Privacy Policy

Licensed Home Daycare Agency
Website: beyondcrayons.ca
Last Updated: January 21, 2026

Introduction

BeyondCrayons (“we,” “us,” “our,” or “Company”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, submit forms, or interact with our licensed home daycare agency.

This Privacy Policy outlines the terms and conditions you agree to when using our website and services (the “Services”). We will only collect, use, and disclose your personal information in accordance with this Privacy Policy.

By using our website and Services and supplying your personal information, you acknowledge that you have read and understood this Privacy Policy, and you agree and consent to the collection, use, disclosure, and other processing of your personal information as outlined in this Privacy Policy.

If you do not agree to the terms of this Privacy Policy, please do not use our website or Services or supply your personal information to us.

This policy complies with:

• Personal Information Protection and Electronic Documents Act (PIPEDA) – Canadian federal privacy law [web:49][web:50]
• Ontario privacy legislation
• Canada’s Anti-Spam Legislation (CASL)

1. What Personal Information Do We Collect?

Personal information means any information about an identifiable individual. Anonymous Data means data that is not associated with or linked to any individual’s personal information. BeyondCrayons does not consider personal information to include Anonymous Data.

The types of personal information that we may collect include, but are not limited to:

From Parent/Family Applications:

• Your name, title, and family relationship to child
• Your address, phone number, and email address
• Your child’s name, date of birth, and age
• Childcare schedule and hours needed
• Special needs, allergies, dietary restrictions, or health information about your child
• Emergency contact information
• References and previous childcare history

From Home Daycare Provider Applications:

• Provider name, title, phone number, and email address
• Home daycare location and address
• Ontario License Number and licensing status
• Years of experience and qualifications
• Types of childcare services offered
• Availability and hours of operation
• References and background information

From Website Visitors:

• Contact information from Contact Forms (name, email, phone, inquiry details)
• Technical information (IP address, browser type, operating system, unique device identifiers)
• Site usage information (pages visited, time spent on site, webpage you came from before accessing our site)
• Site preferences (information about your preferences, including through cookies)

2. When Do We Collect Personal Information?

We may collect your personal information when you voluntarily provide it to us by using our website or Services. For example, we collect personal information if you:

• Submit the Parent Application Form to seek daycare services
• Submit the Provider Application Form to partner with us
• Submit the Contact Form to ask a question or inquiry
• Send us a question or comment by email or phone
• Register to receive updates about our Services
• Otherwise participate in features of our website or Services that ask for personal information

We collect personal information directly from you as much as possible. Personal information may be collected from other sources (such as references you provide) only with your prior consent and knowledge.

3. Limiting Collection of Personal Information

We limit the collection of personal information to that which is necessary to fulfill the purposes identified in this Privacy Policy. We collect, use, and disclose your personal information in accordance with this Privacy Policy and PIPEDA fair information principles.[web:49]

We collect information by fair and lawful means and only ask for what we need to provide our Services and comply with legal obligations.

4. Purposes for Collecting Your Personal Information

We collect, use, and disclose your personal information in order to:

Primary Purposes:

• Provide our Services (matching families with home daycare providers, managing applications, facilitating communication)
• Manage our waitlist and process applications
• Process and respond to inquiries through our Contact Form
• Facilitate communication between families and providers regarding childcare arrangements

Legal and Compliance Purposes:

• Comply with Ontario child and youth sector requirements and regulations
• Meet legal and regulatory obligations
• Respond to inquiries from the Ontario Ministry of Education or other regulatory authorities
• Maintain records required for licensing compliance
• Protect the safety and welfare of children

Operational Purposes:

• Send you updates, policy changes, or service notifications
• Analyze website usage to improve user experience and Services
• Provide customer support
• Prevent fraud and ensure security of our Services

We will only use the personal information that we collect for the purposes for which it was collected, unless you consent otherwise or it is required by law.

5. Limiting Use, Disclosure, and Retention

Use and Disclosure:

Personal information is only used or disclosed for the purposes identified above, unless you consent otherwise or it is required by law.

We do not sell, rent, or share your personal information with third parties for marketing purposes without your explicit consent.

We may disclose personal information to:

• Home daycare providers (when you have authorized a match or placement)
• Service providers assisting with website hosting, email, or analytics (bound by confidentiality)
• Government authorities when legally required (Ontario Ministry of Education, child protective services, law enforcement)
• Our staff and volunteers on a need-to-know basis

Data Retention:

Information Type	How Long We Keep It
Active application forms	Duration of matching process + 1 year
Inactive/archived applications	3 years
Matched family-provider information	3 years after service ends or match closes
Contact form inquiries	1 year
Website analytics	13 months
Provider licensing records	5 years (Ontario regulatory requirement)

After the retention period, information is securely destroyed or anonymized unless legal obligations require longer retention.

6. Accuracy of Personal Information

We take reasonable steps to ensure that personal information we maintain is accurate, complete, and up-to-date. You are responsible for keeping your submitted information accurate.

If you believe your personal information is inaccurate or incomplete, please contact us and we will correct or update it.

7. Safeguards – Protection of Personal Information

Personal information must be protected by appropriate security measures relative to the sensitivity of the information.[web:51]

Technical Safeguards:

• SSL/TLS encryption for data transmitted over the internet
• Secure storage of application forms and files
• Restricted access to personal information (authorized staff only)
• Regular security monitoring

Administrative Safeguards:

• Trained staff with confidentiality obligations
• Access controls based on need-to-know basis
• Confidentiality agreements with employees and service providers
• Incident response procedures

Physical Safeguards:

• Secure storage of physical documents
• Restricted access to paper files and records

Limitations: While we implement reasonable security measures, no method of transmission or storage is 100% secure. We cannot guarantee absolute security of your information.

8. Openness – Your Right to Know

We are committed to being open and transparent about our privacy practices. This Privacy Policy explains in detail:

• What personal information we collect
• Why we collect it
• How we use, disclose, and protect it
• Your rights regarding your information
• How to contact us with questions or concerns

This information is publicly available on our website. You may contact us at any time for additional information about our privacy practices.

9. Individual Access – Your Right to Your Information

Upon request, you have the right to know:

• Whether we hold personal information about you
• What personal information we hold
• How we use and disclose your information
• To whom we have disclosed your information

You can request access to your personal information by contacting us at the information provided in Section 15 below. We will respond within 30 days or as required by law.

We may ask you to provide proof of identity before granting access to your information.

10. Challenging Compliance – Your Right to Correct or Delete

You have the right to challenge the accuracy and completeness of your personal information and have it amended or deleted as appropriate.

You can request corrections or deletion by contacting us. We will inform you of any reasons why we cannot comply with your request (such as legal retention obligations).

Subject to legal and contractual requirements, you may also refuse or withdraw your consent to certain collection, use, or disclosure purposes at any time by contacting us. If you withdraw consent, you acknowledge that we may not be able to provide or continue to provide certain Services.

11. Data Breach Notification

In the event of a data breach involving your personal information that poses a risk of harm:

• We will notify you without undue delay
• We will provide details about what information was affected
• We will explain steps we are taking in response
• We will report to the Office of the Privacy Commissioner of Canada if required by law
• We will recommend protective measures you can take

12. Children’s Information and Privacy

BeyondCrayons recognizes that information about children is highly sensitive. We collect child information (name, age, health details, special needs) only for the specific purpose of facilitating childcare matching.

Parents and legal guardians have the right to:

• Know what information we hold about their child
• Request access to their child’s file
• Request correction of inaccurate information
• Request deletion of information when no longer needed
• File a complaint regarding our handling of child information

If we become aware that we have collected personal information from a child without proper parental consent, we will take steps to delete that information promptly.

13. Third-Party Links and Social Media

Our website may contain links to third-party websites and social media pages. We are not responsible for the privacy practices of these websites.

Any personal information posted, used, or disclosed on Facebook, Twitter, LinkedIn, Instagram, YouTube, or other social networking pages or sites is subject to that website’s privacy policy, and is not subject to this Privacy Policy.

We encourage you to review the privacy policies of any third-party websites before providing them with your personal information.

14. Email Communications and CASL Compliance

We may send you updates about available Services, new providers, or changes to our Service. You can opt out of marketing communications at any time.

In compliance with Canada’s Anti-Spam Legislation (CASL), all marketing emails include:

• Clear identification that the message is from BeyondCrayons
• Valid contact information
• A simple mechanism to unsubscribe

To opt out of email communications, you may:

• Click “unsubscribe” in any email we send
• Contact us at privacy@beyondcrayons.ca
• Update your communication preferences

Note: You may still receive transactional and service-related communications even if you opt out of marketing emails.

15. Changes to This Privacy Policy

We reserve the right to change or replace this Privacy Policy at our sole discretion at any time. We will notify you of material changes by:

• Posting the updated policy on our website with a new “Last Updated” date
• Sending email notification to users with active accounts or applications on file

Please check back from time to time to ensure you are aware of any updates or changes to this Privacy Policy.

Your continued access or use of our website after any such changes constitutes your acceptance of the Privacy Policy as revised.

16. Your Consent to This Privacy Policy

By using our website and Services and providing us with your personal information, you agree that we may collect your personal information and you voluntarily consent to the collection, use, disclosure, and transfer of your personal information in accordance with this Privacy Policy.

If you do not agree with any terms of this Privacy Policy, please do not use our website or Services or provide us with any personal information.

If you do not understand the nature, purpose, and consequences of us collecting, using, and disclosing your personal information, please contact us so we can address your questions or concerns.

17. How to Contact Us

We welcome your feedback and questions about privacy. You can contact us by:

BeyondCrayons
Licensed Home Daycare Agency
Email: privacy@beyondcrayons.ca
Phone: [Your Phone Number]
Mailing Address: [Your Full Address], Halton Hills, Ontario
Website: beyondcrayons.ca

If Your Concern Is Not Resolved

If your concern or complaint is not resolved to your satisfaction, you can contact our Privacy Officer, who will investigate your concern and try to resolve it. 

You can also file a complaint with:

Office of the Privacy Commissioner of Canada
30 Victoria Street
Gatineau, Quebec K1A 1H3
Phone: 1-800-282-1376
Website: https://www.priv.gc.ca
Email: info@priv.gc.ca

Implementation Notes

Applicable Jurisdiction: Ontario, Canada
License Status: Licensed home daycare agency
Date Created: January 21, 2026

Before Publishing:

1. Update placeholders:
   • Replace [Your Phone Number] with your actual phone number
   • Replace [Your Full Address] with your complete business address
2. Have a lawyer review:
   • Have a lawyer licensed in Ontario review this policy before posting
   • Ensure it aligns with any contracts or agreements you have
3. Post on your website:
   • Add a link to this policy in your website footer
   • Make it easily accessible from your main pages
4. Keep records:
   • Maintain records of when this policy was posted
   • Document any updates or changes
5. Comply with PIPEDA:
   • Designate a Privacy Officer responsible for compliance
   • Train staff on privacy obligations
   • Maintain documentation of privacy practices

By using BeyondCrayons or submitting information through our website, you acknowledge that you have read and understood this Privacy Policy.