Childcare / Kita Registration
An encrypted childcare and Kita registration form for Swiss daycare centres, creches and after-school care — child details, allergies, medical conditions, two parent contacts, emergency contacts, custody and pickup authorisation, care schedule preference and health insurance. nFADP and ZGB Art. 296 compliant.
About this template
This template provides Swiss childcare centres, Kitas, creches and after-school care providers with a complete, encrypted registration form. It covers every detail a care provider needs from day one: the child's personal data, allergies and dietary needs, medical conditions and medications, two parent or guardian contacts, emergency contacts, custody arrangements and pickup authorisation, preferred start date and care schedule (full-time or part-time), and health insurance details. All data is encrypted end-to-end from the moment of submission.
What it collects
- Child details — full name, date of birth, gender, home address
- Allergies and dietary requirements — food allergies, intolerances, dietary restrictions
- Medical conditions and current medications relevant to care
- Parent or guardian 1 — full name, relationship, phone, email, employer
- Parent or guardian 2 — full name, relationship, phone, email, employer
- Emergency contact (person other than parents)
- Persons authorised to collect the child
- Custody arrangements and any court orders affecting pickup
- Preferred start date and care schedule (full-time / part-time)
- Health insurance provider and policy number
Child data, nFADP and ZGB Art. 296
Data collected about a child is personal data subject to the Swiss Federal Act on Data Protection (nFADP / nDSG). Health and medical information about a child constitutes sensitive personal data under Art. 5 nFADP. Under ZGB Art. 296, parental authority is typically held jointly by both parents. Both parents should be informed of the registration and, where possible, both should provide consent. End-to-end encryption ensures that sensitive family and medical data is protected from the moment it is submitted.
How to use it
Use this template
Click 'Use template' to create a copy in your dashboard.
Adapt for your centre
Add or remove fields to match your specific care programme — language immersion options, sibling discounts, or specific dietary policies.
Send to families during the placement process
Share the registration link once a place is confirmed. The encrypted responses feed directly into your records without manual re-entry.
Why Swiss childcare centres need a structured digital registration form
Swiss Kitas and childcare centres are responsible for the welfare of children whose families trust them with sensitive personal and medical information. Paper registration forms create serious risks: they are frequently incomplete, the handwriting is sometimes unreadable, medical details get lost in filing cabinets, and emergency contacts are not always current. When a child has an allergic reaction or a medical emergency, staff need accurate information instantly — not a search through paper files.
A digital registration form solves all of these problems at once. Required fields enforce completeness. The structured data is searchable. Allergy and medication information is always accessible. Emergency contacts are current because parents update them digitally. And because the data is encrypted end-to-end, the centre meets its obligations under the nFADP without additional effort.
Key sections of a Swiss childcare registration form
- Child identity — legal name, date of birth, gender, address, language(s) spoken at home
- Allergies and dietary needs — food allergies (including severity), intolerances, religious or cultural dietary requirements
- Medical information — chronic conditions, current medications, vaccination status
- Parent or guardian details — two separate contacts, with employer and daytime contact numbers for emergencies
- Pickup authorisation — a list of named persons who may collect the child, and a note on any custody arrangements
- Emergency contact — someone other than the parents who can be reached if parents are unavailable
- Care schedule — full-time (5 days), part-time (2 or 3 days), half-days only
- Health insurance — insurer name and policy number for the child
Custody and pickup authorisation under Swiss law
Under ZGB Art. 296, both parents typically share parental authority (gemeinsame elterliche Sorge / autorite parentale conjointe). The childcare centre must therefore follow the instructions of the person who holds parental authority when it comes to pickup arrangements. If one parent has sole custody, or if there is a court order restricting contact, the centre must be informed in writing. This form provides a field for custody notes and pickup authorisation, creating a documented record of who is permitted to collect the child.
Paper registration vs digital encrypted registration
| Paper registration | Digital encrypted registration | |
|---|---|---|
| Allergy & medical data | Handwritten, easily missed | Typed, required, always accessible |
| Emergency access | Staff must search paper files | Searchable digital record on any device |
| Completeness | Frequently incomplete | Required fields enforced at submission |
| Data protection | Physical files, limited access control | Encrypted, access-controlled, nFADP-compliant |
Frequently asked questions
Does a Kita need consent from both parents to register a child?
Under ZGB Art. 296, both parents who share parental authority should ideally consent to the child's placement in a childcare centre. In practice, one parent typically submits the registration form. The form records the submitting parent's identity, creating a documented consent record. If there are custody restrictions, the centre should request a copy of the relevant court order.
Is the registration data encrypted?
Yes. All registration data — including health information, allergy details and emergency contacts — is encrypted end-to-end in the browser before submission. Only authorised centre staff can access it. This meets the security requirements of the nFADP for sensitive personal data.
Can I use this form for after-school care (Hort) as well?
Yes. The form works for any supervised childcare setting — daycare (Krippe), Kita, after-school care (Hort / accueil parascolaire), and holiday care programmes. Adjust the care schedule options to match your specific offering.
For more context, see our education and childcare use-case pages and our guide to child data protection under the nFADP.