Privacy Policy
Totdesk is software that early childhood programs (preschools, childcare centers — "schools") use to run registration and records. This policy explains what information Totdesk handles, on whose behalf, and how it is protected.
1. Who is responsible for your information
When you use Totdesk as a parent, guardian, staff member or licensing inspector, you are using it through a school. The school is the owner and controller of the records it collects through Totdesk — enrollment information, health and emergency details, consents, signatures, and daily records. Tykeware processes that information on the school's behalf and on its instructions. Questions about what a specific school collects, why, and how long it keeps it should go to the school; questions about how Totdesk itself handles information can come to us at privacy@tykeware.com.
2. Information Totdesk processes
- Family and child records entered by families or the school: names, contact details, addresses, emergency contacts and authorized pickup adults, dates of birth, health information (immunizations, allergies, medications, physician details), care plans, and the consents and permissions the school's program or state requires.
- Documents: uploaded records (for example immunization records), forms generated from the information above, and their electronically signed copies.
- Operational records: enrollment and tuition details, drop-off and pick-up sign-in records (which may include a photo where the school enables it), attendance, class assignments, staff timekeeping, and messages between the school and families.
- Account and usage information: sign-in email addresses, one-time codes, device sign-in tokens, and technical logs needed to operate and secure the service.
Totdesk is used by adults on behalf of children. We do not knowingly collect information directly from children, and schools remain responsible for obtaining any consents required for the information they collect.
3. How information is used
Only to provide the service to the school: to register families, produce and sign the school's paperwork, compute tuition, run the school's daily operations, send the notifications the school configures (email and, with consent, text messages), keep the school's records available to it, and keep the service secure. We do not sell information, use it for advertising, or use it to train artificial-intelligence models.
4. Google Drive
A school may choose to connect its own Google Drive so that Totdesk can publish copies of its signed documents and a roster of its families to a folder the school selects. When a school administrator connects Google Drive:
- Totdesk requests only the
drive.filepermission — access to files and folders that Totdesk itself creates or that the administrator explicitly selects through Google's file picker. Totdesk cannot see or read any other files in the Drive. - Totdesk uses this access solely to create and update the school's document copies and roster in the selected folder, and to verify they are still present. It never reads Drive content for any other purpose.
- The school can disconnect Google Drive at any time from its Totdesk settings or by revoking access in its Google account; Totdesk then deletes the stored authorization.
Totdesk's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
5. Service providers
Totdesk runs on established infrastructure and communication providers that process information only as needed to provide their service to us: a hosted database and file storage provider (Supabase), web hosting (Vercel), transactional email (Resend), electronic signature (BoldSign), text messaging (Twilio), and — only when a school connects it — Google Drive. Each is bound by its own terms and security commitments.
6. Security and isolation
Each school's information is kept separate from every other school's: every record and every stored file is bound to the school that owns it, and the database enforces that boundary on every request — not only the application. Access is granted per role (school administrators, staff, families, and time-limited licensing inspector access issued by the school's director). Data is encrypted in transit and at rest by our providers. Sign-in uses one-time codes and personal links rather than shared passwords for families and staff.
7. Retention
Records are kept for as long as the school's licensing and operational requirements direct — child care licensing rules commonly require certain records to be retained for several years after a child leaves. Schools control retention within Totdesk; some short-lived items (for example drop-off photos) are purged automatically on a schedule the school sets. When a school leaves Totdesk, its records are returned to it and then deleted from our systems, apart from what we must keep for legal or security reasons.
8. Your choices
Families and staff can review and update most of their own information through the school's Totdesk portals. To access, correct or delete information the school holds about you, contact the school. Text-message notifications require your consent and can be stopped at any time by replying STOP.
9. Changes
We will post any changes to this policy on this page and update the effective date. Material changes will be communicated to schools directly.
10. Contact
Tykeware · privacy@tykeware.com
Draft for review. This policy describes how Totdesk works today. It has not yet been reviewed by counsel; schools should also maintain their own privacy notices for the information they collect.