Cybersecurity for Childcare Centers: 5 Steps Every Manager Should Take

Cybersecurity for Childcare Centers: 5 Steps Every Manager Should Take

When you think about running a childcare center, “cybersecurity” probably isn’t the first word that comes to mind. But in today’s world—where enrollment forms, parent communications, payroll, and even check-ins are online—your center is more exposed than ever to digital threats.

Cybercriminals don’t just go after big corporations. Small businesses, especially those with sensitive data and limited tech support, are easy targets. And yes, that includes early childhood education (ECE) programs.

As a childcare center manager, you don’t need to become a tech expert—but you do need to put a few smart safeguards in place. Here are five steps to help protect your staff, families, and business:

1. Train Your Team to Spot Phishing

Phishing is one of the most common ways cybercriminals get into small business systems. It often comes as an email or text that looks legit—but contains a fake link or attachment that installs malware.

What you can do:

• Host a quick staff meeting about how to identify suspicious messages
• Remind staff never to click on unfamiliar links or download unexpected attachments

Free resource:

FTC How to Identify Phishing Attempts

2. Use Strong Passwords and MFA

If your staff uses simple or shared passwords for things like parent communication apps or billing software, your center is at risk. Add another layer of protection with multi-factor authentication (MFA) wherever possible.

What you can do:

• Require strong, unique passwords for each system
• Enable MFA for your email, billing, and management software

3. Keep Software and Devices Updated

Outdated systems are a goldmine for hackers. Regular updates often include critical security patches.

What you can do:

• Set devices (including tablets and computers used in classrooms or offices) to auto-update
• Keep your childcare management software current

4. Secure Family and Staff Data

Childcare centers collect a lot of sensitive information—children’s medical histories, parent contact info, staff Social Security numbers, and more.

What you can do:

• Store sensitive documents in encrypted formats
• Limit access to only those who need it
• Avoid using personal devices for center-related tasks

5. Create a Response Plan (Just in Case)

Hope for the best—but prepare for the worst. Having a basic incident response plan helps reduce damage if something does go wrong.

What you can do:

• Know who to contact if there’s a breach (like your software provider or an IT consultant)
• Back up important records regularly
• Consider cyber liability insurance

Free resource:

Cybersecurity for Small Businesses

Final Thought

Cybersecurity might sound intimidating, but a few proactive steps can make a big difference. As a manager, your role is to lead with awareness, model smart habits, and create a culture of digital safety. The same way you protect children in your care, you can protect your center from online threats.

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