1. Our commitment to privacy
Southgate Daycare is committed to protecting the privacy and confidentiality of children, parents, guardians, emergency contacts, employees, and website visitors. This policy explains how we collect, use, store, protect, and disclose personal information in accordance with Alberta's Personal Information Protection Act (PIPA).
2. Information we collect
Depending on the service or interaction, we may collect:
- Child's name, date of birth, address, and enrollment information
- Parent or guardian names and contact information
- Emergency-contact and authorized-pickup information
- Health, allergy, medication, immunization, and dietary information
- Program preferences, attendance, schedules, and fee information
- Information provided through registration forms, email, telephone, or in-person communication
- Basic website information such as browser type, device information, and pages visited
We collect only information reasonably required for childcare administration, safety, communication, licensing, funding, and related business purposes.
3. How we use personal information
We may use personal information to manage enrollment, provide safe and appropriate childcare, contact families and emergency contacts, respond to questions, administer fees and subsidies, meet licensing and legal requirements, maintain childcare records, investigate safety concerns, and improve our services.
4. Consent
Where required, we obtain consent before collecting, using, or disclosing personal information. Parents or guardians may withdraw consent for optional uses, such as promotional photographs or testimonials, by contacting the daycare. Withdrawal does not affect information already used or disclosed lawfully before withdrawal.
Some information may still need to be collected, used, or disclosed when required or permitted by law, licensing requirements, emergencies, or child-safety obligations.
5. Registration forms and email
Registration forms may contain confidential child and family information. We recommend delivering completed forms in person or calling the daycare to arrange an approved secure electronic submission method.
Parents may password-protect completed PDF forms and provide the password separately by telephone or text message. Email cannot be guaranteed to be completely secure while it is being transmitted.
6. Disclosure of personal information
We may disclose personal information only when reasonably necessary for the purposes described in this policy or when permitted or required by law. This may include authorized daycare personnel, emergency responders and health professionals, Alberta childcare or government authorities, insurers, legal advisers, and service providers that support daycare operations.
We do not sell personal information.
7. Photographs and videos
Photographs or videos of children will not be used for advertising, social media, the website, or other promotional purposes without appropriate parent or guardian consent. Parents may contact the daycare to ask about, withdraw, or update optional photo consent.
8. Safeguards
We use reasonable physical, administrative, and technical safeguards to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or destruction. Safeguards may include restricted staff access, password protection, multi-factor authentication where available, secure devices, locked physical records, secure disposal, and staff confidentiality expectations.
No method of electronic transmission or storage can be guaranteed to be completely secure.
9. Retention and secure disposal
We retain personal information only for as long as reasonably necessary for childcare, legal, licensing, financial, safety, insurance, or operational purposes. When information is no longer required, we take reasonable steps to securely destroy, delete, or anonymize it.
10. Service providers outside Alberta or Canada
Some technology, email, cloud-storage, payment, or other service providers may process information outside Alberta or Canada. Before using such services, Southgate Daycare will take reasonable steps to assess the service, protect the information, and provide any notice required by applicable privacy law.
11. Access and correction
Parents and guardians may request access to personal information held about themselves or their child, subject to applicable legal exceptions. They may also request correction of inaccurate or incomplete information. Requests should be made in writing to the Privacy Contact below. We may need to verify the requester's identity before responding.
12. Privacy contact and complaints
Privacy Contact: Daycare Director
Southgate Daycare
10633-51 Avenue NW
Edmonton, AB T6H 0K8
Phone: (780) 752-2525
Email: southgatedaycare@yahoo.com
If a privacy concern cannot be resolved directly with Southgate Daycare, an individual may contact the Office of the Information and Privacy Commissioner of Alberta.
13. Privacy incidents
If Southgate Daycare becomes aware of a privacy incident, we will take reasonable steps to contain and investigate it, assess the risk, notify affected individuals where appropriate, and report the incident to the Office of the Information and Privacy Commissioner when required.
This policy may be updated periodically to reflect changes in our practices, services, or legal requirements.