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Legal & records policies

How this portal handles children's, families' and staff records, who may see them, and the records rules of 26 TAC Chapter 746, Subchapter C.

Terms of use

Version 1, effective September 21, 2026

Permanent link to this versionThis is the first version. There are no earlier versions.

Template. Review by a licensed attorney before production use. Bracketed items must be completed by the center.

1. Who may use this portal

Access is granted by [CENTER LEGAL NAME] to named individuals for the sole purpose of operating its licensed child-care center, and to parents for their own child. Accounts are personal. Sharing a login, letting another person work under your session, or keeping access after your role ends is a breach of these terms and of the center's records policy.

2. Your account

  • Keep your password confidential and do not reuse it on any other system.
  • Sign out on shared devices. Do not leave a session open where a child or visitor can read it.
  • Report a suspected compromise to [SECURITY CONTACT] immediately so the account can be deactivated.
  • You are accountable for every entry made under your account.

3. Entries are the center's records

What you record here is the center's record under 26 TAC Chapter 746 and is produced to Licensing on request. Record events accurately, completely and promptly. Backdating, falsifying or omitting a required entry may be grounds for dismissal and may itself be a violation of the minimum standards.

Signing a child in or out records your initials or unique identifier with the time, as §746.631 requires. Chapter 746 allows these records to be kept electronically (§746.805).

4. The portal assists compliance. It does not guarantee it

  • Ratio and group-size figures, deadlines and warnings are aids built from Chapter 746. They do not replace the rule, the center's policies, or a caregiver's judgment.
  • Nothing here is medical or legal advice.
  • The center, not the portal, remains responsible for every ratio, notification, deadline and record Chapter 746 requires.
  • Where a rule is not modeled in the portal, follow the rule.

5. Confidentiality

Children's, families' and staff records are confidential. Do not photograph, screenshot, forward, print or copy records outside the portal except as your role requires and the center's records policy permits. Background-check information may not be disclosed to unauthorized persons (§746.201(6)).

6. Availability

The portal may be interrupted by maintenance or an outage, and no uptime is guaranteed. An outage never suspends a Chapter 746 duty. Caregivers must still be able to account for every child, so the center keeps the paper fallback described in its records policy and enters those records once service is restored.

7. Ownership of records

All records in this system belong to the center. Staff access is a job function, not a personal right, and ends when the role ends.

8. Suspension of access

The center may suspend or remove access at any time: on separation, on a change of role, during an investigation, or where these terms have been breached.

9. Disclaimers and limitation of liability

[COUNSEL TO DRAFT]. Warranty disclaimers, limitation of liability and any indemnity should be written to the center's insurance position and its agreement with TDS E Solutions. Do not ship this section as boilerplate.

10. Governing law

These terms are governed by the laws of the State of Texas, without regard to conflict of law rules. Venue: [COUNTY] County, Texas.

11. Changes

The center may update these terms. Continued use after a change takes effect is acceptance of the updated terms. Questions go to [DIRECTOR NAME, EMAIL, PHONE].