Privacy Policy

1. Introduction

North Edmonton Family Day Home Agency ("NEFDHA", "we", "us", or "our") is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services.

This policy complies with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).

By using our website or submitting information through our forms, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

2. Information We Collect

Information You Provide Directly

We collect personal information that you voluntarily provide when you:

• Child Care Enquiry Forms: Parent/guardian name, phone number, email address, postal code, child's age and birthdate, current care arrangements, schedule needs, special considerations (allergies, medical needs, behavioral considerations), preferred language, subsidy status
• Educator Enquiry Forms: Name, contact information, address, previous experience, certifications, employment history, references
• General Contact Forms: Name, email address, phone number, message content

Information Collected Automatically

When you visit our website, certain information is collected automatically through Cloudflare's services and, unless you choose "Essential Only" in our cookie banner, through Google Analytics and our advertising measurement tools:

• IP address (used for security and performance optimization)
• Browser type and version
• Device type and operating system
• Pages visited and time spent
• Referring website, or the ad or link that brought you to our site
• Whether you completed an enquiry form (but not what you wrote in it)

Note: We use Google Analytics to understand how visitors use our website, and Google Ads conversion tracking and call tracking to measure whether our advertising leads to enquiries and phone calls. These are described in Section 5. You can turn them off at any time by choosing "Essential Only" in our cookie banner (see Section 7).

Sensitive Information

Our child care enquiry form may collect sensitive information about children, including:

• Health information (allergies, medical conditions, medications)
• Developmental information
• Behavioral considerations

3. How We Use Your Information

We use your personal information for the following purposes:

• Service Delivery: To process your enquiries and match families with suitable family day home educators
• Communication: To respond to your questions, provide information about our services, and send updates about your enquiry status
• Referral Services: To share relevant information with educators who may be a good match for your child care needs
• Record Keeping: To maintain accurate records as required by Alberta's Family Day Home Standards
• Service Improvement: To improve our website and services based on usage patterns and feedback
• Advertising Measurement: To understand whether our online advertising leads to enquiries and phone calls
• Legal Compliance: To comply with applicable laws and regulations

4. Disclosure of Information

We may share your personal information with:

• Approved Educators: Relevant enquiry details may be shared with family day home educators in our network who may be a suitable match for your needs. This sharing is essential for our referral services.
• Government Agencies: When required by law or for licensing/regulatory compliance (e.g., Alberta Children's Services)
• Service Providers: Third-party service providers who assist in operating our website and services (see Section 5)

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

5. Third-Party Services

Our website uses the following third-party services that may collect or process data:

Cloudflare

We use Cloudflare for website security, performance optimization, and DDoS protection. Cloudflare may process:

• IP addresses (for security and bot detection)
• Request headers and cookies
• Website traffic data

Learn more: Cloudflare Privacy Policy

Cloudflare Turnstile

We use Cloudflare Turnstile on our forms to prevent spam and automated abuse. This service may collect:

• Browser characteristics
• Mouse movements and interaction patterns
• IP address

Google Maps API

Our "Find an Educator" feature uses Google Maps to display educator locations. When using this feature:

• Your browser may share location data with Google (if you allow)
• Google may collect usage data according to their privacy policy

Learn more: Google Privacy Policy

Google Business Profile API

We use the Google Business Profile API to synchronize public information about our own Google Business listing — specifically customer reviews, star ratings, and search-performance metrics — into our website and internal administrative dashboard, and to allow our staff to respond to reviews from within that dashboard. This integration operates entirely on the server side:

• No data about you is sent to Google by this integration. Visiting our website does not transmit any information about you to the Google Business Profile API.
• The integration retrieves only public information that already appears on Google's listing for our agency (reviewer first name and last initial, star rating, review text and date, and aggregate metrics such as profile views and search counts).
• If you have left a public review of NEFDHA on Google, that review may be displayed on our public testimonials page exactly as it appears on Google. You can edit or delete your review at any time through your Google account; deletions will be reflected on our website within 24 hours of the next sync.
• Our staff may reply to reviews through this integration. Any reply is written by NEFDHA staff and posted publicly on Google as our official response — exactly as if it had been written using Google's own tools. The only information we send to Google is the staff-authored reply text; we never transmit information about website visitors.
• OAuth authorization is granted by NEFDHA staff (not website visitors) to permit this server-side sync and review management. No website visitor is ever asked to grant access to a Google account.

Learn more: Google Privacy Policy

Microsoft Office 365

We use Microsoft Office 365 for email communications. When you email us or receive emails from us, this data is processed through Microsoft's servers.

Learn more: Microsoft Privacy Statement

Font Awesome

We use Font Awesome Pro for website icons. When our website loads, icon fonts are fetched from Font Awesome's content delivery network. This may involve:

• Your IP address being logged by Font Awesome's servers
• Standard web request information (browser type, referring page)

Learn more: Font Awesome Privacy Policy

Google Analytics

We use Google Analytics 4 to understand how visitors find and use our website. It records the pages you view, how you arrived (for example, from a search or an ad), your device and browser, your approximate location (derived from your IP address), and which steps of our forms you complete. It never receives the information you type into a form. Google Analytics sets cookies to recognize returning visitors, and Google may use this data in aggregate to provide us with demographic reports and advertising audiences.

Learn more: How Google uses information from sites that use its services

Google Ads and Google Tag Manager (managed by Yellow Pages)

Our Google Ads campaigns are managed for us by Yellow Pages. They use Google Tag Manager on our website to measure whether people who click our ads go on to send an enquiry or call us. This may set Google Ads cookies and records that an enquiry was submitted, but not the contents of the form. Yellow Pages sees this advertising data in aggregate reports so it can manage our campaigns.

Learn more: Google Privacy Policy

Call Tracking (Marchex)

To measure calls that come from our advertising, our website loads a call-tracking service from Marchex, provided through Yellow Pages. Visitors who arrive from an ad may see a different phone number for our office, so that a call can be matched to the ad. Calls to that number are forwarded to our office.

• The service receives the address of the page you are viewing, the page that referred you, and an identifier linking your visit to Google Analytics
• For calls to a tracking number, details such as the caller's phone number, date, time and length of the call may be recorded for advertising reports
• Call recording is not enabled
• Our website blocks this service from receiving anything you type into our forms

Learn more: Marchex Privacy Policy

Service Providers Outside Canada

Some of the service providers listed above, including Google, Microsoft, Cloudflare, Marchex and Font Awesome, store or process information outside Canada, including in the United States. Information held outside Canada may be accessible to courts, law enforcement and national security authorities in those countries under their laws. For information about our policies and practices for service providers outside Canada, or to ask questions about how they handle personal information, please contact our Privacy Officer (see Section 12).

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:

• Active Enquiries: Retained until placement is complete or enquiry is withdrawn
• Completed Enquiries: Retained for up to 7 years for record-keeping and potential future enquiries
• Educator Applications: Active applications retained indefinitely; declined applications retained for 2 years
• General Contact Messages: Retained for 1 year
• Website Analytics: Google Analytics keeps visit-level data for no more than 14 months; aggregated reports may be kept longer

You may request deletion of your personal information at any time (see Section 8: Your Privacy Rights).

7. Cookies and Tracking

Our website uses cookies and similar technologies for the following purposes:

Essential Cookies

Required for the website to function properly. These cannot be disabled and include:

• Session management cookies
• Security cookies (CSRF protection)
• Cloudflare security cookies

Functional Cookies

Used to remember your preferences and enhance your experience:

• Form progress (so you can resume incomplete forms)
• Cookie consent preferences

Analytics and Advertising Cookies

Used to understand how visitors use our website and to measure our advertising (see Section 5). These are on unless you choose "Essential Only":

• Google Analytics cookies (named _ga and _ga_…), which count visits and returning visitors
• Google Ads cookies (named _gcl_…), which link an ad click to a later enquiry
• Marchex call-tracking data (stored in your browser under names starting with telme), which shows ad visitors a tracking phone number and links calls to the visit

Managing Cookies

You can change your cookie choice at any time. Choosing "Essential Only" stops Google Analytics, Google Ads tracking and call tracking from loading and removes their cookies from your browser. Your choice is saved in your browser, so you will need to choose again if you clear your cookies or use a different browser or device.

Change your cookie choice

You can also control cookies through your browser settings, opt out of Google Analytics on all websites with the Google Analytics opt-out browser add-on, and manage ad personalization in your Google account. Note that disabling essential cookies may affect website functionality.

8. Your Privacy Rights

Under PIPEDA and Alberta PIPA, you have the following rights regarding your personal information:

• Access: You have the right to request a copy of the personal information we hold about you
• Correction: You have the right to request correction of inaccurate or incomplete information
• Deletion: You have the right to request deletion of your personal information, subject to legal retention requirements
• Withdrawal of Consent: You may withdraw your consent to the collection, use, or disclosure of your personal information at any time
• Complaint: You have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta

To exercise any of these rights, please contact our Privacy Officer using the information in Section 12.

We will respond to your request within 30 days, as required by law. Identity verification may be required to protect your privacy.

9. Data Security

We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit (HTTPS/TLS)
• Encryption of sensitive data at rest
• Secure password requirements and multi-factor authentication for staff
• Regular security updates and monitoring
• Limited access on a need-to-know basis
• Staff training on privacy and data protection

While we take reasonable precautions, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

10. Children's Privacy

Our services involve collecting information about children for child care placement purposes. We take special care with this information:

• Information about children is collected from parents/guardians, not directly from children
• We collect only information necessary for child care placement and safety
• Children's information is shared only with educators being considered for placement
• We do not use children's information for marketing purposes

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will:

• Post the updated policy on this page with a new "Last Updated" date
• Notify users of material changes via email or website notice where appropriate

We encourage you to review this policy periodically.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact our Privacy Officer:

If you are not satisfied with our response, you may contact: