Privacy Policy

This Privacy Policy explains how Handled With Care Childcare ("we," "us," or "our") collects, uses, shares, and protects personal information provided by families, staff, and visitors through our website, enrollment systems, and communications (collectively, the "Services"). By enrolling with your child, using our website, or communicating with us, you agree to the terms described in this Privacy Policy. 

1. Information We Collect 

We collect personal information to provide high-quality childcare services and comply with state and licensing regulations. 

a. Information You Provide 

Parent and guardian details: names, addresses, phone numbers, and email addresses. 

Child information: name, date of birth, medical information, allergies, emergency contacts, and authorized pick-up persons. 

Enrollment and billing details: information submitted through our registration forms or Brightwheel, including payment details (ACH, debit/credit). 

Health and safety records: immunization forms, incident reports, and consent documents. 

Any other information provided through our forms, surveys, or communication with staff. 

b. Automatically Collected Information 

Website usage data: pages visited, time spent, browser type, and device information. 

Brightwheel usage data: check-in/check-out times, attendance logs, and messages for operational purposes. 

Cookies and similar tracking technologies: used on our website to improve functionality and user experience. 

2. How We Use Your Information 

We use collected information to: 

Deliver and improve our childcare services. 

Maintain accurate child and family records. 

Process tuition and billing through Brightwheel. 

Communicate with parents and guardians about schedules, updates, and emergencies. 

Comply with local and state childcare licensing requirements. 

Provide reports, receipts, and necessary documentation for families. 

Ensure health and safety standards are met for all children. 

We do not sell or rent personal information to third parties. 

3. Sharing Your Information 

We may share information only when necessary to support our childcare operations: 

With service providers who assist us in payment processing (e.g., Brightwheel, financial institutions). 

With regulatory agencies when required by law, such as for inspections or compliance reporting. 

With emergency responders or healthcare professionals in the event of a medical emergency. 

With authorized caregivers listed by the parent or guardian. 

We will never share information for marketing or unrelated third-party use. 

4. Cookies and Tracking Technologies 

Our website may use cookies to help improve your browsing experience. Cookies allow us to: 

Track page performance and user experience. 

Remember preferences for returning visitors. 

Analyze anonymous site usage to make improvements. 

You can adjust your browser settings to disable cookies if desired, though some website features may not function properly. 

5. Data Retention 

We retain child and family records as required by the Pennsylvania Department of Human Services (DHS) for compliance and auditing purposes. 

Other personal information is kept only as long as necessary to provide services or meet legal obligations. When no longer required, records are securely deleted or destroyed. 

6. Security 

We take data protection seriously. All sensitive records are stored securely and accessible only to authorized staff. 

Brightwheel’s platform uses encryption and secure authentication. 

Paper records are stored in locked filing systems. 

Staff are trained in confidentiality and privacy policies. 

While we maintain strict safeguards, no online system is entirely risk-free, and parents acknowledge that some level of inherent risk exists with electronic communications. 

7. Your Rights 

Families have the right to: 

Access and review the personal information we maintain about their child. 

Request corrections to inaccurate or outdated records. 

Request that certain information be deleted (when legally allowable). 

Opt out of non-essential communications, such as newsletters or marketing emails. 

Requests can be made by contacting us directly via the information provided below. 

8. Children’s Privacy 

Our services are intended for children under direct care with parent or guardian consent. 

We do not collect data from children online or through the website without parental authorization. 

All communication through Brightwheel or other tools is directed to parents or guardians. 

9. Data Transfers 

All information collected through Brightwheel and our internal systems is stored within the United States. 

We do not transfer data internationally. 

10. Updates to This Policy 

We may update this Privacy Policy from time to time to reflect operational or legal changes. 

Revisions will be posted on our website with an updated “Last Updated” date, and families will be notified via Brightwheel or email if changes are significant. 

11. Contact Us 

If you have questions or concerns about this Privacy Policy or how your data is handled, please contact us: 

Handled With Care Childcare 

📍 925 State Street, Erie, PA 16501 

📞 +1 (814) 453-7777 

✉️ [email protected]