Trust Centre
Children's records deserve
the most care we can give them.
Where your information lives, who can see it, what we never do with it, and what happens if something goes wrong. Written for owners, and for your IT and procurement teams.
The short version.
Your records are yours.
You decide what's recorded and why. We hold it only to run Otii for you, on your instructions.
Nothing else, ever.
We don't use your records for benchmarking, insight products or marketing, and no AI model is trained on them.
A person always decides.
No AI feature in Otii processes children's information today. AI suggests and staff decide. It never assesses, decides or diagnoses.
Kept in the UK.
Your setting's records, files and backups are stored and processed in London, on infrastructure in our own account.
Told fast if something goes wrong.
We tell you within 48 hours of becoming aware of a breach affecting your records, with a first alert as soon as we know.
Yours to take with you.
Export your data at any time. When you leave, we delete it from live systems within 90 days, and from backups within a further 30.
Where your data lives.
Our platform, your data, lives in the UK on UK infrastructure, with daily backups also in the UK. With complete data sovereignty on the horizon as we switch our AI provider.
As a customer, we always give you at least 30 days' notice before adding or changing a sub-processor, and you can object.
| Provider | What it does | Where it does it. |
|---|---|---|
| Civo | Computing, database and file storage, in our own account | United Kingdom (London) |
| Northflank | Deploys Otii into our Civo account | United Kingdom |
| Williams, Stanley & Co | Builds and supports Otii, until that work moves in-house | UK company; developers in Ethiopia work on test data only |
| relaxAI (Civo) | AI, once switched on. Not used today. | United Kingdom |
| Anthropic (PBC Claude) | AI query processing and document analysis | USA |
How it's protected.
- Each setting kept apart. No one in one setting can see another setting's records.
- Access set by role. The most sensitive safeguarding records are visible to your DSL only.
- Two-step sign-in is available.
- Idle sessions end after 15 minutes.
- Every action on a record logged, kept 24 months.
- Encrypted on the move (TLS 1.2 or higher) and at rest.
- Backed up daily in the UK, kept for 30 days.
- Otii Guard: access can be limited to the nursery's own network or to opening hours.
- Children's details never leave the platform: never in our email, documents, CRM, meetings or tickets.
AI: it supports. A person decides.
No AI feature in Otii processes children's information today. None will until we've moved to a UK-hosted AI provider and it has passed our data protection checks.
- It never assesses, decides about or diagnoses a child, and never rates a setting.
- Every AI output is marked, and a named person reviews it before it's saved or acted on.
- No AI model is trained on your records, by us or anyone else.
- Otii works with AI switched off.
Safeguarding and children.
Safeguarding concerns and child protection records are visible only to the roles you choose, and the most sensitive only to your designated safeguarding lead. We never judge safeguarding matters or make disclosures ourselves. Nothing in our terms stops you sharing information with the police, children's social care or the LADO when a child is at risk.
Keeping and deleting.
How long you keep records is your decision. We set a sensible default you adopt when you sign, and you can change it in writing.
| Record | Default |
|---|---|
| Child record | While the child attends, then 3 years after they leave |
| Accidents and incidents | 3 years after the child leaves |
| Safeguarding and child protection | To the child's 25th birthday |
| Staff records | Employment, then 6 years |
| Audit trail | 24 months, rolling |
If something goes wrong.
We find out
First alert to you as soon as we know.
Within 48 hours
What happened, who and what is affected, the likely impact, and what we're doing.
You decide
Whether to tell the ICO within its 72 hours, and whether to tell families. We help you assess it.
We fix it, and we learn
Every incident is recorded and reviewed.
Documents.
Privacy notice, cookie policy and website terms are public. The data processing agreement and subscription agreement are accepted at sign-up. Our impact assessment, information security policy and incident plan are shared with your procurement or IT team on request.
Questions IT and procurement ask.
Where is our data held?
In the UK, in London, on infrastructure in Get Otii's own account. That includes your files and backups.
Does Otii certify that we're compliant?
No. Otii organises your records and flags what needs attention. Compliance, and the judgement, stay with your setting.
Do you have Cyber Essentials or a penetration test?
Not yet claimed. We'll publish dates when they're done, not before.
How do we make a data protection request or complaint?
Email our Data Protection Officer, Kellie Peters, at privacy@get-otii.com.