Privacy Policy
This Privacy Policy explains how ChildCare Kiosk ("we", "us") handles information in ChildCare Kiosk, the sign-in, attendance and records software that daycares and child care programs in the United States use to run their program. A daycare (our customer) uses the service to keep records about the children in its care, their families and its staff.
The short version
- The daycare owns its data. We hold it only so the daycare can run its program.
- We do not sell personal information, and we do not use it for advertising.
- Children do not use the service. Information about a child is entered by the daycare and by the child's parents or guardians.
- Our pages load no advertising or third-party tracking scripts.
1. Information we collect
What is in an account depends on what the daycare and its families enter. It can include:
- The daycare: its name, address, phone number, license details and billing contact.
- Staff and account users: names, email addresses, phone numbers, roles, clock-in and clock-out times, and the documents the daycare keeps for them. Passwords and PINs are stored only as one-way hashes.
- Parents, guardians and pick-up contacts: names, relationship to the child, phone numbers and email addresses, and what they enter in an online application.
- Children: name, date of birth, enrollment details, allergies and health notes, immunization records, and photos the daycare or a parent adds.
- Attendance: sign-in and sign-out times, who signed, absences, health checks and meal counts.
- Signatures: the signatures drawn on screen when a child is signed in or out, on a visitor log or on an application.
- Uploaded documents: the forms, certificates and files the daycare or a parent uploads.
- Technical information: a security log of sign-ins and important changes (including the IP address), and a record of which pages and buttons are used, never what is typed.
2. Why we use it
Only to provide the service to the daycare: recording attendance, producing the reports and exports the daycare asks for, showing each person what their role allows, sending the emails the service sends (password resets, invitations and reminders a daycare turns on), billing the daycare's subscription, keeping the service secure, fixing problems and answering support requests.
3. We never sell your information
We do not sell or rent personal information, we do not share it for advertising, and we do not use children's or families' information to market to anyone.
4. Service providers
We use a small number of companies that process data on our behalf, only to run the service and under confidentiality and security obligations:
- Cloud hosting for the application, its database, file storage and encrypted backups, in the United States.
- Email delivery for the emails the service sends.
- Payment processing for subscription payments. Card details are entered with the payment processor, not stored by us.
- Error monitoring, set up to remove form contents, cookies and request headers before a report is sent.
The service does not send text messages today; it contacts people by email only. We may also disclose information when the law requires it.
5. Security
Information is encrypted in transit, sensitive fields are encrypted at rest, and each account's records are kept separate from every other account's, including in the database itself. Access is limited by role, and the people who run the service use their access only to keep it running, to help when a daycare asks, or when the law requires it. See the Security page. No system is perfectly secure, and we will tell affected daycares about a breach as the law requires.
6. Retention and deletion
- Export. The daycare can download a complete copy of its records and files at any time.
- Closing an account. A closed account can be reopened for 30 days. After that, its records, files and backups are permanently erased. Attendance records are kept until the newest one is three years old, because daycares must keep them for inspection, unless the daycare asks us to erase them sooner.
- Deletion on request. A daycare can ask us to delete its account or specific records by writing to us at the address below.
- When a subscription ends, the account is locked but nothing is deleted.
7. The daycare owns its data
The records in an account belong to the daycare. The daycare decides what is recorded and is the first contact for parents, guardians and staff who want to see, correct or remove information about them. If you contact us directly, we will pass your request to the daycare and help it respond.
8. Children's information
The service is for daycares and adults. It is not directed to children, and children do not create accounts or enter information. Information about a child is entered by the daycare and by the child's parent or guardian, who decides what to provide. We do not knowingly collect personal information directly from a child under 13. A parent or guardian can ask the daycare, or us, to review or delete their child's information.
9. Cookies
We use only the cookies the service needs: one that keeps you signed in and a security token on forms. The public website pages set no cookie. We do not use advertising or analytics cookies.
10. Changes to this policy
If we change this policy, we will update the date and version at the top, and tell daycares about an important change before it takes effect.
11. Contact
Questions or requests: write to info@childcarekiosk.com, or use the contact page.