Privacy Policy

Effective Date: 6/01/2026
Last Updated: 7/01/2026
 

At Totally Tots Inc., the privacy, safety, and trust of the children and families we serve are extremely important to us. Families share personal and sensitive information with us so that we can provide safe, appropriate, and individualized care for their children.
 

Totally Tots Inc. is committed to protecting this information and maintaining the confidentiality of children, families, employees, and applicants in accordance with applicable Pennsylvania child care requirements and other applicable laws.
 

This Privacy and Confidentiality Policy explains how Totally Tots Inc. collects, uses, protects, stores, and shares information obtained through enrollment, daily child care operations, family communication, our website, and other program activities.
 

1. Information We May Collect
 

To safely operate our child care program, Totally Tots Inc. may collect information including:

• Child and parent or guardian names

• Home addresses

• Telephone numbers and email addresses

• Child birth dates and enrollment information

• Emergency contact information

• Authorized pickup information

• Health and medical information

• Allergy and medication information

• Immunization and health records

• Developmental information and observations

• Attendance records

• Incident, accident, and injury reports

• Tuition, subsidy, and payment information

• Custody documents or court orders provided to the center

• Photographs, videos, and classroom work when authorized

• Communications between families and the center

• Information required by the Pennsylvania Department of Human Services or other authorized government agencies
   

We will seek to collect only information reasonably necessary to provide child care services, maintain safety, communicate with families, meet legal and regulatory requirements, and operate our program.

2. How We Use Information
 

Information collected by Totally Tots Inc. may be used to:

• Enroll children in our program

• Provide safe and appropriate care

• Understand children's individual needs

• Support children's learning and development

• Maintain required child care records

• Contact families regarding their child's care

• Respond appropriately during emergencies

• Maintain accurate attendance and authorized pickup information

• Process tuition and subsidy information

• Communicate developmental progress and classroom experiences

• Meet licensing and regulatory requirements

• Protect the health and safety of children and staff

• Improve the quality of our program
   

Personal information will not be sold or rented by Totally Tots Inc.
 

3. Confidentiality of Child and Family Records

Child and family information is considered confidential.

Staff members may only access information necessary to perform their job responsibilities. Employees are expected to protect confidential information and may not discuss a child or family with individuals who are not authorized to receive that information.
 

Staff members should not discuss confidential information about children or families:

• With other parents

• With unauthorized individuals

• In public places

• On personal social media accounts

• Through unauthorized messaging platforms

• Outside of work, unless required for an authorized professional or legal purpose
   

Confidentiality requirements continue to apply even after an employee's employment with Totally Tots Inc. ends.
 

4. Parent and Guardian Access to Records
 

Parents and legal guardians may request access to their child's child care records as permitted by applicable law and regulation.
 

When custody restrictions or court orders exist, Totally Tots Inc. will follow valid legal documentation maintained in the child's file.
 

Families are responsible for providing updated copies of any court orders or legal documents that affect access to a child or the child's records.
 

5. Sharing and Release of Information
 

Totally Tots Inc. will not release information from a child's record to outside individuals or organizations without appropriate parental or guardian authorization unless disclosure is permitted or required by law.
 

Information may be provided when appropriate to:

• A child's parent or legal guardian

• Pennsylvania Department of Human Services representatives

• Authorized licensing or regulatory personnel

• Law enforcement or emergency personnel when legally required or necessary for an emergency

• Child protective services or other appropriate authorities when reporting is required by law

• Medical professionals during an emergency

• Other individuals or organizations when the parent or legal guardian has provided appropriate written authorization
   

When written authorization is required, Totally Tots Inc. will obtain permission before releasing the information.

6. Health and Medical Information
 

Health information is collected to help us provide safe and appropriate care.
 

Information regarding allergies, medical conditions, medications, dietary restrictions, or other health needs will be shared only with staff members who need the information to safely care for the child and with other authorized individuals when necessary.

Certain health or safety information may need to be communicated to families without identifying a specific child. For example, families may be notified of exposure to a communicable illness while the identity of the affected child remains confidential whenever appropriate and legally permitted.

7. Photographs and Videos
 

Totally Tots Inc. may take photographs or videos during classroom activities, special events, field trips, library visits, celebrations, or other program experiences.

Families will be provided with an opportunity to authorize or decline specific uses of their child's image.

Depending on the permissions provided by a parent or guardian, photographs or videos may be used for:
 

• Private communication with the child's family

• Classroom displays

• Center displays

• Educational projects

• Family newsletters

• The Totally Tots Inc. website

• Official Totally Tots Inc. social media pages

• Promotional or marketing materials

A family's decision not to authorize public use of their child's photograph or video will not affect the child's enrollment or participation in the program.

Totally Tots Inc. will make reasonable efforts to ensure that children without the necessary authorization are not intentionally included in publicly shared photographs or videos.

8. Social Media

Only authorized individuals may post content representing Totally Tots Inc. on official center social media accounts.

Staff members may not post photographs, videos, names, personal information, or identifying details about enrolled children or families on their personal social media accounts without appropriate authorization.

Families are also asked to respect the privacy of other children when taking photographs or videos at center events.

9. Electronic Communication

Totally Tots Inc. may communicate with families through approved methods such as telephone, email, text messaging, child care communication platforms, or other center-approved systems.
 

Although we take reasonable precautions to protect information, electronic communication may carry privacy and security risks. Families should avoid sending highly sensitive information through unsecured communication methods whenever possible.
 

Staff members are expected to use approved communication methods when discussing center business or communicating confidential information.
 

10. Security Cameras

If security cameras are used at Totally Tots Inc., recordings are intended primarily to support the safety and security of children, staff, families, and the facility.
 

Camera footage is considered private center information and will not be routinely distributed to families or the public.
 

Access may be limited to authorized management and may also be provided when legally required to law enforcement, regulatory authorities, or other authorized individuals.
 

The presence of security cameras does not replace direct and active supervision of children.

11. Website Privacy

When families or visitors use a Totally Tots Inc. website or online contact form, we may receive information voluntarily submitted, such as:
 

• Name

• Email address

• Telephone number

• Child's age

• Enrollment inquiries

• Tour requests

• Messages submitted through contact forms
   

This information will be used primarily to respond to inquiries, provide requested information, or communicate about our programs and services.
 

If our website uses third-party services for forms, analytics, scheduling, payments, or other functions, information may also be processed by those providers according to their applicable privacy practices.

We encourage families not to submit confidential medical, financial, or other highly sensitive information through a general website contact form.

12. Payment and Financial Information

Totally Tots Inc. may collect information necessary to manage tuition, enrollment fees, childcare subsidy, and other authorized payments.
 

When outside payment processors or government subsidy systems are used, information may be processed through those services according to their applicable requirements and privacy practices.
 

Totally Tots Inc. will take reasonable measures to limit access to financial information to individuals who need it for authorized business purposes.

13. Record Security and Retention
 

Totally Tots Inc. takes reasonable administrative, physical, and electronic measures to protect confidential information.

These measures may include:

• Secure storage of paper records

• Restricted access to confidential files

• Password-protected electronic systems

• Limiting access based on job responsibilities

• Staff confidentiality expectations

• Secure disposal of records when permitted

• Maintaining records for periods required by applicable laws and regulations

Child records will be retained in accordance with Pennsylvania child care requirements and applicable record-retention obligations.

14. Mandatory Reporting and Legal Requirements
 

The privacy of our children and families is important; however, confidentiality does not prevent Totally Tots Inc. or its staff from complying with mandatory reporting requirements or other legal obligations.

Information may be disclosed without parental permission when disclosure is required or authorized by law, including circumstances involving suspected child abuse or neglect, immediate health or safety concerns, government inspections or investigations, valid legal orders, or other legally required disclosures.

15. Staff and Employment Records
 

Employee and applicant information will also be treated as confidential and maintained with appropriate safeguards.

Access to personnel information will generally be limited to management and other individuals who have an authorized business, regulatory, or legal reason to access it.

16. Changes to This Policy
 

Totally Tots Inc. may update this Privacy and Confidentiality Policy as our program, technology, practices, or legal requirements change.
 

When significant changes are made, families may be notified through appropriate center communication methods.

17. Questions or Privacy Concerns
 

Families are encouraged to contact Totally Tots Inc. management with questions or concerns regarding privacy, confidentiality, or their child's records.

Totally Tots Inc.
1512 Mifflin Street
Philadelphia, PA 19145
Phone: 215-465-4008

We value the trust families place in us every day. Protecting the privacy and dignity of our children and families is an important part of maintaining the safe, loving, respectful, and community-centered environment that Totally Tots Inc. has provided for more than 35 years.