first-party application code reviewed for this draft. The server and cloud providers may generate technical records such as request time, address, errors and security-related metadata needed to operate and protect the service.
Retention and deletion
We keep information only for as long as needed for the purposes above. Current profile and child information is retained while the account is used. You can delete a child profile, favorites and personal calendar entries through your account. Deleting a child profile also removes that child's private calendar entries, but does not automatically change a copy already stored in a submitted request. Request and operational records may be retained as long as needed to complete a request, handle a dispute or meet legal obligations and protect security; they are then deleted or de-identified. Contact messages and organizer applications are kept for the time needed to review and take necessary follow-up action. For information about why a particular record is retained and whether it can be deleted, email info@kokoro.ge.
Your rights and how to contact us
Under Georgian law, you may ask whether we process your information, request information and a copy as provided by law, correct inaccurate information, request deletion or destruction of unlawful or excessive information, restrict processing, object where applicable, and withdraw consent where processing relies on consent. You can request deletion of a child profile and personal calendar records through your account. Full account deletion is not currently automated; send a request to info@kokoro.ge or use the contact form. Some information may be retained where the law permits or requires it, or where it is needed for an existing request, dispute or legal obligation. We will explain this where legally permitted.
Where Georgian law provides for it, you may request automatically processed data in a structured, commonly used, machine-readable format or request transmission to another controller. Withdrawing marketing consent does not prevent you from using ordinary account services.
Tell us which right you want to exercise and provide enough information for us to securely identify the account. We may ask for additional verification when necessary. Do not send a password or one-time code. We will respond within the time required by Georgian law. If you believe your rights have been violated, you may contact the State Audit Office of Georgia regarding personal data protection or a court.
Security and changes to this notice
Access is limited according to account role and granted permissions; the service uses secure sessions and technical access controls. No internet transmission or storage is completely risk-free. If an incident occurs, the operator will follow applicable legal requirements and notify relevant people where required.
Material changes to data use will be reflected on this page. The update date identifies the notice version. Contact: info@kokoro.ge.