This policy describes what information the ChildMetrix Reports portal collects, why, and who can see it.
Draft for review. This text describes how the platform works today and is pending review by ChildMetrix and participating agencies before it is final.
Who we are
ChildMetrix Reports ("the portal") is operated by ChildMetrix for state and territorial child welfare agencies. Each agency is a separate tenant: its users only see data for the states assigned to their account.
Information we collect
Category
What
Source
Account information
Name, work email address, role (State Member, State Admin, Super Admin), assigned states, account status, and a hashed password
Entered by the administrator who invites you, and by you in Account settings
Activity records
Sign-ins, password changes, invitations, changes to user accounts, file uploads, and report or presentation downloads, with the date and time, IP address, and browser identifier
Recorded automatically by the portal
Agency report data
Files your agency uploads (for example CFSR Data Profile PDFs and Excel supplements) and the aggregate indicators, tables, charts, and presentation decks generated from them
Uploaded by your agency's administrators
Session data
A sign-in token and your selected state, kept in your browser's session storage until you close the tab or sign out
Set by the portal when you sign in
The portal is designed for aggregate, statewide reporting. Agencies should not upload files that contain child-level or case-level records. If a file with individual records is uploaded in error, contact us and we will remove it.
The portal does not use advertising or analytics trackers and does not set tracking cookies.
How we use it
To sign you in and show you the reports for your assigned states.
To send account emails: your invitation, password reset links, and notices about your account.
To generate reports, measures, and presentation decks from files your agency uploads.
To keep an audit trail that your agency's administrators and ChildMetrix can use to answer "who did what, when".
To keep the service secure, for example by limiting repeated failed sign-in attempts.
Who can see it
You can see your own account details under Account settings.
State Admins at your agency can see the accounts and activity records for users in their assigned states.
ChildMetrix staff with Super Admin access can see accounts, activity records, and report data across all agencies in order to operate and support the service.
Service providers that host the portal on our behalf: Microsoft Azure (hosting, database, file storage, in the United States) and Azure Communication Services (email delivery). They process data only as needed to provide those services.
We do not sell personal information and do not share agency data with other agencies or third parties except as described above or as required by law.
How long we keep it
Account information is kept while your account exists. Deactivated accounts are retained so audit records stay attributable; an agency can ask us to delete or anonymize them.
Activity records are retained for the life of the agency's agreement with ChildMetrix, then deleted.
Uploaded files and generated reports are kept so agencies can compare periods over time. An agency can ask us to remove specific files or periods.
How we protect it
Data is encrypted in transit (TLS) and at rest in Azure. Passwords are stored as salted bcrypt hashes. Report files are held in private storage and served only through short-lived, signed links to signed-in users with access to that state. Access is role-based and state-scoped.
Your choices
Change your name or password at any time under Account settings.
Ask your State Admin to change your role or state access, or to deactivate your account.
Contact us to request a copy or deletion of the information we hold about you, subject to your agency's records requirements.
Changes to this policy
We will post updates on this page and change the date at the top. Material changes will also be communicated to agency administrators.