Effective Date: December 2023
Last Updated: 2/11/2026

Digital Childcare Inc. (“Digital Childcare”, “we”, “our”, or “us”) is committed to protecting the privacy and security of personal information.

This Privacy Policy explains how we collect, use, disclose, store, and safeguard personal information through our website, software platform, and related services (collectively, the “Services”).

Digital Childcare operates exclusively within Canada, and all customer data is stored in Canada.

Consent

By accessing or using the Services, you acknowledge that you have read and understand this Privacy Policy and consent to the collection, use, disclosure, and retention of personal information as described herein, subject to applicable Canadian privacy laws.

Where required by law, childcare organizations are responsible for obtaining valid consent from parents, guardians, and staff for the collection and use of personal information within the Digital Childcare platform.

1. Scope of This Policy

This Privacy Policy applies to:

• Licensed childcare centres
• Childcare agencies
• Multi-centre organizations
• Administrators and staff
• Parents/guardians accessing the platform

Digital Childcare acts primarily as a service provider (data processor) on behalf of childcare organizations, which act as the data controllers for the personal information they input into the platform.

2. Information We Collect

We may collect the following categories of information:

1. Information Provided by Childcare Organizations

• Child names
• Parent/guardian names
• Contact information (email, phone number, address)
• Emergency contacts
• Attendance records
• Billing records
• Staff information
• Compliance documentation

1. Account Information

• Administrator names
• Login credentials
• Business contact details
• Subscription information

1. Payment Information

Payments are processed by third-party payment processors.
We do not store full credit card or banking details on our servers.

1. Technical Information

• IP addresses
• Browser type
• Device type
• Log data
• Usage analytics

3. How We Use Information

We use information to:

• Provide and maintain the Services
• Enable attendance tracking and reporting
• Facilitate billing and invoicing
• Support compliance documentation
• Provide customer support
• Improve system performance and features
• Maintain platform security

We do not sell personal information.

4. Legal Basis for Processing (Canada)

Digital Childcare complies with:

• Personal Information Protection and Electronic Documents Act (PIPEDA)
• Applicable provincial privacy legislation

Childcare organizations are responsible for:

• Obtaining appropriate parental and staff consent
• Ensuring lawful collection and use of personal data

5. Data Storage & Location

• All customer data is stored exclusively within Canada.
• Our infrastructure is hosted on Amazon Web Services (AWS) in Canadian data centres.
• We do not transfer customer data outside of Canada.

6. Data Security

We implement commercially reasonable technical and organizational safeguards, including:

• Encrypted data transmission (HTTPS/TLS)
• Secure cloud infrastructure (AWS)
• Access controls and role-based permissions
• Multi-centre permission management
• Regular system monitoring
• Industry best practice security protocols

While we implement strong safeguards, no method of transmission or storage is completely secure.

7. Third-Party Service Providers

We may use trusted third-party providers for:

• Payment processing
• Email delivery
• Cloud hosting
• Analytics

These providers are contractually required to maintain appropriate confidentiality and security standards.

Digital Childcare is not responsible for the independent privacy practices of third-party providers.

8. Multi-Centre & Agency Access

Our platform supports centralized access across multiple childcare locations.

Organizations are responsible for:

• Managing internal access permissions
• Restricting unauthorized access
• Properly onboarding and offboarding staff

Digital Childcare is not responsible for misuse of access credentials within an organization.

9. Data Retention

We retain personal information:

• For the duration of an active subscription
• As required by applicable Canadian laws
• As necessary for legitimate business purposes

Upon termination, data retention and deletion will follow our internal data retention policies and contractual agreements.

10. Individual Rights (Canada)

Subject to applicable law, individuals may:

• Request access to their personal information
• Request correction of inaccurate information
• Withdraw consent (where applicable)

Requests should first be directed to the relevant childcare organization (the data controller).

Digital Childcare will assist organizations in fulfilling lawful access requests.

11. Children’s Information

Our Services are intended for use by licensed childcare organizations.

We collect children’s information only as directed by childcare organizations and do not knowingly collect information directly from children.

12. Cookies & Analytics

We may use cookies and similar technologies to:

• Improve website functionality
• Analyze usage patterns
• Maintain session security

Users may adjust browser settings to manage cookies.

13. Data Breach Procedures

In the event of a confirmed security breach involving personal information, we will:

• Investigate promptly
• Notify affected customers as required by law
• Take reasonable steps to mitigate risk

14. Changes to This Policy

We may update this Privacy Policy periodically. Updates will be posted on our website with a revised effective date.

Continued use of the Services constitutes acceptance of updates.

15. Contact Information

For privacy-related inquiries:

Digital Childcare Inc.
Email: support@mydigitalchildcare.com
Website: www.mydigitalchildcare.com