Children's privacy in Kids & Check-In
What prints on labels, what each station shows, where pickup photos are kept, and how long check-ins are kept.
Kids & Check-In holds what a church needs to check children in and out safely, and shows each person the least they need.
What prints
A name tag shows the child's first name and last initial, the room and time, the code and picture, the page number, and the short alert (up to 40 characters, like "PEANUTS · EpiPen in bag"). It can also say "First time", a birthday this week, or "No photos", which means don't post photos of this child. The parent's receipt shows the code, the picture, the page number and the children's first names and rooms. A bag tag shows the name and room, with no code. Labels never show medical or custody notes or a phone number.
What each station shows
- The welcome desk: the families it checks in, their phones (to find them), alerts and who may pick up. A family's code shows only right after checking them in.
- A room's iPad: its own room only: names, page numbers, pictures and alerts, and at pickup the adults allowed to take each child home.
- A hallway screen: page numbers and rooms only.
- The screens in the service: "#23 · Toddlers". Never a name or a code.
A volunteer's station shows only its own desk or room.
Pickup
Pickup always needs the code from the parent's receipt, or a Kids leader's okay from their phone. Every okay is logged with the leader's name.
Photos for pickup
Children's photos, and photos of the adults allowed to pick them up, are kept privately, apart from team members' profile pictures. They're shown to your Kids leaders, and on your check-in desk and room iPads on the day of a check-in.
Private notes stay private
The child's alert is separate from their private notes. Medical, allergy and custody notes stay on their record, open only to owners, admins and People managers with two-step sign-in, and never print. Kids leaders need two-step sign-in too.
What's logged
Check-ins, releases, okays, changes to a child's Kids page and opening the backup sheet all go in the church's activity log, with who did it.
How long
Check-in records (the times, who picked a child up, and any okays) are deleted after 3 years by default; a church can choose 1 to 7 years. Attendance (which weeks a child came) stays, like your church's other attendance. Photos that no longer belong to anyone are removed after a day. Parents can ask the church to change or remove their child's details. Read more in the Privacy Policy.