Privacy Policy, Terms of Use & Confidentiality

1. Privacy Policy

1.1 Information we hold

We hold information about children (names, dates of birth, photographs, health, allergy and medical information, attendance, and daily-care records), their families and guardians (contact details, addresses, billing information), and staff (contact details, role, qualifications, hours worked). We hold it to operate the childcare service, to meet legal and licensing obligations, and to keep children safe.

1.2 How information is used

Information is used only to deliver and administer childcare, to communicate with families, and to satisfy legal, licensing, funding, and health-and-safety requirements.

1.3 Sharing

Information is shared only with: the staff at the child's centre who need it to provide care; the child's authorised guardians; service providers who host or process data on our behalf under contract; and authorities where the law or a licensing obligation requires it.

1.4 Security and retention

Access is controlled by role, activity is logged, and information is transmitted over encrypted connections. Records are kept for as long as the service and the law require, and are then deleted or anonymised in line with the agency's retention policy.

1.5 Your rights

You may ask what personal information we hold about you, ask for it to be corrected, and ask for a copy. Where the law allows, you may ask for it to be deleted. Records we are legally required to retain (for example attendance and incident records) will be kept for the required period.

1.6 Accounts and deletion

KiddieTrac accounts are created and removed by the childcare agency that employs or enrols you — you cannot sign yourself up. To have your account and personal information deleted, ask your agency administrator, or contact us at info@kiddietrac.com and we will action the request with your agency, subject to the records we are legally required to retain.

2. Our mobile apps

The KiddieTrac apps for iPhone and Android are a secure way to reach the same account you use on the web. They collect nothing beyond what the service already holds, and specifically:

• Camera — used to scan a check-in QR code, and for educators to take photos and short video clips of a child's day. Nothing is captured until you choose to.
• Photos — used only when you attach an existing photo or clip to a child's daily log, or save one to your device.
• Microphone — records sound as part of a video clip you choose to take.
• Notifications — we store a device token so we can send you messages, alerts, and check-in and check-out notices. You can turn these off in your settings.
• Face ID / Touch ID / fingerprint — used to unlock the app. Your biometric data never leaves your device and is never sent to us; the phone only tells the app whether the check passed.

The apps contain no third-party advertising and no cross-app tracking.

3. Text messages (SMS)

3.1 What we send, and who it comes from

Where your agency has enabled text messaging and you have opted in, KiddieTrac sends operational messages about the children on your own account, on behalf of the agency or centre your family is enrolled with. Messages come from a KiddieTrac number and name the agency.

• Sign-in and sign-out notices — for example, "Aria was signed out at 5:10 PM by Anthony Hosein." Every notice says who signed the child in or out.
• Reminders — a prompt when a child has not been signed in or out as expected.
• Notices from your agency — closures, emergencies and other urgent announcements from the centre.

We do not send marketing or promotional texts, and we do not text you about anything other than the care of the children on your account.

3.2 How often

Message frequency varies, because these messages follow your child's attendance and the alerts you have chosen. In practice:

• Sign-in and sign-out notices arrive as they happen — at most two per child on a day your child attends, and only for the notices you have switched on.
• Reminders and agency notices are occasional — typically no more than two per month, though a centre closure or emergency is sent whenever one occurs.

3.3 Cost

Message and data rates may apply. Any charge for sending or receiving a text is a matter between you and your mobile carrier. Carriers are not liable for delayed or undelivered messages.

3.4 Getting help

Reply HELP to any message and we will reply with contact details and a reminder of how to opt out. You can also email info@kiddietrac.com at any time, or ask your centre.

3.5 Stopping messages

Reply STOP to any message to opt out. We will send a single message confirming you have been unsubscribed, and then nothing further to that number. You can also switch text messages off in the KiddieTrac app under Settings → Notifications, which takes effect immediately.

To start again, reply START or switch text messages back on in the app. Opting out of texts does not affect your email or in-app notifications, and does not affect your account or your child's enrolment in any way.

3.6 How we ask for your consent

We ask in the app, in writing, and you must answer explicitly — a prompt you ignore or close is treated as no. Consent is recorded against your account with the date and time. This is what we show you:

Consent applies to the mobile number on your own account only. You may not opt in a number that is not yours, and we ask agencies never to enter a family's number on their behalf.

3.7 Confirming your enrolment

As soon as you agree, we send one confirmation text so that you know the number we hold is right and that messages are switched on:

If that message arrives and you did not ask for it, reply STOP and tell your centre.

3.8 Your mobile number

We do not sell personal information, and this applies to text messaging in particular: mobile opt-in consent and phone numbers are never shared with third parties or affiliates for their own marketing. Your number is shared only with the messaging provider that delivers the message on our behalf, and with the agency your family is enrolled with, which already holds it.

We keep a record of each message sent, when it was sent and whether it was delivered, so that a centre can show a notice was issued. That record is covered by the Privacy Policy above, including the retention and deletion terms.

3.9 These terms

Text messaging is covered by this policy and by the Terms of Use below, both of which are always available at www.kiddietrac.com/privacy.

4. Terms of Use

4.1 Acceptance

KiddieTrac ("the Platform") is provided by Kiddietrac ("we", "us"). By accessing or using the Platform you accept these Terms of Use, the Privacy Policy above, and the Confidentiality and Intellectual Property obligations below. If you do not accept them, you may not use the Platform.

4.2 Your account

Your account is personal to you. You are responsible for everything done under it. You will keep your credentials secret, never share your login, and tell us immediately if you suspect your account has been used by anyone else. Access is granted by role: you may only use the access you have been given, for the purpose it was given.

4.3 Acceptable use

You agree that you will not, and will not attempt to:

• access data, accounts, centres or agencies you are not authorised to access;
• copy, scrape, export or bulk-extract data from the Platform except through features provided to you for that purpose;
• probe, scan, penetration-test, reverse engineer, decompile or disassemble any part of the Platform, or circumvent any security or access control;
• upload malicious code, or anything unlawful, abusive, or harmful to a child;
• interfere with the operation of the Platform, or with any other user's use of it;
• use the Platform to build, train, benchmark or specify a competing product or service.

4.4 Availability, changes and suspension

We work to keep the Platform available, but we do not guarantee uninterrupted service. We may change, add or remove features. We may suspend or terminate access — immediately, and without refund — if you breach this agreement, or where we reasonably believe access presents a risk to children, to other users, or to the Platform.

4.5 Content you submit

You keep ownership of the content you submit (records, notes, photographs). You grant us the licence we need to host, process, back up and display that content in order to operate the service for your centre. You confirm that you have the right and any necessary consent to submit it — particularly photographs of children.

4.6 Liability

The Platform supports childcare operations; it does not replace professional judgement, supervision, or your legal obligations. To the fullest extent permitted by law, we are not liable for indirect or consequential loss, and our total liability is limited to the fees paid for the service in the twelve months before the claim.

5. Confidentiality, Non-Disclosure & Intellectual Property

5.1 Confidential Information

"Confidential Information" means anything you learn through the Platform that is not public, including: information about children, families, guardians and colleagues; and information about KiddieTrac itself — its design, screens, layouts, workflows, features, functionality, roadmap, algorithms, prompts, data models, source code, pricing, and any non-public documentation or demonstration.

5.2 Your confidentiality obligations

You agree that you will:

• access only the Confidential Information you need to do your job;
• never share, copy, photograph, screen-record, forward, publish or discuss Confidential Information with anyone not authorised to receive it — including on social media, in messaging apps, or in public forums;
• not disclose or demonstrate the Platform, or any part of its design, features or functionality, to any competitor of KiddieTrac, or to anyone who is developing, or intends to develop, a competing product or service;
• report any suspected loss, theft or unauthorised disclosure immediately;
• return or securely delete any Confidential Information in your possession when your access ends.

These obligations survive the end of your access and the end of your role, and continue for as long as the information remains confidential.

5.3 Our intellectual property

The Platform — including its software, source code, design, user interface, screen layouts, visual style, workflows, feature set, functionality, documentation, branding, trade marks and all related intellectual property — is and remains the exclusive property of Kiddietrac. Nothing in this agreement transfers any ownership to you. You are granted only a limited, revocable, non-exclusive, non-transferable right to use the Platform for its intended purpose, for as long as your access is authorised.

5.4 No copying or imitation

You will not copy, reproduce, adapt, translate, or create derivative works from any part of the Platform, and you will not replicate or imitate its design, screens, workflows or feature set in another product or service. You will not remove or obscure any proprietary notice. Any feedback or suggestion you give us may be used by us freely, without obligation or payment.

5.5 Breach

Unauthorised disclosure or use of Confidential Information, or infringement of our intellectual property, may cause harm for which money is not an adequate remedy. We may therefore seek an injunction and any other relief available to us, in addition to any damages. A breach may also lead to disciplinary action, termination of access and of employment, and — where the law requires — notification of affected families and of the relevant authorities.

6. Contact us

Questions about this policy, or about the information we hold about you: info@kiddietrac.com.

Staff and guardians are asked to review and sign these terms when they are first onboarded onto the Platform, and a signed copy is emailed to them and filed on their record.