Amana Kids Educator app: privacy policy.

Who the app is for

The app is only for educators and educator assistants registered with Amana Kids Family Day Care. Each educator signs in with a username and a 4-digit PIN that our office gives them, and can then choose their own PIN. The same PIN unlocks the app. Parents and children do not use the app, and it is not directed at children.

What the app collects

• Your sign-in and profile: your name, username, email address and mobile number, and a random ID the app makes for your tablet.
• Records you make for your family day care service: daily checklists, drills, forms, incident reports, visitor logs, messages to the office, and the signatures you or parents give on the tablet.
• Information about the children in your care and their families: names, dates of birth, and the details you record in forms and reports, as required by the Education and Care Services National Law and Regulations.
• Photos and documents: only the photos you take or choose, and the documents you scan or upload, for example a signed paper form.
• Location: your tablet's location, only while the app is open: each time you sign in, open the app or unlock it with your PIN, and when you send a daily checklist or record a drill. The office sees where the tablet was used, and it is flagged when the tablet was away from your registered care home, to keep children's records and the tablet secure. If you turn location off, the app still works and the office sees that no location was given. The app never uses location in the background.
• Sign-in security: the time and internet address of each sign-in, and records of PIN changes (the office is emailed about each change). PINs are stored only in a scrambled form that can't be turned back into the PIN.

How it is used

Everything is used only to run Amana Kids Family Day Care and meet our legal duties as an approved education and care service: keeping children safe, keeping the records the law requires, and supporting and monitoring educators. We do not sell information, show advertising, or use analytics or tracking services.

Where it is kept and who can see it

Records are sent over an encrypted connection (HTTPS) to Amana Kids' own database, kept by our web host. Once a week an encrypted backup copy is saved to Amana Kids' own Microsoft 365 storage. Only you and authorised Amana Kids office staff (the General Manager, Coordinators and Administration) can see them. We share information outside Amana Kids only when the law requires it, for example with the Queensland Department of Education (the regulatory authority), or with emergency services when a child's safety depends on it. To draw excursion maps, the addresses you enter are looked up with OpenStreetMap services; no names are sent with them.

On the tablet

The app blocks screenshots and screen recording, keeps camera photos out of the tablet's Gallery, and is excluded from Google backups. If the office removes an educator, or a tablet has not connected for seven days, the app clears everything it keeps on that tablet.

How long we keep it

Records about children, and the office's activity logs, are kept for about 25 years, as the Education and Care Services National Regulations require for some records (for example, records about a child's incident, injury or illness are kept until the child turns 25). Other records are kept for as long as the Regulations require. Then they are securely destroyed.

Your choices

You can ask to see or correct the information we hold about you, or ask for your account and data to be deleted, by contacting our office. Records we must keep by law are kept for the required time even after an account is closed. Our general Privacy & Confidentiality policy also applies.

Contact us

Amana Kids Family Day Care, Inala QLD. Email hello@amanakids.com.au or phone (07) 3372 8130.