This policy explains how Dragonfinity Systems ("we", "us") collects, uses and protects information within Daycare System. It covers both the daycare operators who subscribe to the platform ("tenants") and the families and staff whose information a tenant records within it.

A subscribing daycare (the tenant) is the data controller for the children, guardian, staff and financial information it enters — they decide what to record and who at their centre may see it. Dragonfinity Systems acts as the data processor: we host, secure and process that data strictly on the tenant's instructions, and we never sell it or share it across tenants.

• Account information for people who log in: name, email or phone number, role and password (stored hashed, never in plain text).
• Records a tenant chooses to keep: child profiles, guardian and emergency contact details, attendance, health and development records, billing and payment history, and staff/HR records.
• Technical information needed to keep the service secure: IP address, browser/device details and audit logs of who accessed or changed a record.
• Information submitted through this public website, such as the contact form.

Information is used to provide the service a tenant has subscribed to: running admissions and attendance, billing, staff management, communication with families, and the reports a tenant generates. We also use technical logs to secure the platform, investigate misuse, and meet our own legal obligations.

Access to a tenant's data is restricted to that tenant's own authorised users, enforced at every layer of the platform. Sensitive fields such as medical information carry additional permission checks. Every significant action is recorded in an audit trail. Passwords are hashed, never stored or displayed in plain text.

A tenant's data is retained for as long as their subscription is active, plus a reasonable period afterward to allow export or reactivation. A tenant may request deletion of their data by contacting us, subject to any legal retention obligations (for example, safeguarding or financial records a daycare is required to keep).

If you are a parent, guardian or staff member whose information is held within the platform by a daycare, requests to access, correct or delete your information should go to that daycare directly, as they control the record. If you are a tenant, or you have a question about how Dragonfinity Systems itself processes data, contact us using the details below.

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We may update this policy from time to time. Material changes will be communicated to tenants in advance where practical.

Questions about this policy can be sent via our contact form.