Garderie Éducative Azul Privacy Policy
Effective date: August 31, 2025
1. Who we are
Garderie Éducative Azul (“Garderie Azul”, “we”, “us”, “our”) is a private daycare located at 3129 boulevard Lévesque Ouest, Laval, Québec. We provide early childhood education and related services to families in Québec.
2. Scope & legal framework
This policy explains how we collect, use, disclose, retain, protect, and provide access to personal information. It implements Québec’s Act respecting the protection of personal information in the private sector (often called “Law 25”). Where applicable to interprovincial/international activities, we also meet PIPEDA requirements.
3. What we collect
We collect only the information necessary for the purposes below.
Tour inquiries (website or email): parent/guardian name, email, phone, child’s first name and date of birth, preferred tour date/time, and any message you provide.
Registration / enrolment (fiche d’inscription): child and parent/guardian identifiers and contact details, emergency contacts, authorized pick-ups, health notes you disclose (e.g., allergies), schedule, and service options.
Attendance (fiche d’assiduité): daily presence/absence and schedule details.
Educational record (dossier éducatif): observations and progress notes as required by regulation.
Communications & administration: emails, invoices/receipts, payment confirmations, consent forms, incident reports.
4. Why we collect it (purposes)
To schedule tours, respond to inquiries, and follow up.
To assess age group placement and complete enrolment as required by childcare regulations.
To deliver daycare services (attendance tracking, safety, authorized pick-ups, educational follow-up).
To manage billing, receipts, and statutory recordkeeping.
To maintain security, quality assurance, and legal compliance.
With consent, to send service-related notices and occasional updates.
We do not sell personal information.
5. Children’s privacy
We collect information from parents/guardians, not directly from children. For minors under 14, parental/guardian consent is required for any collection, use, or disclosure.
6. Data retention (Québec requirements)
We retain records only as long as necessary for their purposes or as required by law, then destroy or anonymize them (anonymization means the information can no longer identify an individual, irreversibly).
Child records (Educational Childcare Regulation):
Registration form (fiche d’inscription): kept on-site while services are provided and returned to the parent/guardian when care ends (we do not keep a copy unless another law requires it).
Attendance record (fiche d’assiduité): retained for 6 years after the last date of care.
Educational record (dossier éducatif): the original is returned to the parent/guardian when care ends; we keep one copy for 1 year, then destroy it.
Other records:
Tour inquiries: retained for 12 months after the last follow-up, then deleted or anonymized.
Administrative/tax records (e.g., invoices/receipts/supporting emails): retained for 6 years from the end of the relevant fiscal year.
Access logs/backups: short, operational periods unless investigation or legal holds require longer.
If a legal hold applies (e.g., audit, dispute), we retain relevant records until the matter is resolved.
7. Storage & cross-border transfers
We use trusted providers to host and process data, including Google Workspace (Drive, Sheets, Gmail) and our website/e-form platform. These services may process data outside Québec.
Before communicating personal information outside Québec, we perform a privacy impact assessment (section 17, Law 25) and implement contractual safeguards with our service providers to ensure protection equivalent to Québec law. Where appropriate, we also obtain consent. We remain responsible for personal information entrusted to our providers.
8. Security measures
We apply reasonable physical, organizational, and technological safeguards appropriate to the sensitivity of the information, including: least-privilege access, MFA on administrator accounts, encryption at rest/in transit provided by our platforms, and staff confidentiality obligations. Access to child records is restricted to authorized personnel who need it to perform their duties.
9. Confidentiality incidents (breaches)
If an incident presents a risk of serious injury (e.g., significant harm), we promptly notify the Commission d’accès à l’information (CAI) and the affected individuals, and take steps to reduce the risk. We also maintain a register of all confidentiality incidents and provide it to the CAI upon request.
10. Your rights
Subject to exceptions in the law, you can exercise the following rights:
Access and rectification: obtain a copy of your personal information and correct inaccuracies.
Withdraw consent: where processing is based on consent, you may withdraw it (this does not affect prior processing).
Data portability: receive computerized personal information you provided to us in a structured, commonly used technological format.
De-indexation/cessation of dissemination (if applicable in your circumstances and permitted by law).
Automated decisions: if a decision about you were ever made exclusively by automated processing, you would be informed and could request: the personal information used, the reasons and main factors/parameters, and human review. (We do not currently make child- or family-affecting decisions solely by automated means.)
To make a request, see Section 13.
11. Who we share information with
We share personal information only with:
Service providers under contract (e.g., hosting, productivity/email, website/e-form platform) who must protect it and use it only for our instructions;
Authorized staff and educators who need access to perform their duties;
Public authorities when required by law (e.g., regulatory compliance, safety).
We do not disclose information to third parties for their independent marketing.
12. How we make decisions about collection
We collect the minimum necessary to provide our services and to comply with regulation. We do not require social insurance numbers for tour booking or enrolment.
13. How to contact us (Privacy Officer)
Privacy Officer: Owner/Operator, Garderie Éducative Azul
Email: privacy@garderieazul.com
Mailing address: 3129 boulevard Lévesque Ouest, Laval, Québec
For security, we may ask for information to verify your identity before responding to a request.
14. Changes to this policy
We may update this policy to reflect changes in our practices or legal requirements. If changes are material, we will highlight them on this page and indicate the effective date. Continued use of our services after updates means you accept the revised policy.