Sprouting Roots Family Dayhome

Effective Date: December 13, 2025
Last Updated: December 13, 2025

1. Introduction & Commitment to Privacy

Sprouting Roots Family Dayhome (“we,” “us,” “our,” or “Sprouting Roots“), operated by Rida Imran, is committed to protecting the privacy and personal information of parents, guardians, children, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in compliance with the Personal Information Protection and Electronic Documents Act (PIPEDA), Alberta’s Personal Information Protection Act (PIPA), and all applicable child care regulations in Alberta.

Our dayhome is licensed through CalCan Dayhomes Agency, which is licensed by the Government of Alberta under the Early Learning and Child Care Act. We operate under their regulatory oversight and comply with all Alberta family day home standards.

Please read this Privacy Policy carefully. By accessing our website (sproutingroots.ca) and/or enrolling your child in our program, you acknowledge that you have read, understood, and agree to the terms of this Privacy Policy.

2. Contact Information for Privacy Inquiries

If you have questions about this Privacy Policy or our privacy practices, please contact our Privacy Officer:

Sprouting Roots Family Dayhome
Privacy Officer: Rida Imran
Address: 10948 Cityscape Dr NE, Calgary, AB T3N 0S8
Phone: 587-834-7432
Email: info@sproutingroots.ca

Rida Imran is responsible for all privacy management, compliance, and responding to privacy inquiries. We will respond to all privacy inquiries within 5–10 business days, and your access to personal information requests within 30 calendar days (as required by PIPEDA).

3. Personal Information We Collect

We collect personal information in the following categories:

3.1 Parent/Guardian Information

• Full name
• Home address
• Phone number (personal and work)
• Email address
• Emergency contact information
• Payment/billing information (bank details, credit card information for fee processing)

3.2 Child Information

• Child’s full name
• Date of birth and age
• Health information (allergies, medications, medical conditions, immunization records)
• Behavioral or developmental information relevant to care
• Emergency contact persons (other than parents/guardians)
• Child Care Participant Number (CCPN) created by Alberta government

3.3 Website & Communication Data

• Information submitted through our HubSpot contact form (name, email, phone, inquiry details)
• Email addresses collected for program updates and communications
• Information from phone conversations and in-person inquiries
• Information from paper registration forms

3.4 Website Technical Data

• Cookie data (via Google Analytics)
• IP address and device information from website visitors
• Pages visited and time spent on site

4. How & Why We Collect Information

4.1 How We Collect Information

We collect personal information through:

• Online: HubSpot contact forms on our website
• Email: Direct email inquiries and communications
• Phone: Verbal inquiries and discussions
• In-Person: During site visits, tours, and enrollment consultations
• Paper Forms: Registration forms, consent forms, and enrollment documents

4.2 Why We Collect Information (Purpose)

We collect and use your personal information for the following legitimate purposes:

1. Enrollment & Registration – To establish and maintain enrollment, verify eligibility, and process applications
2. Billing & Payment – To send invoices, process payments, track fees, and manage financial records
3. Child Care Delivery – To provide safe, quality childcare services tailored to each child’s developmental needs
4. Health & Safety – To manage child health, allergies, medications, emergency response, and incident reporting
5. Communication – To send program updates, important notices, emergency alerts, and administrative information
6. Compliance & Reporting – To meet Alberta Early Learning and Child Care Act regulatory requirements, agency oversight obligations, and Alberta government reporting (including Child Care Accountability Program)
7. Contact Form Responses – To respond to inquiries submitted through our website

We do not use your information for marketing, advertising, or promotional purposes beyond program-related updates.

5. How We Store & Protect Your Information

5.1 Storage Methods

Your personal information is stored in two formats:

Physical Storage:

• Paper files (enrollment forms, consent forms, health records) are stored in a locked cabinet at our dayhome facility, accessible only to Rida Imran

Digital Storage:

• Digital files (child records, health information, contact details) are stored on password-protected personal computers
• Files are not stored on unsecured cloud services without encryption

5.2 Security Measures

We employ the following security safeguards to protect your information:

• Password protection on all digital devices
• Norton AntiVirus security software on all computers
• Physical locks on filing cabinets
• Restricted access (only Rida Imran has access)
• Regular security reviews

5.3 Limitations

While we take reasonable precautions, no security system is 100% secure. We cannot guarantee absolute protection of all information. We encourage you to use strong passwords and keep your contact information current.

5.4 Retention of Information

We retain personal information as required by Alberta Early Learning and Child Care regulations, which generally require:

• Child records for a minimum of 2 years after enrollment ends
• Health and medication records for the duration of enrollment plus 2 years

After the applicable retention period, we securely destroy or permanently delete information from our systems and files.

6. Who Has Access to Your Information

Your personal information is accessed only by the following parties:

6.1 Direct Access

• Rida Imran – Owner and sole operator of Sprouting Roots Family Dayhome

6.2 Authorized Third Parties (With Access for Regulatory/Safety Purposes)

• CalCan Dayhomes Agency – Our licensed family day home agency, which conducts monitoring visits and reviews compliance with Alberta standards
• Government of Alberta (Ministry of Education and Childcare) – Regulatory oversight, inspections, Child Care Accountability Program administration, and compliance verification
• Emergency Services – Police, paramedics, or health professionals, only in cases of immediate child safety concern or emergency

6.3 Website Analytics

• Google Analytics – Collects anonymous, aggregate website usage data (pages visited, device type, general location). Google Analytics data is not linked to individual identities

6.4 No Sharing with Other Parties

We do not share your personal information with:

• Marketing firms or advertisers
• Social media platforms (except as noted in Section 7 regarding photos)
• Insurance companies (unless legally required)
• Any other third parties without your explicit written consent

7. Children’s Photos & Videos

7.1 Photo & Video Policy

We do not take or use photographs or videos of children in our program without explicit written parental consent.

At enrollment, parents will be provided with a separate Photo/Video Consent Form that specifies:

• Whether photos/videos may be taken
• How they may be used (private parent updates, printed records, internal program documentation, or other uses)
• Where they will be stored
• Who has access to them
• How long they will be retained

7.2 Parental Control

Parents retain full control over how images of their child are used. We will:

• Obtain consent before taking any photos or videos
• Use images only for purposes explicitly approved in writing
• Store all images securely
• Delete images upon parent request or at the end of enrollment

8. Email Communications & Consent (CASL Compliance)

8.1 Program Updates

We send program updates and important notices to parents via email, such as:

• Schedule changes
• Facility updates
• Health and safety alerts
• Emergency notifications
• Enrollment information

8.2 Email Consent

When you enroll your child, you will be asked to opt-in to email communications through a checkbox on your enrollment form. Your explicit consent is required for us to send email communications.

8.3 Right to Unsubscribe

You may unsubscribe from email communications at any time by:

• Sending an email to info@sproutingroots.ca with “Unsubscribe” in the subject line
• Unsubscribe requests will be processed automatically and honored within 10 business days
• You will receive confirmation of unsubscription
• Requesting unsubscription in writing or by phone

Unsubscription is free and will be processed within 10 business days. You will not receive promotional or non-essential communications after unsubscribing, but you will still receive critical program updates and emergency notifications.

8.4 CASL Compliance

All email communications comply with Canada’s Anti-Spam Law (CASL). Every email will include:

• Our business name and contact information
• A clear unsubscribe mechanism

9. Cookies & Website Tracking

9.1 Cookies

Our website uses cookies to enhance user experience and track website usage through Google Analytics. Cookies are small files stored on your device.

9.2 Google Analytics

We use Google Analytics to:

• Track page views and user behavior
• Understand how visitors use our website
• Improve website design and functionality
• Measure the effectiveness of our online presence

Google Analytics data is anonymous and not connected to individual identities. We do not use it to track personal information.

9.3 Cookie Management

You can manage cookie preferences in your web browser settings. If you disable cookies, some website features may not function properly.

9.4 HubSpot Contact Form

When you submit a contact form on our website via HubSpot:

• Your information is collected by HubSpot (a third-party service)
• We receive your submission and respond directly
• HubSpot’s privacy practices apply to their data handling; for details, visit hubspot.com/privacy

10. Child Care Accountability Program & Government Information Sharing

10.1 Alberta Child Care Accountability Program (CCPN)

Under Alberta’s Child Care Accountability Program (established March 2025), licensed child care programs are required to collect personal information about enrolled children and share it with the Government of Alberta (Ministry of Education and Childcare). This information is used to:

• Create a Child Care Participant Number (CCPN) for each child
• Verify licensing compliance
• Process government child care funding and subsidies
• Track attendance and enrollment data
• Maintain provincial records of child care services

10.2 What Information is Shared

Your child’s name, date of birth, enrollment status, and attendance records will be shared with Alberta government for the purposes outlined above.

10.3 Mandatory Consent for Government Information Sharing

Your consent to share information with the Government of Alberta is REQUIRED for:

• Your child to be enrolled in our program
• Sprouting Roots to receive government funding
• Sprouting Roots to maintain our license with CalCan Dayhomes Agency

When you enroll your child, you will be asked to provide explicit written consent to share this information with the Government of Alberta. If you do not consent to this government information sharing, your child may not be able to enroll in our program, as this sharing is a legal requirement under the Early Learning and Child Care Act.

10.4 Protection of Information

Information shared with Alberta government is protected under the Freedom of Information and Privacy Act (FOIP) and is handled according to government privacy standards. Your information will not be shared for any purpose other than those specified above.

10.5 Contact for Questions

For questions about how your information is used by Alberta government, you may contact:

• Ministry of Education and Childcare: 1-844-644-5165
• Email: jet.childcareconnect@gov.ab.ca

11. CalCan Dayhomes Agency & Regulatory Access

Our dayhome operates under the license and oversight of CalCan Dayhomes Agency, which is licensed by the Government of Alberta.

11.1 Agency Access

CalCan Dayhomes Agency may access your personal information for:

• Regulatory monitoring and compliance verification
• Home visits and quality assurance reviews
• Incident investigation (if applicable)
• Licensing administration
• Notification of licensing changes or enforcement actions

11.2 Government Access

The Government of Alberta (Ministry of Education and Childcare) may access your information for:

• Licensing oversight and enforcement
• Child Care Accountability Program administration
• Compliance with the Early Learning and Child Care Act
• Investigation of complaints or incidents

11.3 Your Regulatory Rights

You have the right to access information held by CalCan Dayhomes Agency and the Government of Alberta about your enrollment or your child’s care. Contact the agency directly or request assistance from Sprouting Roots.

12. Your Rights Under PIPEDA

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

12.1 Right of Access

You may request to see all personal information we hold about you or your child. To make a request:

• Email info@sproutingroots.ca or call 587-834-7432
• Specify what information you wish to access
• We will provide access within 30 calendar days as required by PIPEDA

12.2 Right to Correction

If you believe any information we hold is incorrect, incomplete, or misleading, you may request that we correct it. We will:

• Make corrections promptly
• Inform you once the correction has been made
• Notify any third parties (such as your dayhome agency) if correction affects their records

12.3 Right to Deletion

You may request that we delete your personal information, subject to legal and regulatory requirements. We will:

• Delete information as soon as practicable, except where we are required to retain it by Alberta regulations
• Confirm deletion in writing

12.4 Right to Withdraw Consent

If you have provided consent for a specific use of your information (such as email communications or photos), you may withdraw that consent at any time. We will:

• Honor your withdrawal immediately
• Stop the specified use of your information
• Retain only information legally required for enrollment or safety

13. Data Breaches & Incident Response

13.1 Data Breach Definition

A data breach occurs when unauthorized individuals gain access to personal information due to a security incident, loss, theft, or system failure.

13.2 Our Response Protocol

In the event of a data breach, we will:

1. Investigate immediately to determine what information was accessed and how
2. Assess risk to determine if individuals’ information has been compromised
3. Notify affected parents/guardians within 30 days or as soon as practicable if a real risk of harm exists
4. Provide details about what information was compromised and recommended actions
5. Document the incident and keep records for regulatory review

13.3 Notification

If a breach affects your information, we will notify you by:

• Email (if available)
• Phone (if available)
• In-person communication (as a last resort)

We will provide clear, timely information about the breach and steps you can take to protect yourself.

13.4 Regulatory Reporting

If required by Alberta privacy legislation or our licensing agency, we will report the breach to:

• CalCan Dayhomes Agency
• Government of Alberta (Ministry of Education and Childcare)

14. Third-Party Processors & Subcontractors

We occasionally use third-party service providers who handle personal information on our behalf, such as:

• HubSpot (website contact form platform)
• Google Analytics (website analytics)
• Norton AntiVirus (cybersecurity provider)

These service providers are contractually obligated to:

• Use your information only for the specified purpose
• Maintain confidentiality and security
• Comply with applicable privacy laws
• Comply with PIPEDA standards

We do not authorize them to use your information for any other purpose.

15. Cross-Border Data Transfers

Some of our service providers (such as Google Analytics and HubSpot) may process information outside Canada, including in the United States. By using our services, you acknowledge that your information may be:

• Transferred to servers located outside Canada
• Subject to the privacy laws of those jurisdictions (which may differ from Canadian privacy protections)

We take reasonable steps to ensure these providers comply with Canadian privacy standards, but we cannot guarantee protection equivalent to Canadian law.

16. Children’s Privacy & Parental Guardianship

16.1 Child Information

Personal information about children (including health, behavioral, and developmental information) is provided by parents/guardians who have legal authority to make decisions on the child’s behalf.

16.2 Parental Access

Parents/guardians have the right to:

• Access all information we hold about their child
• Request corrections to child information
• Request deletion of child information (subject to retention requirements)
• Know who has access to their child’s information

16.3 Age of Majority

When a child reaches the age of majority (18 years old in Alberta), their personal information will be treated according to their own consent and requests. However, we will maintain information required by regulations.

17. Special Considerations for Sensitive Information

17.1 Health Information

We collect and maintain sensitive health information, including:

• Allergies and adverse reactions
• Medications and administration records
• Medical conditions and diagnoses
• Immunization records
• Emergency health contacts

This information is:

• Stored securely in locked files
• Accessed only by Rida Imran and regulatory authorities
• Used only for child safety and health management
• Shared with emergency services only in cases of immediate medical need

17.2 Consent for Health-Related Sharing

Health information will not be shared with healthcare providers, therapists, or specialists without your explicit written consent, except in medical emergencies.

18. Policy Updates & Changes

18.1 Amendments

We may update this Privacy Policy to reflect changes in our practices, technology, legal requirements, or other factors. We will:

• Update the “Last Updated” date at the top of this policy
• Notify parents of material changes via email or in-person communication
• Request new consent if changes affect how we use your information

18.2 Review Schedule

This Privacy Policy is reviewed:

• Annually (every December)
• Immediately if there are changes to our operations, technology, or legal requirements
• Following any data breach or privacy incident

18.3 Notice of Changes

Parents will be notified of significant policy changes at enrollment or via email to your registered contact address.

19. Accountability & Compliance

19.1 PIPEDA Principles

This Privacy Policy is based on the 10 principles of PIPEDA:

1. Accountability – We are responsible for personal information in our custody
2. Identifying Purposes – We specify why we collect information upfront
3. Consent – We obtain consent before collecting, using, or disclosing information
4. Limiting Collection – We collect only information needed for identified purposes
5. Limiting Use, Disclosure, Retention – We use information only for stated purposes
6. Accuracy – We keep information accurate and up-to-date
7. Safeguards – We protect information with appropriate security measures
8. Openness – We are transparent about our privacy practices
9. Individual Access – You can access and correct your information
10. Challenging Compliance – You can file a complaint if we violate these principles

19.2 Alberta Privacy Legislation

We comply with:

• Alberta’s Personal Information Protection Act (PIPA) where applicable to private sector childcare providers
• Early Learning and Child Care Act and associated regulations
• Family Day Home Standards Manual for Alberta (2025)

19.3 Complaint Process

If you believe we have violated your privacy rights, you may:

Step 1: Contact Us Directly

• Email: info@sproutingroots.ca
• Phone: 587-834-7432
• We will investigate and respond within 5–10 business days

Step 2: File a Complaint with Your Regulatory Body
If you are not satisfied with our response, you may file a complaint with:

• Office of the Privacy Commissioner of Canada (for federal PIPEDA issues)
• Website: priv.gc.ca
• Phone: 1-800-282-1376
• Information and Privacy Commissioner of Alberta (for provincial PIPA issues)
• Website: oipc.ab.ca
• Phone: 780-422-6860

20. Frequently Asked Questions

Q: Will you share my information on social media?

A: No. We will not post photos or information about your child on any social media platform without your explicit written consent on a Photo/Video Consent Form.

Q: Can I opt out of email updates?

A: Yes. You can unsubscribe at any time by emailing info@sproutingroots.ca with “Unsubscribe” in the subject line. However, we may still send critical emergency or health-related notifications.

Q: How long do you keep my information?

A: We retain information as required by Alberta regulations (minimum 2 years after enrollment ends). After that, we securely destroy it.

Q: Who can access my child’s health information?

A: Only Rida Imran (dayhome operator), and emergency services (police, paramedics) if your child’s immediate health or safety is at risk. CalCan Dayhomes Agency and the Ministry of Education may review it during licensing inspections.

Q: What if I find an error in my information?

A: Contact us immediately at info@sproutingroots.ca or 587-834-7432. We will correct it and confirm the correction in writing.

Q: Is my information secure?

A: Yes. We use password-protected computers, Norton AntiVirus, and locked file cabinets. However, no system is 100% secure. If a breach occurs, we will notify you within 30 days.

Q: Is my information shared with Alberta government?

A: Yes. Under the Child Care Accountability Program, we are required by law to share your child’s name, date of birth, enrollment status, and attendance records with the Government of Alberta (Ministry of Education and Childcare) for licensing and funding purposes. Your explicit consent to this sharing is required at enrollment.

21. Acknowledgment & Consent

By enrolling your child in Sprouting Roots Family Dayhome or using our website, you acknowledge that:

• ✓ You have read and understood this Privacy Policy
• ✓ You consent to the collection and use of information as described herein
• ✓ You understand your rights under PIPEDA and Alberta privacy legislation
• ✓ You have the right to withdraw consent or access your information at any time
• ✓ You consent to the sharing of your child’s information with the Government of Alberta under the Child Care Accountability Program as a requirement of our licensing and operations

22. Document History

Last Updated: December 13, 2025

Contact for Privacy Questions

Sprouting Roots Dayhome
Privacy Officer: Rida Imran
10948 Cityscape Dr NE, Calgary, AB T3N 0S8
Phone: 587-834-7432
Email: info@sproutingroots.ca

Thank you for choosing Sprouting Roots. We are committed to protecting your privacy and providing safe, quality childcare.