Last updated: July 10, 2026
This Privacy Policy describes how Little Oaks Child Care Centre & Montessori ("Little Oaks", "we", "us") collects, uses, and protects information through the Little Oaks Parent Portal (the "Portal") — the application enrolled families use to view their children's information and watch the centre's live room cameras.
1. Information we collect
We collect only what's needed to run the Portal for enrolled families:
- Guardian account information: name, email address, phone number, and mailing address.
- Child information: your enrolled child's name, date of birth, room assignment, and enrollment dates.
- Live camera footage: video from the centre's room cameras, available to consenting, entitled guardians while viewing the Portal. We do not record or store this video ourselves.
- Billing information: subscription and invoice records for optional paid services (see Section 4). Payment card details are handled entirely by our payment processor — we never receive or store your card number.
- Sign-in information: if you choose to sign in with Google or Apple, we receive your name and email address from that provider to match you to your guardian account. We never receive your Google or Apple password.
- Technical information: IP address and timestamp when you accept the camera-access consent terms, and standard access logs.
2. How we use information
- To operate your account and show you your enrolled children's information.
- To provide live camera access to consenting, entitled guardians.
- To bill for optional paid services you've opted into, and to process payments through our accounting provider.
- To communicate with you about your account, enrollment, and billing.
- To maintain the security and integrity of the Portal, including audit records of consent, account changes, and access.
We do not sell your information, and we do not use it for advertising.
3. Live camera streams
Room cameras let enrolled guardians see their children during centre hours. Access requires an active guardian account, acceptance of our camera-access consent terms, and (where billing applies) an active subscription. Camera footage is streamed directly and is not recorded, downloaded, or retained by the Portal. Please do not record, screenshot, or share footage of children other than your own.
4. Third-party services
The Portal relies on a small number of third-party services to operate:
- Payment processing: subscription billing and invoicing for optional services is handled by our accounting provider (Wave). Wave's own privacy policy governs how they handle payment information.
- Sign-in providers: if you choose "Sign in with Google" or "Sign in with Apple," those providers authenticate your identity on our behalf. We only receive the minimum information needed (name, email) — we do not receive your credentials with either provider.
- Infrastructure: the Portal runs on hosting and email-delivery infrastructure needed to operate the service reliably.
5. Data security
Personal information is encrypted at rest, including names, contact details, children's information, and consent records. Access to guardian and child information is restricted to authorized centre staff. Live camera streams are gated by an access-control check on every request, so a guardian's access can be revoked instantly if needed.
6. Data retention
We retain guardian and child information for as long as your family is enrolled with the centre, and for a reasonable period afterward as required for our records and legal obligations. Consent and audit records are retained as part of our compliance history.
7. Children's privacy
The Portal is intended for use by parents and legal guardians, not directly by children. Children's information appearing in the Portal (name, date of birth, room, camera footage) is provided and managed by centre staff and the enrolling guardian, not collected directly from children.
8. Your rights
You can review and update your own contact information at any time from your profile page. To request a copy of, correction to, or deletion of your information, or if you have any privacy question, contact us using the details below.
9. Changes to this policy
We may update this policy from time to time. We'll post the updated version here with a new "Last updated" date.
10. Contact us
Little Oaks Child Care Centre & Montessori
68 Alexandra Avenue, Waterloo, Ontario
(519) 886-9110
hello@littleoakswaterloo.ca