POLICY ON RECORDS, RELEASE AND PRIVACY - post

ChildCareEd Privacy Policy

ChildCareEd's privacy policy explains how we collect, use, secure, and disclose learner information. If you need practical training about documentation, consent, and confidentiality in early childhood settings, see our courses Privacy Matters: Documentation and Observation Buy Now $55.00 and Legal & Ethical Essentials in Child Care Buy Now $55.00, which provide applied guidance on recordkeeping, consent, and lawful professional practice.

I. Purpose

What is the purpose of this policy?

Since 1989, H&H Child Care Training, now known as ChildCareEd, has been committed to furthering early childhood educators and child care providers’ careers in professional development. We are committed to identifying, learning, and understanding the courses and services ChildCareEd offers.

 This policy details ChildCareEd’s use of feedback completed by students at the end of online, Zoom, and in-person courses.

II. How do we process information?

How does ChildCareEd collect and process student information?

 All survey feedback is stored on childcareed.com/. The feedback students offer after completing their course allows us to:

Where feedback includes health-related or individually identifiable health information, ChildCareEd follows applicable federal privacy standards and guidance. See the HHS summary of the HIPAA Privacy Rule for general privacy principles and permitted uses and disclosures: Summary of the HIPAA Privacy Rule.

• Improve our online platform;
• Add potential features for our customers;
• Ensure student satisfaction;
• Contribute to general knowledge; and
• Develop the needs analysis.

Comments written by students in these surveys also can serve as testimonials for us as a training center for all marketing material purposes at ChildCareEd. All comments specifically catered to how we can improve will be acknowledged, considered, and, where appropriate, acted upon.

III. Responsibilities

Who is responsible for implementing and overseeing this policy?

Hwaida Hassanein, Executive Director

The Executive Director is the primary contact for policy interpretation and updates. Operational responsibilities include maintaining privacy procedures, authorizing use of testimonials, coordinating periodic data-security reviews, ensuring staff complete confidentiality training, and responding to formal records or disclosure requests. Day-to-day management of records and access permissions is delegated to designated administrative staff who implement retention and access controls consistent with this policy.

IV. What if I do not want my comment(s) displayed on your website?

How can I opt out of having my comments used as testimonials?

 We recognize that not everyone wishes to see their comments online. If you wish for your comments to be exempt from our pool of testimonials, please contact us by either email (info@childcareed.com) or fax at (240)644-6214.

For formal requests relating to access or release of federally held records, refer to federal procedures: Submit a Privacy Act Request for Records. To remove a testimonial from childcareed.com, please email info@childcareed.com and provide written confirmation of the request; this expedites processing and ensures the removal is documented.

V. OAuth & Tracking data

How does ChildCareEd use OAuth, cookies, and tracking data?

On our website, we use various analytical software, which helps us understand our users' behaviors and finally provide you with a better service. Those services rely on cookies, which you will be advised its use the first time you visit our website.

We limit collection to data necessary for service delivery and quality improvement (for example, session identifiers, device type, and anonymized usage metrics). Where authentication uses third-party OAuth providers, we receive only the basic account information you permit (such as name and email). We engage processors under contracts that require reasonable technical and organizational protections and retention limits. You may control cookie preferences in your browser or through in-page controls; consult the website footer or cookie banner for opt‑out options. Staff access to identifying information is role‑based and audited to reduce inadvertent disclosure.

You can opt to create or sign in to your account using third-party OAuth services. We do not collect any sensitive or restricted information about you. We only collect basic information, which you would have provided to us during your normal sign-up. Information we receive from third-party authorization services is your name, email address, and phone number.

If at any time you would like to change or update your profile information, you can access it under your profile link, or contact us for help.

In addition to all of that, we never sell the data we collected. Our primary mission is education and not data aggregation so you never have to worry about your information being sold.

How do we secure learner and family data?

ChildCareEd implements technical and administrative safeguards proportionate to the sensitivity of the data we hold. Measures include encryption of data in transit and at rest, multi-factor authentication for administrative access, periodic vulnerability assessments, and least-privilege access controls. Retention schedules limit how long personally identifiable information is stored; obsolete data is deleted in accordance with those schedules. Staff receive routine training on confidentiality, mandated reporting, and secure handling of records. For practical documentation and observation practices that reduce privacy risk, consider our course Tracking Progress, Shaping Futures: Observation & Assessment Skills Buy Now $55.00.

VI. SMS / Text messages

How do SMS opt-ins and text communications work?

You can opt in getting SMS alerts from your user's profile. Similarly, removing the checkbox will opt you out. We don't share your cell number with any third parties other than SMS messaging services we use.

SMS communications are sent only to accounts that have explicitly opted in. Messages contain instructions for unsubscribing and are limited in frequency to urgent notifications and course-related updates unless you have expressly consented to marketing messages. We engage reputable messaging providers under data-processor agreements; those providers process only the phone number and message content necessary to deliver the service. Standard carrier rates may apply. To change your preferences, edit your profile settings or contact support; retained SMS metadata is limited to what is necessary for delivery confirmation and troubleshooting.

Summary: What should I remember and where can I get help?

In summary, ChildCareEd collects only information necessary to provide training, to improve services, and to communicate with learners. We do not sell personal data and we apply administrative and technical safeguards to protect records. If you wish to remove a testimonial, update your profile, or exercise any privacy-related request, contact info@childcareed.com; formal federal records-release procedures are described here: Submit a Privacy Act Request. For practical implementation guides and program-level steps, see these ChildCareEd articles: How can child care programs protect children’s privacy in documentation?, How can childcare programs implement cybersecurity basics to protect children and family data?, How Can Early Childhood Programs Maintain Confidentiality?, How should Minnesota child care programs handle photo and privacy consent?, How can AI help with documentation and parent communication?, and How can we strengthen professionalism in early childhood education?.

Key terms: #privacy #confidentiality #records #HIPAA #documentation