Personal Information Protection Policy

We at ACE Childcare Centre, are dedicated to giving our families the best possible service. Protecting our clients’ personal information is one of our top priorities because providing this service necessitates the gathering, use, and dissemination of some personal information about them. We will only manage our families’ personal information in a way that a reasonable person would deem proper under the circumstances, and we will explain to them why and how we collect, use, and disclose it. When necessary, we will also get their consent. The guidelines and procedures we shall adhere to safeguard the confidential information of families are described in this personal information protection policy. Our commitment to privacy involves making sure that the personal data of our families is accurate, private, and secure as well as granting them access to and correction of their personal information. 

Definitions

Personal information – is any information that may be used to identify a specific person, such as their name, age, phone numbers and residential address, health information, and employment history. 

Privacy Officer – the person assigned to make sure that ACE Child Care Center abides by this policy is known as the privacy officer.

Policy 1 – Collecting Personal Information

1.1 We will notify families of the purposes for which personal information is being collected, either verbally or in writing, prior to or at the time of collection, unless those purposes are clearly stated, and they voluntarily provide their personal information for those purposes. 

1.2 We will only gather family data that is required to achieve the following goals: 

• To confirm identity, we might gather your name, birthdate, phone numbers, and address. 
• To create and maintain an account. 
• To provide services upon request. 
• To deliver healthcare services. 
• To register your child for a program. 
• To guarantee our families receive a high standard of care. 
• To comply with legal requirements.
• To gather and manage payments.

Policy 2 – Consent

2.1 Before collecting, using, or disclosing personal information, we will get the families’ permission (unless in the cases when we are permitted to do so without consent, as mentioned below). 

2.2 Where the reason for gathering, using, or disclosing the personal information would be deemed evident and the families willingly supply personal information for that purpose, consent may be given orally, in writing, electronically, or by implicit consent. 

2.3 If a family is provided notice and a reasonable chance to refuse the use of their personal information and they choose not to do so, consent may also be assumed. 

2.4 Families have the option to refuse or withdraw their consent for ACE Child Care Centre to use their personal information in specific ways, with some exceptions (such as when the personal information is required to provide the child care service or when doing so would prevent the fulfillment of a legal obligation). The choice of a family to withdraw or withhold consent for specific uses of personal data may limit our capacity to offer a specific service. If that is the case, we will provide an explanation of the circumstances to let the families decide. 

2.5 In the specified situations listed below, we may gather, utilize, or reveal personal information without the family’s knowledge or consent: 

• When we need legal advice from a lawyer; 
  • When the collection, use, or disclosure of personal information is required by law. 
• In an emergency jeopardizing someone’s life, health, or personal security; 
  • When the personal information is available from a public source (such as a phone directory); 
  • To collect debts; 
  • To safeguard ourselves against fraud; 
  • To look into an alleged breach of an agreement or legal violation 

Policy 3 – Using and Disclosing Personal Information

3.1 We will only use or disclose personal information about families when required to achieve the goals stated at the time of collection, such as:  

• Conducting family surveys to improve the services we provide. 
• Reaching out to our families directly about services that might be of interest. 

3.2 Unless we get permission to do so, we will not use or disclose personal information about families. 

for any other purpose. 

3.3 We will not give our family lists or private data to outside parties.

Policy 4 – Retaining Personal Information

4.1 Families will have a reasonable opportunity to request access to any personal information we use for decision-making that directly impacts them if we keep the information for a minimum of a year.
4.2 In accordance with policy 4.1, we will only keep family members’ personal information for as long as is required to achieve the above goals or to satisfy legal or commercial obligations.

Policy 5 – Ensuring Accuracy of Personal Information

5.1 When a family’s personal information is needed to make decisions about them or is shared with another organization, we shall take reasonable steps to guarantee that it is accurate and comprehensive.
5.2 To guarantee the accuracy and completeness of their personal information, families may seek corrections. A written request that includes enough details to identify the personal information and the correction being sought must be submitted in order to request the correction of personal information. 

5.3 Should it be shown that the personal data is unreliable or lacking, we shall promptly update the information as needed. 

Policy 6 – Securing Personal Information

6.1 In order to safeguard families’ personal information against risks such as unauthorized access, collection, use, disclosure, duplication, modification, or disposal, we are dedicated to maintaining its security.
6.2 The use of locked filing cabinets; physical office security; the use of user IDs, passwords, encryption, and firewalls; and limiting employee access to personal information as necessary are the security measures that will be implemented to guarantee that families’ personal information is suitably protected. 

6.3 When erasing personal information about families, we shall employ the proper security precautions, such as shredding records, erasing data that has been electronically stored. 

6.4 In order to maintain the security of personal information, we will continuously examine and update our security policies and controls as technology advances.

Policy 7 – Providing Families Access to Personal Information

7.1 Our clients have the right to access their personal information with the following few exclusions

• Solicitor-client confidentiality 
• Health and Safety issues

7.2 A written request including enough details to identify the personal information being sought must be submitted in order to obtain access to personal information. 

7.3 Families may also seek information on how their personal information is used and, if applicable, to whom it has been given. 

7.4 If more time is needed to complete the request, we shall give written notification of an extension or make the requested information available within 30 business days. 

7.5 There can be a small fee associated with granting access to personal data. In cases where there might be a fee, we will let the families know about it and ask for their input on whether to move forward with the request. 

7.6 If a request is denied in whole or in part, we shall give the families written notice along with the reasons for the denial and the options open to them.

7.7. Clients should direct any questions and concerns regarding ACE Childcare centre’s privacy policy in writing to our director at info@coquitlamchildcare.com