Here at Tot Tracker we take client and customer data privacy very seriously. We will never sell or disclose the personal information we store to third parties unless required to do so by law. This policy tells you what information we collect about you when you visit our websites, and what we do with that information.
We are Tot Tracker, an online childcare management service. You may have arrived at this page from a link on this website, from our school application, our parents application, or from the recruitment process of one of our clients. Tot Tracker is a company registered in England and Wales, with details as follows:
Company registration number: 17086445
VAT number: GB (pending)
Registered office: 71–75 Shelton Street, London, WC2H 9JQ
Trading address: 52 Pembroke Road, Dublin, D04 H7Y5
Email: privacy@tottracker.ie
We have voluntarily appointed James O'Sullivan as our Data Protection Officer to oversee our handling of personal information. If you have any questions about this privacy notice, the information presented on this website, or about how we use and process your personal information, please contact our Data Protection Officer at privacy@tottracker.ie.
We may use personal data provided to us for the purposes described in this privacy notice or as made clear before collecting your personal data. In order to provide our services to you, and to promote our business, we need to collect and process certain personal information about you. We collect personal information from you for one or more of the following purposes:
The sections below provide more detail about the personal information we collect for each of these purposes, the lawful basis for doing so, and the retention period applied to each type of data.
In addition, to ensure that each visitor to any of our websites can use and navigate the site effectively, we collect the following:
In the "Your Data Protection Rights" section below, we identify your rights in respect of the personal data that we collect and describe how you can exercise those rights. We may also use this information to:
This website — *.tottracker.ie — may request, capture and store personal details across the contact forms within our website. We retain this information so that we may respond to your request.
Our clients and their staff who use the Tot Tracker schools app for childcare management — app.tottracker.ie — submit their personal information as part of their human resources record. This information is never disclosed and is always held confidentially on behalf of their employer.
As part of their usage of the Tot Tracker schools app, our clients store personal information of the families with children currently attending their school, or on a waiting list to join. This data includes:
| Data Collected | Purposes | Lawful Basis (UK/EU GDPR) |
|---|---|---|
| Parent name, email, address, banking | Childcare management, payments, communications | Contract (Art. 6(1)(b)); Legitimate interests (Art. 6(1)(f)) |
| Child name, DOB, allergies | School records, safety | Health processing (Art. 9(2)(h)); Contract via client |
| IP address, browser info | Site security, analytics | Legitimate interests (Art. 6(1)(f)) |
This information is wholly retained within the Tot Tracker schools app and is not disclosed to any third parties. Parents may access their data by logging into the parents app at parents.tottracker.ie.
Once a child has attended a school, parts of their data must be retained for an additional seven years to comply with the regulatory requirements of the school. This includes parent data for tax purposes and child data for government review.
We use cookies in a number of places on our websites. Cookies are small pieces of data websites can store on your computer that allow the website to associate your page requests as all coming from the same source. They are plain text files that you can view with a program such as Notepad, and you can delete them at any time. Cookies issued by Tot Tracker will never contain any personal information; they are merely a token we use to identify your session.
On www.tottracker.ie we use this information to anonymously track you as you move around the site. This gives us useful marketing and business information as it shows us which pages you look at and find most useful. It doesn't mean we know much about you beyond basic information submitted by your computer, such as which Internet browser you are using and roughly where in the world you are. You may reject cookies from us, which will stop us doing this.
If you are a member of staff working for one of our clients and use app.tottracker.ie, we also use cookies to keep you logged in as you navigate between pages within the application. You may reject these cookies, but if you do so, you won't be able to use that application.
Like many other websites and applications, Tot Tracker makes use of log files. Every time we serve you a page or asset (such as an image) we make a note of it on our servers. Information we store includes Internet Protocol (IP) addresses, type of device you use, a unique device identifier, operating system and platform, browser type, Internet Service Provider (ISP), date/time stamp and referring/exit pages.
This information is used to analyse trends, administer the site, track movement around the site and gather demographic information. IP addresses and other such information are not linked to any personally identifiable information.
Under the GDPR, the lawful bases we rely on for processing your personal information are:
Tot Tracker uses the following third parties to process your personal information on our behalf.
The Tot Tracker platform resides on AWS infrastructure with all data held within the EU (Ireland) and the United Kingdom. AWS is a fully GDPR-compliant hosting service.
AWS Privacy Notice →In addition to our own use of cookies and log files, we also use Google Analytics to gather information about the ways in which our websites are used.
Google Privacy Policy →We may share your personal information with companies engaged by us to provide contracted services, such as:
We may also share your information with companies engaged by us to manage our communications with you, such as call recording providers, online chat providers, web hosting services, and email service providers.
Your personal information will only be shared with a third party where that third party has agreed to keep your information strictly confidential and to only use your personal information for the specific purpose for which it was provided.
We may also share your personal information with:
We take data protection very seriously and have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way.
We limit access to your personal information to our clients and other third parties as required in the fulfilment of our services. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
Your data will be stored in our production environment, Amazon Web Services (EU & UK Regions), which is contracted by us for the provision of technical services. We remain responsible at all times for the security of your personal information. As we use the AWS Simple Email Service to send emails, until the email is routed to your email service provider, your email address data is held within AWS. No personal information is routed or stored outside of the EU and UK regions prior to email dispatch.
While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data transferred via the internet.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email privacy@tottracker.ie. To process your request, we may ask you to provide two valid forms of identification for verification purposes.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy notice and any related communications we may send you.
You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity, we will provide access to your personal data as well as the following information:
If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If requests are frivolous or vexatious, we reserve the right to refuse them.
When you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect or incomplete information is not processed until it is corrected.
Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
You may ask us to stop processing your personal data. We will still hold the data but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:
You may request your set of personal data be transferred to another controller or processor, provided in a commonly used and machine-readable format. This right is only available if the original processing was on the basis of consent, the processing is by automated means, and if the processing is based on the fulfilment of a contractual obligation.
You have the right to object to our processing of your data where:
Please note that if you request erasure, object to our processing of your personal data, or request the restriction of our processing, we may not be able to provide our services and may need to deactivate your customer account(s).
You can unsubscribe from our email communications at any time by following the unsubscribe link in our email communications.
We may amend our Privacy Policy from time to time. Any changes we make will be advertised in the Tot Tracker apps and on this web page. Please check back frequently to see any updates or changes to our Privacy Policy.