Ace Daycare (“Ace Daycare,” “we,” “us,” or “our”) is committed to protecting the privacy of the children and families we serve. This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our childcare services and our website located at acedaycare.com (the “Site”). We operate in Ontario, Canada and comply with applicable Canadian privacy laws, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, Ontario laws and childcare licensing requirements.
By using our Site or our services, you agree to the practices described in this Privacy Policy.
What “personal information” we collect
We collect only the information reasonably necessary for childcare enrollment, safety, communication, billing, and regulatory compliance.
- Parent/Guardian information: name, relationship to child, address, email, phone numbers, emergency contacts.
- Child information: name, date of birth, health card number (if provided), immunization records, allergies, medical conditions, medication requirements, dietary restrictions, special needs, developmental information, daily care notes (e.g., naps, meals), attendance records.
- Authorized pickup: names, relationship to child, contact details, government-issued ID details viewed at pickup (we typically do not retain copies unless required for safety or legal reasons).
- Billing and payment: billing address, payment method details (processed through secure payment processors), records of payments and invoices.
- Communications: emails, messages, call notes, feedback forms, incident/accident reports.
- Site and device data: IP address, browser type, pages visited, time/date of visits, cookies and similar technologies used for basic site functionality and analytics. We do not use cookies for targeted advertising.
- Photos and media: with your written consent, we may capture photos or videos for classroom updates, portfolios, or limited internal sharing. Public use (e.g., website or social media) requires separate, explicit consent.
Note about sensitive information: We may collect health-related details to ensure your child’s safety and to comply with Ontario childcare regulations and public health guidance. We limit collection to what is necessary and appropriate.
How we use personal information
We use personal information to:
- Provide safe, high-quality childcare and meet children’s daily needs.
- Manage enrollment, waitlists, schedules, attendance, billing, and receipts.
- Communicate with parents/guardians about a child’s well-being, incidents, curriculum updates, closures, and administrative matters.
- Develop individualized care plans (e.g., allergy or medication protocols) and comply with public health requirements.
- Maintain security and safety, including verifying identities of authorized pickups.
- Operate, maintain, and improve our Site and services.
- Meet legal, regulatory, audit, and reporting obligations, including those set by Ontario’s childcare authorities and local public health units.
- With consent, share photos/updates or participate in optional programs.
We do not sell personal information.
Lawful bases and consent
We collect, use, and disclose personal information with your knowledge and consent, except where otherwise permitted or required by law. In most cases, we obtain consent during enrollment and through specific forms (e.g., medical or media consent). You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice. If you withdraw consent, we will explain any implications (e.g., our ability to provide certain services may be affected).
When we share personal information
We limit disclosures to what is necessary:
- Service providers and partners: trusted third parties who help us operate (e.g., payment processors, childcare management software, secure email/SMS tools, IT hosting, website analytics). These providers are contractually required to protect personal information and use it only for our purposes.
- Health, safety, and legal: public health units, emergency responders, physicians, or pharmacies in urgent situations; government or regulatory authorities as required; child protection agencies if we have legal obligations or safety concerns.
- Authorized pickup: we may confirm details with individuals you designate for pickup.
- With your consent: for any other disclosures not listed above.
Some service providers may store or access personal information outside of Canada. In such cases, the information may be subject to the laws of those jurisdictions. We use safeguards and contracts to protect cross-border data to the extent required by Canadian law.
Retention
We retain personal information only as long as necessary to fulfill the purposes described above and to meet legal, regulatory, insurance, and audit requirements. When information is no longer needed, we securely destroy, de-identify, or archive it according to our retention schedule and applicable laws.
Security
We use administrative, technical, and physical safeguards to protect personal information against loss, theft, misuse, and unauthorized access, disclosure, alteration, or destruction. Measures include role-based access controls, encryption in transit where appropriate, secure storage, employee training, confidentiality obligations, and incident response procedures. No method of transmission or storage is completely secure; however, we strive to use industry-appropriate protections.
Your rights and choices
Subject to limited exceptions under applicable law, you have the right to:
- Access your personal information and request information about how it has been used and disclosed.
- Request corrections to incomplete or inaccurate information.
- Withdraw consent for future uses or disclosures (where consent is the basis).
- Ask questions about our privacy practices.
To exercise these rights, please contact us using the details in Section 12. We may need to verify your identity and may charge a reasonable fee where permitted by law; if so, we will advise you in advance.
Children’s privacy
We collect children’s information from parents/guardians or as authorized by them and as required for care. We obtain parental/guardian consent for any optional uses (e.g., photos for non-essential purposes). We do not knowingly collect personal information directly from children for marketing or unrelated purposes.
Cookies and similar technologies
Our Site uses essential cookies for functionality and may use basic analytics cookies to understand traffic and improve the Site. You can adjust your browser settings to refuse or remove cookies; some features may not function properly if cookies are disabled. We do not use cookies for interest-based advertising.
Third-party links
Our Site may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies.
Contact Us
If you have any questions or concerns about our privacy policy or your information. You can contact us at:
Thornhill: 905-764-9555
Mississauga: 905-270-4555
Woodbridge: 905-850-7667
Tottenham: 905-264-4504