We hold two kinds of information. The first is about the daycare operators who subscribe to us — their account, billing, and support history. That is ours to explain, and this policy governs it.
The second is about the families enrolled at those daycares, including children. We hold that for the daycare, under its instruction. The daycare decides what to collect and how it is used. We store it and keep it safe.
We do not sell personal information. We do not use it for advertising. We do not build profiles of children or track them across other websites.
When a family enrolls at a daycare that uses our software, the daycare records information needed to care for that child. Depending on what the daycare collects, this can include the child's name and date of birth, the parent's contact details, medications, food allergies and action plans, immunization records, attendance, incident reports, authorized pick-up persons, and daily notes.
Some of this is health information about a child, and we treat it as sensitive.
We do not collect information directly from children. Children do not have accounts and cannot sign in. Information about a child reaches us only because a parent or guardian gave it to their daycare, or because the daycare recorded it in the course of caring for that child.
Your daycare decides what to collect, how it is used, and how long to keep it. We act on their instruction. If you want your family's records corrected, exported, or deleted, contact your daycare first — they can act on it straight away. If you cannot reach them, write to us and we will pass the request on and help where we are able.
We do not use children's or families' information for our own purposes. We do not sell it, share it with advertisers, or use it to train anything.
A daycare may publish photographs on its website page. Where a photograph shows an identifiable child, it is the daycare's responsibility to have the parent's or guardian's consent before publishing it. To have a photograph removed, contact your daycare, or write to us and we will pass the request on the same working day.
We share information only where it is needed to run the service:
We may also disclose information where the law requires it, or to protect someone from harm. If we receive a request from a government agency for a daycare's records, we will tell that daycare unless we are legally prevented from doing so.
Daycares are required to keep certain child records for periods set by HHSC, and our retention follows what the daycare needs in order to meet those rules. Where a daycare instructs us to delete records and no legal requirement prevents it, we delete them.
If a daycare cancels its subscription, we keep its data for 90 days so it can be exported, then delete it. Backups are overwritten on a rolling 35-day cycle.
Records are held on servers in the United States. Connections are encrypted. Each daycare's data is separated from every other daycare's, and access is restricted to what an account is entitled to see. Backups are taken nightly and stored encrypted. Our staff access customer records only where it is needed to provide support or where the law requires it.
No system is perfectly secure. If a breach affects your information, we will notify you and the relevant authorities as the law requires.
Under Texas law you may ask us to confirm what personal information we hold about you, provide a copy, correct it, or delete it. You may also object to its use in certain circumstances. To make a request, write to support@daycareoftexas.com. We will respond within 45 days. If we cannot act on a request, we will explain why and how you can appeal.
If your request concerns a child enrolled at a daycare, contact that daycare — they hold the decision.
We may update this policy. If a change materially affects how we handle your information, we will tell you by email before it takes effect. The date at the top shows when it was last revised.
Texas Digital Asset Management Group, Inc.
5900 Balcones Dr Ste 100, Austin, TX 78731
support@daycareoftexas.com
(469) 966-8822