Privacy Policy

1. Who We Are

KidzValley Learning Centre is a licensed child care centre located at 21013 83B Ave, Langley, BC. The centre is owned and operated by Director Sahar Nafees, who is responsible for how personal information is handled at the centre and acts as our Privacy Officer.

2. What This Policy Covers

This policy applies to personal information about:

• Children enrolled in, or registering for, our programs
• Parents, guardians, emergency contacts, and authorized pick-up persons
• People who contact us through our website, by phone, or by email
• Visitors to our website

It covers information collected in person, on paper forms, through our website, and through any other communication with the centre.

3. Information We Collect

We collect only the information we need to provide safe, high-quality care and to meet our licensing and legal obligations.

Registration and enrolment

• Your child's name, date of birth, and home address
• Parent and guardian names, phone numbers, email addresses, and addresses
• Emergency contacts and authorized pick-up persons
• Court orders, custody agreements, or other legal documents affecting a child's care or release

Health and well-being

• Allergies, dietary restrictions, and cultural or religious dietary needs
• Medical conditions, care plans, and medication authorization forms
• Immunization records, including the Fraser Health immunization form, or a written note if you choose not to immunize
• Health updates you share with us, such as illness or recent symptoms

Daily care and development

• Daily sign-in and sign-out records and attendance
• Observations about your child's development, routines, and well-being
• Records of medication given, including the date, time, dosage, and staff member
• Incident and injury reports, and documentation of significant behavioural concerns and support strategies

Fees and payments

• Billing contact details, payment records, and records of fees owed or paid

Through our website

• When you use our contact form: your first and last name, phone number, email address, and any message you choose to send
• Basic technical information that web browsers send automatically, such as browser type, device type, and IP address

4. How We Use Your Information

We use personal information to:

• Process registrations and manage enrolment
• Keep children safe and healthy, including managing allergies, medications, illness, and emergencies
• Release children only to parents, guardians, and authorized pick-up persons
• Plan care and learning that meets each child's individual needs
• Communicate with families about daily experiences, events, closures, and policy updates
• Manage fees, billing, and payments
• Respond to questions and tour requests sent to us
• Meet our obligations under child care licensing, public health, and child protection laws

We do not sell, rent, or trade personal information, and we do not use it for advertising.

5. Consent

By registering your child, completing our forms, or contacting us, you consent to us collecting and using your information for the purposes described in this policy. Some activities need specific written consent, such as giving medication, which always requires a signed Medication Administration Consent Form. Verbal permission is not accepted for medication.

You may withdraw your consent at any time by contacting us, with reasonable notice. Please note that some information is required for us to provide care safely and to meet licensing requirements, so withdrawing consent for it may affect our ability to care for your child.

6. When We Share Information

Personal information is shared only with people who need it to care for your child, such as our educators, or where the law requires or permits it. This may include:

• Child Care Licensing (Community Care and Assisted Living Licensing Program), for licensing inspections and reportable incidents
• Fraser Health and other public health authorities, for immunization records and during communicable disease outbreaks
• The Ministry of Children and Family Development (MCFD)or a Delegated Aboriginal Agency, when we have a legal duty to report a concern about a child's safety
• Emergency services, such as paramedics, fire, or police, during an emergency
• Outside professionals, such as support workers or therapists, only with your consent
• Service providers who help us run the centre and our website, such as email providers. They may only use the information to provide services to us.

Without written documentation such as a court order, both parents or legal guardians listed on the registration form have equal access to information about their child.

7. Limits of Confidentiality

We respect the privacy of every child and family. However, confidentiality may be limited when:

• Disclosure is required by law, licensing regulations, or a court order
• There are concerns about a child's safety or well-being. Under BC's Child, Family and Community Service Act, all staff have a legal duty to report if they believe a child may need protection.
• A child or another person is at risk of immediate harm

In these situations, we share only the information that is necessary, and only with the appropriate authorities. Whenever possible and appropriate, we will let families know when information must be disclosed.

8. How We Protect Your Information

We use reasonable physical, administrative, and technical safeguards to protect personal information from loss, theft, and unauthorized access, use, or disclosure. These include:

• Keeping children's files and records in secure, access-restricted storage at the centre
• Storing medication and related records securely and allowing access only to designated staff
• Limiting access to personal information to staff who need it to do their jobs
• Treating behavioural and incident documentation as confidential and sharing it only with authorized individuals
• Using password-protected accounts for email and electronic records

No method of storage or transmission is completely secure, but we work hard to protect your information and will notify you if a privacy breach affects you, as required by law.

9. How Long We Keep Information

We keep children's records and related family information for as long as your child is enrolled, and afterwards for the period required by the Child Care Licensing Regulation and other applicable laws. Messages sent through our website contact form are kept only as long as needed to respond and follow up. When information is no longer needed, we destroy it securely, for example by shredding paper records and permanently deleting electronic files.

10. Accessing and Correcting Your Information

You have the right to request access to the personal information we hold about you and your child, and to ask us to correct it if it is inaccurate or incomplete. To make a request, please contact the Director using the details below. We will respond within the time required by law, which is generally 30 business days.

In some cases, we may be unable to share certain information, for example if it would reveal personal information about another person, or if the law prevents its disclosure. If so, we will explain why.

Please also help us keep your information accurate by letting us know promptly about changes to contact details, emergency contacts, authorized pick-up persons, health information, or family circumstances.

11. Our Website

Contact form

When you submit our contact form, we use the information you provide only to respond to your enquiry. Your message is delivered to the centre by email.

Cookies and analytics

Our website does not use advertising or tracking cookies, and we do not currently use analytics services to track visitors.

Third-party content

Our Hours & Location page includes an embedded Google Map. When you view it, Google may collect information such as your IP address and set its own cookies, under Google's Privacy Policy. Our website may also link to other websites; we are not responsible for their privacy practices.

12. Children's Privacy

Our website is intended for parents, guardians, and other adults. We do not knowingly collect personal information directly from children through our website. Information about children is collected from their parents or guardians as part of registration and care.

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or in the law. The updated policy will be posted on this page with a new effective date, and we will let enrolled families know about significant changes.

14. Contact Us

If you have questions or concerns about this policy or how your information is handled, please contact our Privacy Officer:

If we are unable to resolve your concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia.