Public sector & education
Data backup for childcare centres, daycare and after-school care
Mindtime backs up the Microsoft 365 or Google Workspace account, office laptops and file storage around your childcare software. Every copy is immutable, one is air-gapped, and all of it stays in Mindtime's own data centres in the Netherlands and Germany.
In Dutch, German or English.
- NL · DEStored only in our own Tier III data centres in the Netherlands and Germany
- ImmutableObject Lock storage plus an air-gapped copy; every backup job is checked
- ISO 27001 · NEN 7510Audited security, with a data processing agreement in every contract
- NL · DE · ENSupport from people, no offshore call centres or chatbots
In short
Childcare organisations need an independent backup because placement contracts, staff rosters, observations and meldcode notes have to stay available for parents, the Belastingdienst and unannounced GGD inspections. Much of that sits in mail and shared folders, outside the childcare software. Mindtime stores immutable copies, plus an air-gapped one, in its own data centres in the Netherlands and Germany.
What's at stake
The data childcare and daycare centres can't afford to lose
Placement contracts and child records
Each child's file holds the parents' and child's BSN and dates of birth, contracted hours, allergies and who is allowed to collect them. The same data feeds the monthly delivery to the Belastingdienst that parents' childcare benefit depends on.
Rosters and attendance lists
Staff rosters and daily attendance lists are how you show an inspector that each group met the staff-to-child ratio. If a spreadsheet or export is lost, you can't reconstruct which professional was with which children on a given day.
Observations and meldcode notes
Development observations and notes on concerns about a child's safety are among the most sensitive data you hold. They must be kept carefully and be available to the people who need them when a concern is followed up.
Rules and obligations
What the rules ask of childcare and daycare centres
Summarised from the sources listed at the bottom of this page. This is general information, not legal advice.
GGD inspections on behalf of the municipality
Municipalities are responsible for supervising childcare; the GGD carries out the inspections for them. Daycare centres and after-school care get at least one unannounced visit a year, and the inspection reports are published in the Landelijk Register Kinderopvang. [1]
Monthly data delivery to the Belastingdienst
Under article 11 of the Regeling Wet kinderopvang, childcare organisations deliver data every month: the BSN, name and date of birth of child and parents, hours of care used, the average hourly rate and the end date of care. Corrections go into the next monthly delivery. [2]
Everyone who works with children is in the Personenregister
Staff, interns, temporary workers and volunteers must be registered in the Personenregister kinderopvang, which requires a certificate of conduct (VOG). People in the register are continuously screened for relevant criminal offences. [3]
The meldcode is a legal requirement
The reporting code for domestic violence and child abuse is mandatory in childcare under the law. Staff must also report a suspicion that a colleague is abusing a child, and the organisation must promote knowledge and use of that duty. [4]
Childcare is not a Cyberbeveiligingswet sector
The sectors in the Dutch Cyberbeveiligingswet, which implements NIS2, do not include childcare. Your security duties come from the GDPR, which covers the BSN and other children's data you process. [5]
When it goes wrong
Encrypted head-office files the week before an inspection
Illustrative example: a childcare organisation with a few daycare and after-school locations finds its head-office laptops and the synced shared folders encrypted by ransomware. The childcare software, hosted by its supplier, keeps running, but the signed contracts, the exported rosters, the safety and health policy and the meldcode files are unreadable. The office manager restores the shared folders and laptops from Mindtime's immutable copies, which the attacker could not reach, and the locations can show their paperwork when the GGD arrives. The organisation also assesses whether the incident must be reported to the Autoriteit Persoonsgegevens.
How Mindtime protects it
Backup for childcare and daycare centres, workload by workload
- Microsoft 365 backupContracts, policy documents and mail with parents are usually stored in Exchange Online, OneDrive and SharePoint.
- Google Workspace backupOrganisations working in Gmail and Drive need a copy that stays restorable if an account is compromised.
- Laptop and endpoint backupPlanners and location managers save roster exports and scanned forms on their own laptops.
- NAS backupA head-office NAS often holds archived contracts, scans and staff records that exist nowhere else.
The software you use, and what we protect around it
| Flexkids (childcare administration, KidsKonnect / Ovivio) | Flexkids handles enrolment, child and staff planning, invoicing and portals as an online platform. Check the supplier's export and retention terms; Mindtime protects the mail, documents and laptops around it. |
|---|---|
| Konnect (parent and team app, Ovivio) | Daily reports, photos and messages to parents live in the app. Mindtime does not back up the app itself; it protects the office mail, shared folders and devices your team uses next to it. |
| Bitcare (childcare software) | Bitcare is web-based and covers child planning, staff scheduling, the parent app and invoicing. As with any SaaS, read its export terms; Mindtime backs up the data you keep yourself. |
| Microsoft 365 or Google Workspace | Mail with parents, signed contracts, policy documents and roster exports are backed up to Mindtime's data centres in the Netherlands and Germany, with a 7-day free trial. |
| Office laptops and a NAS at head office | Location managers and planners often keep exports and scans locally. Mindtime backs up Windows and macOS laptops and Synology or QNAP NAS devices off-site, checking every job. |
Before you switch
What childcare and daycare centres ask us first
Our childcare software is online. Doesn't the supplier back everything up?
The supplier protects its platform, on its own terms and for its own purposes. Signed contracts in your mailbox, policy documents in SharePoint and exports on a planner's laptop are outside that. Mindtime keeps an independent, immutable copy of those in its own Tier III data centres, with a data processing agreement in every contract.
We hold BSNs of children and parents. Where would our data go?
To Mindtime's own Tier III data centres in the Netherlands and Germany, and nowhere else. Data is encrypted in transit with AES-256 and admin actions require MFA. Mindtime's security is audited to ISO 27001 and NEN 7510.
We're one location with a single office PC. Is this for us?
Yes, small set-ups are often the most exposed, because one laptop holds everything. Start with the 7-day free trial for Microsoft 365 or Google Workspace, or book a free 15-minute demo. Mindtime then checks every backup job and monitors around the clock, so you don't have to.
FAQ
Questions about backup for childcare and daycare centres
How long must we keep attendance lists and staff rosters?
There is no separate statutory period for them. In 2023 the government proposed a six-week retention duty for rosters and attendance lists, but the minister dropped it in 2024. GGD inspectors can still check the staff-to-child ratio during an unannounced visit, so keep these records available, and keep financial records for the fiscal retention period.
What happens if our contract data is lost before the monthly delivery?
The monthly delivery to the Belastingdienst covers each child's and parent's BSN, name and date of birth, hours used, average hourly rate and end date. Incorrect or missing data has to be corrected in the next delivery, and differences can affect parents' childcare benefit. Restoring the source data from a clean backup lets you deliver correct figures on time.
Does the Cyberbeveiligingswet apply to childcare organisations?
No. Childcare is not among the sectors that the Dutch NIS2 law covers. That doesn't make security optional: the GDPR requires appropriate protection of the personal data you process, including BSNs and information about children's health and development, and serious data breaches must be reported to the Autoriteit Persoonsgegevens within 72 hours.
How do we protect meldcode documentation in a backup?
Treat the backup with the same care as the original. Keep meldcode files in a restricted folder and make sure only authorised staff can restore them. Mindtime requires MFA for admin actions, encrypts data in transit with AES-256 and stores copies only in its own data centres in the Netherlands and Germany.
Can our IT partner manage backups for all our locations?
Yes. IT partners use Mindtime's multi-tenant console to manage each childcare organisation, or each location, as its own tenant, with pay-as-you-grow billing and white-label options. Support is in Dutch, German or English, from people rather than an offshore call centre or a chatbot.
See it with your own data
Book a 15-minute demo
We show you a backup and a restore, and answer your questions in Dutch, German or English. No offshore call centres, no chatbots.