Effective Date: May 22, 2025

A Daycare on A Farm LLC, doing business as Whispering Willow Daycare and Farm School ("Daycare," "School," "we," "us," or "our"), is committed to protecting the privacy of our students, their families, and visitors to our website www.Whisperingwillowdaycare.com (the "Website"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information and the information of your child(ren) when you enroll them in our programs, visit our facility, or use our Website.

Please read this privacy policy carefully. If you do not agree with the terms of this privacy policy, please do not enroll your child in our programs, use our services, or access our Website.

1. Information We Collect

We may collect information about you and your child(ren) in a variety of ways. The information we may collect includes:

a. Personal Information of Children:

• Name, date of birth, gender
• Home address and contact information (if different from parent/guardian)
• Photographs and videos (with explicit consent)
• Developmental records, observations, and progress reports
• Allergy information, dietary restrictions, and other health-related information necessary for care and safety
• Emergency contact information for individuals other than parents/guardians

b. Personal Information of Parents/Guardians:

• Names, home addresses, email addresses, telephone numbers
• Employment information (sometimes required for subsidy or emergency contact)
• Government-issued identification (for verification purposes, in some instances)
• Custody agreements or court orders relevant to the child's care and pick-up authorizations

c. Health Information (Children):

• Immunization records
• Information about medical conditions, allergies, medications, and special healthcare needs
• Physician's contact information
• Emergency medical authorizations
• Accident/incident reports

d. Payment and Billing Information:

• Names on credit/debit cards, billing addresses
• Bank account information for direct debits (if applicable)
• Payment history

e. Website Usage Data (if applicable):

• If you use our Website, information our servers automatically collect, such as IP address, browser type, operating system, access times, and pages viewed.
• Information collected through cookies and similar tracking technologies (please see our cookies policy for details).

f. Communication Records:

• Records of emails, phone calls, and other communications with you.
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2. How We Collect Information

We collect information:

• Directly from you (Parents/Guardians): During the enrollment process, through forms you complete, and in our ongoing communications.
• Through Observation: Our staff observe and document children's development and activities as part of our educational program.
• Automatically (Website): If you use our Website, some data may be collected automatically via cookies and server logs.
• From Authorized Third Parties: With your explicit consent, we may collect information from previous childcare providers, healthcare professionals, or other relevant parties (e.g., therapists).
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3. How We Use Your Information and Your Child's Information

We use the information we collect for purposes including:

• Providing Childcare and Educational Services:
  
  • To provide a safe, nurturing, and educational environment for your child.
  • To plan and implement age-appropriate curriculum and activities.
  • To monitor and support your child's development and well-being.
  • To manage daily operations, including attendance and meal planning.
• Health and Safety:
  • To ensure the health and safety of all children in our care.
  • To administer medication (with authorization) and respond to medical emergencies.
  • To accommodate allergies and dietary needs.
  • To maintain legally required health records.
• Communication:
  • To communicate with you about your child's progress, daily activities, incidents, and important school updates.
  • To respond to your inquiries and requests.
  • To send newsletters, event invitations, and other school-related information.
• Administrative and Billing Purposes:
  • To manage enrollment and maintain student records.
  • To process tuition payments and manage billing.
  • To comply with licensing, regulatory, and legal requirements.
• Improving Our Services:
  • For internal record-keeping and administrative purposes.
  • To assess and improve the quality of our programs and facilities.
  • For staff training and development.
• Website Operation (if applicable):
  • To operate and maintain our Website.
  • To analyze Website usage to improve user experience.
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4. How We Share Your Information and Your Child's Information

We are committed to maintaining the confidentiality of your and your child's information. We do not sell or rent personal information. We may share information in the following limited circumstances:

• With Your Explicit Consent: We will share information when you have given us clear permission to do so (e.g., sharing progress reports with a specialist, using photos for promotional materials).
• Service Providers: We may share information with third-party vendors, consultants, and other service providers who perform services on our behalf and require access to such information to do that work (e.g., payment processors, emergency alert systems, educational software providers). These providers are contractually obligated to protect the information and use it only for the purposes for which it was disclosed.
• Emergency Situations: If we believe it's necessary to protect the vital interests (health and safety) of your child, other children, our staff, or others, we may share information with medical personnel, emergency services, or law enforcement.
• Legal and Regulatory Requirements: We may disclose information if required to do so by law or in the good faith belief that such action is necessary to:
  • Comply with a legal obligation or government request (e.g., licensing agencies, child protective services).
  • Protect and defend our rights or property.
  • Prevent or investigate possible wrongdoing in connection with our Services.
• Business Transfers: In the event of a merger, sale, or acquisition of all or a portion of our assets, information may be transferred as part of that transaction, subject to the commitments made in this Privacy Policy.
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5. Data Security

We implement reasonable administrative, technical, and physical security measures designed to protect the security of any personal information we process. These measures include [Briefly describe some measures, e.g., secure storage of physical files, password protection for digital files, staff training on data privacy, access controls].

However, please be aware that despite our efforts, no security measures are perfect or impenetrable, and no method of data transmission can be guaranteed against any interception or other type of misuse.

6. Data Retention

We will retain your and your child's personal information for as long as necessary to fulfill the purposes for which it was collected, while your child is enrolled, and for a period thereafter as required by applicable laws and regulations (e.g., licensing requirements for record-keeping) or as necessary for legitimate business purposes.

7. Your Rights and Choices (Parental Rights)

As a parent or legal guardian, you have certain rights regarding your child's personal information and your own. Subject to applicable law, these may include the right to:

• Access: Request access to the personal information we hold about you and your child.
• Review and Correction: Review and request correction of any inaccurate or incomplete personal information.
• Deletion: Request the deletion of personal information, subject to certain exceptions (e.g., legal or regulatory retention requirements).
• Restrict Processing: Request that we limit the use of your or your child's personal information in certain circumstances.
• Withdraw Consent: Withdraw any consent you have previously provided (e.g., for use of photographs). This will not affect the lawfulness of processing based on consent before its withdrawal.
• Opt-out of Certain Communications: You may opt-out of receiving non-essential communications (e.g., promotional materials) from us.

To exercise these rights, please contact us using the information provided below. We will respond to your request in accordance with applicable law. We may require you to verify your identity before we can process your request.

8. Children's Privacy 

Protecting the privacy of young children is especially important.

• Collection: We collect information about children directly from parents/guardians and through our staff's observations in the course of providing care and education. If our Website is used by children (which is generally not intended for unsupervised use by young children), we comply with the Children's Online Privacy Protection Act (COPPA) and other applicable laws.
• Parental Consent: We obtain verifiable parental consent before collecting, using, or disclosing personal information from children, as required by law, particularly for online activities if applicable. For enrollment and care, consent is obtained through our enrollment agreements.
• Use and Disclosure: Children's information is used primarily to provide our daycare and educational services and ensure their safety and well-being. We limit the disclosure of children's personal information as outlined in Section 4.
• Parental Access and Control: Parents/guardians have the rights outlined in Section 7 regarding their child's information.

9. Third-Party Links (if applicable to Website)

Our Website may contain links to other websites. We are not responsible for the privacy practices or the content of such other websites. We encourage you to read the privacy statements of any other website that collects personally identifiable information.

10. Changes to Our Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on our Website (if applicable) and/or by providing direct communication to enrolled families (e.g., via email or a notice at our facility). We will update the "Effective Date" at the top of this Privacy Policy. Your continued use of our services after any modification to this Privacy Policy will constitute your acceptance of such modification.

11. Governing Law

This Privacy Policy shall be governed by and construed in accordance with the laws of the State of [Specify State, e.g., Oklahoma], United States, without regard to its conflict of law provisions.

12. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:

A Daycare on A Farm LLC DBA/ Whispering Willow Daycare and Farm School 

Address: 1600 W Elm St, El Reno, OK 73036

Email: info@whisperingwillowdaycare.com

website: www.whisperingwillowdaycare.com

Attn: Privacy Compliance Officer / Director