Data Privacy & Security

We take your privacy seriously. Here is everything you need to know about how we protect, store, and manage your school's data.

PDPA-Compliant Data Practices

Tots Portal is built from the ground up with strict Philippine Data Privacy Act of 2012 (RA 10173) compliance in mind. Your school's data, staff records, and student profiles are protected by industry-leading security practices and strict kernel-level database isolation to ensure data is completely separated per school.

What Data We Collect

We collect only the essential information needed to provide our services for preschool management:

  • Basic student profiles (name, date of birth, medical notes).
  • Parent/Guardian contact information.
  • Attendance logs, daily activity records, and photos of activities.
  • Staff and teacher account credentials.

Data Encryption & Storage

All student data is encrypted both in transit and at rest. We use secure databases with row-level security (RLS) to guarantee that no one outside of your authorized school network can access your information.

Who Can Access It & Zero Sharing

Access to data is strictly limited to your school's authorized personnel (administrators and teachers) and the parents connected to the specific student.

No Third-Party Sharing: We do NOT sell, rent, or share your data with any third parties. We also do NOT use student data for any advertising purposes.

Camera & Photo Uploads

Tots Portal apps (TotsHub for teachers, TotSnap for parents) request access to your camera and photo library only when you choose to attach a photo to a message or activity. We never capture photos in the background and we never access either your camera or your photo library without an explicit action you take in-app.

  • Photos are limited to 10 MB per upload and are JPEG-compressed on-device before being sent.
  • Videos are not supported in messaging at this time.
  • Photos you attach to a message are visible only to the participants of that conversation, governed by the same row-level security policies as the rest of your school's data.
  • You can revoke camera or photo library access at any time from your device's system settings.

Data Retention

We store your data securely while your school has an active subscription. By default, records are kept for 1 school year to facilitate smooth transitions and reporting. After the retention period or upon your request, data can be permanently deleted from our systems.