Privacy Policy

1. Introduction and Commitment to Privacy

Butterfly Clubhouse Daycare ("we," "us," "our," or "the Center") is committed to protecting the privacy and confidentiality of children and families in our care. We provide comprehensive early childhood education and care services with the philosophy that every child deserves "The Care They Need, No Matter The Stage."

This Privacy Policy explains how we collect, use, protect, and share information about the children and families we serve. We understand that entrusting us with your child's care also means entrusting us with sensitive personal information, and we take this responsibility seriously.

Our privacy practices are designed to comply with all applicable federal and state laws, including the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), and New Mexico state regulations governing licensed childcare facilities under Title 8, Chapter 16, Part 2 of the New Mexico Administrative Code (NMAC).

2. Information We Collect

2.1 Child Information

We collect and maintain various types of information about the children in our care to ensure their safety, health, development, and educational progress. This information includes:

• Personal Identification Information: Full name, date of birth, home address, emergency contact information, and any nicknames or preferred names used by the child.
• Health and Medical Information: Immunization records, medical history, current medications, allergies, dietary restrictions, special medical needs, physician contact information, and any health conditions that may affect the child's participation in activities.
• Educational and Developmental Information: Developmental assessments, learning objectives, progress reports, behavioral observations, educational goals, and documentation of milestones achieved during the child's time at our facility.
• Emergency and Safety Information: Emergency contact details for parents, guardians, and authorized pickup persons, including their relationships to the child, contact numbers, and any special instructions for emergencies.

2.2 Family Information

We collect information about families to facilitate communication, ensure proper care coordination, and meet regulatory requirements:

• Parent/Guardian Information: Names, home and work addresses, phone numbers, email addresses, employment information, and emergency contact details.
• Household Information: Information about family structure, languages spoken at home, cultural preferences, and any special circumstances that may affect the child's care or development.
• Financial Information: Payment information, billing addresses, and documentation related to childcare assistance programs or subsidies, when applicable.

2.3 Automatically Collected Information

When you visit our website or use our online services, we may automatically collect certain technical information:

• Website Usage Information: IP addresses, browser type, device information, pages visited, time spent on pages, and referring websites.
• Communication Records: Records of phone calls, emails, text messages, and other communications between families and our staff for quality assurance and record-keeping purposes.

3. How We Use Information

3.1 Primary Care and Educational Purposes

The primary purpose for collecting and using personal information is to provide high-quality childcare and early childhood education services. We use information to:

• Ensure Child Safety and Well-being: Monitor each child's health status, track immunizations, manage allergies and dietary restrictions, and respond appropriately to medical emergencies. Our staff uses health information to make informed decisions about daily care activities and to ensure each child's physical safety throughout their time at our facility.
• Support Educational Development: Create individualized learning plans, track developmental milestones, assess progress in cognitive, emotional, and physical development, and communicate with families about their child's growth and achievements. Our programs are designed to support holistic development through engaging activities tailored to each developmental stage.
• Facilitate Daily Operations: Coordinate pickup and drop-off procedures, manage attendance records, plan age-appropriate activities for different classroom groups (Baby Room, Toddler Room, and Preschool Room), and ensure proper supervision ratios as required by New Mexico licensing regulations.

3.2 Communication with Families

We use contact information to maintain regular communication with families about their child's daily activities, developmental progress, upcoming events, policy changes, and any concerns that may arise. This includes daily reports about feeding, sleep, mood, and milestones, as well as formal progress assessments and parent conferences.

3.3 Regulatory Compliance

Information is used to comply with New Mexico childcare licensing requirements, including maintaining required documentation, reporting incidents as mandated by law, and cooperating with licensing inspections and investigations. We also use information to comply with health department requirements and other applicable regulations.

3.4 Business Operations

We use information for legitimate business purposes such as billing and payment processing, enrollment management, staff scheduling, facility planning, and quality improvement initiatives. Financial information is used solely for payment processing and program administration.

4. Information Sharing and Disclosure

4.1 Limited Sharing Principle

We follow a principle of limited information sharing, meaning we only share personal information when necessary for the child's care, safety, or as required by law. We do not sell, rent, or trade personal information to third parties for marketing purposes.

4.2 Authorized Sharing

We may share information in the following circumstances:

• With Parents and Guardians: We regularly share information about a child's daily activities, development, and well-being with their parents or legal guardians. This includes daily reports, progress assessments, photographs (with consent), and any concerns about the child's health, behavior, or development.
• With Authorized Pickup Persons: We share limited information necessary for safe child release with individuals specifically authorized by parents to pick up their child, including verification of identity and any special instructions for the day.
• With Healthcare Providers: In medical emergencies or when coordinating care for children with special health needs, we may share relevant health information with healthcare providers, emergency medical personnel, or specialists involved in the child's care.
• With Educational Consultants: When working with early childhood development specialists, speech therapists, or other educational professionals to support a child's development, we may share relevant educational and developmental information with written parental consent.

4.3 Required Disclosures

We are required by law to disclose information in certain circumstances:

• Child Protective Services: If we suspect child abuse or neglect, we are mandated reporters and must report our concerns to the New Mexico Children, Youth and Families Department as required by state law.
• Licensing Authorities: We must provide information to the New Mexico Early Childhood Education and Care Department during licensing inspections, investigations, or as otherwise required for regulatory compliance.
• Legal Proceedings: We may be required to disclose information in response to valid court orders, subpoenas, or other legal processes.
• Emergency Situations: In genuine emergencies involving immediate threats to health or safety, we may share information with emergency responders, law enforcement, or medical personnel as necessary to protect the child or others.

5. Data Security and Protection

5.1 Physical Security Measures

We maintain physical security measures to protect personal information stored at our facility:

• Secure Storage: Physical records are stored in locked filing cabinets in secure areas accessible only to authorized staff members. Our facility is equipped with security systems to prevent unauthorized access.
• Access Controls: Only staff members with a legitimate need to access specific information are granted access. We maintain logs of who accesses records and when, and we regularly review access permissions.
• Clean Desk Policy: Staff members are required to secure confidential documents when not in use and to avoid leaving sensitive information visible in common areas or on desks.

5.2 Digital Security Measures

For information stored electronically, we implement appropriate technical safeguards:

• Password Protection: All electronic systems containing personal information are password-protected with strong passwords that are regularly updated.
• Encryption: Sensitive information transmitted electronically is encrypted to prevent unauthorized interception.
• Regular Backups: We maintain secure backups of electronic records to prevent data loss while ensuring backup systems maintain the same security standards as primary systems.
• Software Updates: We regularly update software and security systems to protect against known vulnerabilities and emerging threats.

6. Parental Rights and Access

6.1 Right to Access Records

Parents and legal guardians have the right to access their child's records maintained by our facility. This includes educational records, health information, developmental assessments, and any other documentation related to their child's care and education. Requests for access should be made in writing to our administrative office, and we will provide access within a reasonable timeframe, typically within five business days.

6.2 Right to Request Corrections

If parents believe that information in their child's records is inaccurate, misleading, or incomplete, they have the right to request corrections. We will review such requests promptly and make appropriate corrections when warranted. If we disagree with a requested correction, we will provide parents with information about their right to include a statement of disagreement in their child's record.

6.3 Right to Limit Sharing

Parents may request limitations on how we share their child's information, subject to legal requirements and the need to provide appropriate care. For example, parents may specify restrictions on sharing information with certain family members or may request that their child not be included in group photographs or promotional materials.

6.4 Consent for Special Uses

We will obtain specific written consent from parents before using their child's information for purposes beyond routine care and education, such as:

• Photography and Video: Before taking or using photographs or videos of children for promotional materials, websites, or social media, we obtain written consent specifying how the images may be used.
• Research or Studies: If we participate in educational research or developmental studies, we obtain separate consent for any use of children's information in such activities.
• Media Interviews: Before allowing media interviews or coverage involving children, we obtain explicit parental consent and ensure appropriate protections are in place.

7. Data Retention and Disposal

7.1 Retention Periods

We retain personal information only as long as necessary to fulfill the purposes for which it was collected and to comply with legal requirements:

• Active Enrollment Records: While a child is enrolled, we maintain complete records including health, educational, and family information necessary for ongoing care and education.
• Post-Enrollment Records: After a child leaves our program, we retain essential records for a period of seven years to comply with New Mexico licensing requirements and to provide references or records if requested by families or subsequent educational institutions.
• Health and Safety Records: Certain health and safety records, including incident reports and immunization records, may be retained for longer periods as required by state health department regulations.

7.2 Secure Disposal

When information is no longer needed and the retention period has expired, we dispose of it securely:

• Physical Records: Paper records are shredded using cross-cut shredders to ensure information cannot be reconstructed.
• Electronic Records: Digital information is permanently deleted using secure deletion methods that prevent recovery of the data.
• Third-Party Disposal: When using third-party services for document destruction, we ensure they provide certificates of destruction and maintain appropriate security standards.

8. Website and Online Services

8.1 Website Information Collection

Our website may collect certain information automatically when you visit, including your IP address, browser type, device information, and pages visited. This information is used to improve our website functionality and user experience.

8.2 Cookies and Tracking Technologies

We may use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small files stored on your device that help us remember your preferences and improve site functionality. You can control cookie settings through your browser preferences.

8.3 Children's Online Privacy

In compliance with the Children's Online Privacy Protection Act (COPPA), we do not knowingly collect personal information from children under 13 through our website without verifiable parental consent. If we discover that we have inadvertently collected such information, we will delete it promptly.

8.4 Third-Party Services

Our website may contain links to third-party websites or services. We are not responsible for the privacy practices of these external sites and encourage parents to review their privacy policies before providing any information.

9. Contact Information and Questions

9.1 Privacy Officer

9.2 Written Requests

For formal requests regarding access to records, corrections to information, or changes to consent preferences, please submit your request in writing to ensure proper documentation and processing. Written requests may be delivered in person, mailed to our facility address, or emailed to our administrative contact.

9.3 Questions and Clarifications

We encourage parents and guardians to ask questions about our privacy practices at any time. Our staff is trained to explain our policies and procedures and to address any concerns you may have about how we collect, use, or protect your family's information.

10. Compliance and Legal Framework

10.1 Federal Law Compliance

Our privacy practices are designed to comply with applicable federal laws, including:

• Family Educational Rights and Privacy Act (FERPA): We protect educational records and provide parents with rights to access and control their child's educational information as required by FERPA regulations.
• Children's Online Privacy Protection Act (COPPA): We comply with COPPA requirements for any online services or website features that may collect information from children under 13 years of age.

10.2 State Law Compliance

We comply with New Mexico state laws and regulations, including:

• New Mexico Administrative Code (NMAC) Title 8, Chapter 16, Part 2: We meet all privacy and confidentiality requirements for licensed childcare facilities as specified in state regulations.
• New Mexico Children's Code: We comply with mandatory reporting requirements and other child protection laws as specified in the New Mexico Children's Code.
• New Mexico licensing requirements: We maintain all required documentation and provide information to licensing authorities as required for our annual license renewal and ongoing compliance.

11. Policy Changes and Updates

11.1 Notification of Changes

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make material changes to this policy, we will notify parents and guardians through written notice, email notification (where available), and posted notice at our facility.

11.2 Effective Date of Changes

Policy changes will become effective on the date specified in the updated policy, which will be no sooner than 30 days after notification for material changes. Continued enrollment of your child after policy changes take effect constitutes acceptance of the updated privacy policy.

12. Acknowledgment and Agreement

12.1 Enrollment Agreement Integration

This Privacy Policy is incorporated into and forms part of our enrollment agreement. By enrolling your child in our program, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

12.2 Annual Acknowledgment

We may request annual acknowledgment of this Privacy Policy as part of our enrollment renewal process to ensure that all families remain informed about our privacy practices and any updates that may have occurred.

Document Information:

• Facility Name: Butterfly Clubhouse Daycare
• License Number: [To be inserted when available]
• Effective Date: January 1, 2025
• Last Reviewed: January 1, 2025
• Next Review Date: January 1, 2026

Legal Disclaimer

This Privacy Policy is designed to comply with applicable federal and state laws as of the effective date. Legal requirements may change, and this policy will be updated accordingly. For the most current version of this policy, please contact our administrative office or visit our facility.

© 2025 Butterfly Clubhouse Daycare. All Rights Reserved.