Who we are
Secret Heart Academy (“we”) operates licensed, education-based childcare centres in British Columbia, Canada, and this website at https://www.secretheartacademy.ca.
We respect your privacy and are committed to protecting the personal information of the families and children in our care. We handle personal information in accordance with British Columbia’s Personal Information Protection Act (PIPA) and, where applicable, Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA).
The personal information we collect
Depending on how you interact with us, we may collect:
When you use our website or contact us
- Your name, email address, and phone number
- The centre location and program you’re interested in
- Your child’s age or age group
- Any details you include in a tour request, waitlist request, or message
- Technical data such as IP address, browser type, and pages visited (via cookies and analytics, see Section 7)
When you enrol or begin enrolment with us
- Your child’s full name, date of birth, and photograph
- Parent/guardian names, addresses, and contact details
- Emergency contacts and authorized pick-up persons
- Health, medical, allergy, dietary, and immunization information
- Enrolment, attendance, and any childcare subsidy or funding information
- Records we are required to keep as a licensed childcare facility
We only collect information that is reasonable and necessary for the purposes described below.
Why we collect it
We use personal information to:
- Respond to tour requests, waitlist requests, and inquiries
- Assess enrolment and place your child in the right program
- Provide safe, appropriate care and education for your child
- Communicate with you about your child, schedules, closures, and events
- Meet our health, safety, and licensing obligations
- Process fees, subsidies, and funding
- Improve our website and services
Consent
By submitting a form or providing information, you consent to us collecting, using, and disclosing that information for the purposes described here. For children in our care, consent is provided by a parent or legal guardian. You may withdraw consent at any time, subject to legal or contractual limits, though doing so may affect our ability to provide care or services.
Photographs and media consent
From time to time we may take photographs or video of children for internal records, classroom activities, our website, or social media. We will not publish a recognizable image of your child publicly (website or social media) without your separate written consent, which you may give or withdraw at any time through your centre.
How we share your information
We do not sell your personal information. We share it only:
- With our staff and educators, on a need-to-know basis, to care for your child
- With trusted service providers who help us operate (for example, our form/booking provider, scheduling tools, email, analytics, and payment processing), under agreements requiring them to protect your information
- With government, licensing, or regulatory authorities, or emergency and medical personnel, where required or permitted by law or to protect a child’s safety
Cookies and analytics
Our website uses cookies and similar technologies to make the site work, remember preferences, and understand how visitors use it (for example, through [Google Analytics / other]). You can control or disable cookies through your browser settings, though some features may not work as intended. Where required, we display a cookie-consent notice.
Embedded content and third-party links
Our pages may include embedded content (such as videos, maps, social feeds, or review widgets) and links to other websites. These behave as if you visited the other site directly and may collect data about you under their own privacy policies. We are not responsible for the privacy practices of third-party sites, and we encourage you to review their policies.
Where your information is stored
We store information in Canada where possible. Some of our service providers may store or process data outside Canada (for example, in the United States), where it may be subject to the laws of that country. By using our services you acknowledge this possible transfer. [Confirm with your providers and lawyer.]
How long we keep it
We keep personal information only as long as necessary for the purposes above or as required by law and childcare licensing regulations, after which it is securely destroyed. Website inquiry data that does not lead to enrolment is retained for [e.g. 12–24 months] and then deleted.
How we protect it
We use reasonable physical, organizational, and technological safeguards, such as restricted access, secure storage, and staff confidentiality obligations, to protect personal information against loss, theft, and unauthorized access.
Your rights
Under BC’s PIPA, you may:
- Request access to the personal information we hold about you or your child
- Request correction of inaccurate information
- Ask how your information has been used or disclosed
- Withdraw consent, subject to legal and contractual limits
To make a request, contact our Privacy Officer (Section 14). We will respond within the timeframe required by law.
Children’s privacy
We collect children’s information only from parents or guardians for the purpose of providing care. We do not knowingly collect information directly from children through our website.
Contact us / Privacy Officer
Questions, requests, or concerns about your privacy can be directed to:
If we are unable to resolve your concern, you may contact the Office of the Information and Privacy Commissioner for British Columbia (OIPC BC).
Changes to this policy
We may update this policy from time to time. The “Last updated” date shows the most recent version, and material changes will be posted on this page.