Our Commitment to Privacy
Kids & Company values our customers, individuals involved in the care of service users/service users, clients and partners and respects your privacy.
We may collect or share personal information, under certain circumstances, without the knowledge and consent of the individual (or his/her parents/legal guardian):
In the interests of the individual and consent cannot be obtained immediately, such as when the individual is seriously ill or mentally incapacitated.
If seeking consent might jeopardize the purpose for collecting the information, as in the context of an investigation of a breach of agreement or a contravention of federal or provincial law; or if there is an emergency where the life, health or security of an individual is threatened.
This policy describes the personal information we collect about you, why we collect it, how we use it, and when we share it with third parties. Our policy also describes the choices you can make about how we collect and use your information.
We fully conform to applicable privacy laws in Canada and the United States (US).
What kind of information does Kids & Company collect?
We may collect personal information from you, such as:
- Current and previous names, gender, date of birth, social insurance numbers, personal health numbers, marital and family status, nationality, citizenship, passport information, work permit information, veteran, minority, and disability status, and home and emergency contact information.
- Information on medical conditions, immunization history, allergies and medications
- Job application and background check information (e.g., resumes, references, and academic, criminal, credit, and work history).
- Professional affiliations, status, and membership information.
- Driving records and driver’s license information.
- Benefits and pension enrollment and maintenance information, including spouse and dependent names, addresses, and birthdates.
- Tax and banking information.
- Compensation information.
- Performance behaviors and appraisals.
- Internet or other electronic network activity.
- Geolocation information.
- Medical information relating to fitness for work, leaves of absences, disability benefit eligibility, and accommodation needs.
- Results of drug, alcohol, or other substance testing.
- Information collected through corporate security and workplace video surveillance systems.
- Information collected through corporate electronic devices (such as laptops/mobile devices), audiovisual devices, network, and information technology systems.
- Any other staff personal information necessary for purposes of managing the employment relationship.
- Financial information (e.g., banking information on personal cheques, direct deposit applications or pre-authorized debit applications) from members/clients.
Why do we collect personal information?
- Safety of children and adults accessing our services.
- Parents/carers or emergency contacts can be reached as needed.
- Issue reminders and important updates through our e-mail and apps.
- The most suitable response to any healthcare situation that may occur.
- Collecting fees, issuing vouchers and/or submitting government remittances.
We also collect personal information to establish business relationships, as part of a contractually obligated service/product and attending events.
The collection of personal information is also a requirement of the Child Care & Early Years Act, as enforced by the Ministry of Education and as required by the local Public Health Unit.
How does Kids & Company use my personal information?
In addition to the service delivery use mentioned in previous sections, we may use your personal information in the following ways:
- To communicate with you and to send you information by email, postal mail, telephone, text message, or other means about our products, services, contests, and promotions, unless you have directed us not to contact you with promotional communications.
- To help us address problems with and improve our website design, products and services.
- To protect the security or integrity of our website and our business.
- To contact you if necessary.
You always have the choice not to receive marketing information or calls. For instructions on opting out, please contact us.
Does Kids & Company share my information?
Kids & Company does not disclose personal information to individuals, organizations or corporations outside of our organization except with the consent of the individual or as required by law. We do however share personal information with third parties engaged to assist us in providing services to you or to carry out one or more of the purposes described above.
We may also share your personal information under these circumstances:
- With our various marketing service providers who manage our customer information and perform services on our behalf, such as sending communications to our customers, conducting surveys, etc. We do not authorize any of these service providers to make any other use or disclosure of your information.
- When we team up with another company to offer or provide products, services or promotions to our customers.
- If necessary, in our good faith judgment, to comply with laws or regulations or in response to a valid subpoena, order, or government request, or to protect the rights of Kids & Company or others.
How long is my personal information kept for?
Kids & Company retains personal information only as long as it remains necessary or relevant for the identified purposes, and in accordance with legal requirements, for example:
We retain your child’s file or personnel file for as long as you remain involved with the organization and, unless you withdraw your consent, for a fixed period of time thereafter so that we may archive your participation in the organization and retain this information as required by applicable legislation.
We retain and securely destroy personal information in accordance with our Records Management Policy.
How do I access or change my information?
Kids & Company endeavours to maintain accurate records of your personal information; however, this cannot be achieved without your help. In this ongoing effort, we ask you to provide us with up-to-date information as changes arise.
You can ask us to update your personal information by contacting us or, if you access our service, do so yourself by logging into our parent portal.
In certain situations, we may not be able to provide access to all of the personal information we hold about an individual as there are numerous exceptions to the access principle under Canadian and US laws.
Please note that any request to update your personal information may take up to 14 days for your email request.
How does Kids & Company protect childrens' privacy online?
Kids & Company is concerned about the privacy and safety of children when they access our services or use the Internet.
We will never knowingly request personal information online from anyone under the age of 16 without prior verifiable parental consent.
Our websites are general audience sites and are not targeted to or intended for use by children.
Kids & Company websites use “cookies,” which enable you to use certain website features, store your preferences, recognize you when you return to our website and monitor and maintain information about your use of our websites.
You can set your browser not to accept cookies or to notify you when you are sent a cookie, giving you the opportunity to decide whether or not to accept it.
If you do not accept cookies, however, your website preferences will not be remembered when you return to the website.
How do I know my personal information is secure?
Kids & Company has procedures and policies in place and make all reasonable efforts to ensure that personal information, in both paper and electronic format are protected against the risk of loss, theft, unauthorized access, disclosure, copying, modification or destruction.
When you enter your personal information on our systems, we use encryption to protect your information as it is transmitted to us and while your data is stored with us.
To make sure you are accessing our secure server before you submit any possible personal financial information, look at the lower left-hand corner of your browser. If you see an unbroken key or a closed lock (depending upon your browser), then SSL is active.
To double-check for security, look at the URL or Location line of your browser. If you have accessed a secure server, the first characters of the address in that line should change from “http” to “https.”
What is "phishing"?
“Phishing” is a scam designed to steal your personal information. If you receive an email that looks like it is from us asking you for your personal information, do not respond. We will never request your password, username, credit card information or other personal information through email.
What about links to other websites?
How do I contact you?