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.
• Support Educational Development: Create individualized learning plans, track developmental milestones, assess progress, and communicate with families about their child's growth and achievements.
• Facilitate Daily Operations: Coordinate pickup and drop-off procedures, manage attendance records, plan age-appropriate activities, 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.

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.

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.

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.
• With Authorized Pickup Persons: We share limited information necessary for safe child release with individuals specifically authorized by parents to pick up their child.
• With Healthcare Providers: In medical emergencies or when coordinating care, we may share relevant health information with healthcare providers or emergency medical personnel.
• With Educational Consultants: When working with specialists, we may share relevant 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.
• Licensing Authorities: We must provide information to the New Mexico Early Childhood Education and Care Department during licensing inspections or investigations.
• 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, we may share information with emergency responders 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.

5.2 Digital Security Measures

For information stored electronically, we implement appropriate technical safeguards.

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.

6.2 Right to Request Corrections

Parents may request corrections if they believe information in their child's records is inaccurate, misleading, or incomplete.

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.

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.

7.2 Secure Disposal

When information is no longer needed, we dispose of it securely.

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.

8.2 Cookies and Tracking Technologies

We may use cookies and similar technologies to enhance your experience on our website. You can control cookie settings through your browser.

8.3 Children's Online Privacy

In compliance with COPPA, we do not knowingly collect personal information from children under 13 through our website without verifiable parental consent.

9. Contact Information and Questions

9.1 Privacy Contact

9.2 Written Requests

For formal requests regarding access to records, corrections, or consent preferences, please submit your request in writing (in person, by mail, or via email) to ensure proper documentation and processing.

10. Policy Changes and Updates

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations.

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.

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