Privacy Policy — Beacons’ Early Learning Collective (BEL-C)
Contact: admin@beaconselcollective.ca
Commitment to Privacy
Beacons’ Early Learning Collective (BEL-C) (“we”, “our”, or “us”) is committed to protecting the privacy, security, and confidentiality of every child, family, staff member, and partner who interacts with our programs and services. We treat all personal information entrusted to us with care, transparency, and respect.
This Privacy Policy applies to BEL-C and all affiliated programs and subsidiaries, including but not limited to BEL-Haven, BEYOND Learning Hub, The Learning Hub, HomeRoots, and BEY Talent. It applies to all affiliates — past, present, and future — regardless of where they operate. BEL-C adheres to the Personal Information Protection and Electronic Documents Act (PIPEDA) and relevant provincial privacy legislation in Canada.
Scope of this Policy
This Policy explains how BEL-C and its affiliates collect, use, disclose, and protect personal information obtained through our programs, services, and websites, including:
- Program registrations, tutoring, or childcare enrolments
- Employment, contractor, and volunteer applications
- Online and in-person communications
- Financial transactions, payments, and receipts
- Marketing, surveys, and outreach initiatives
By engaging with any BEL-C service, you agree to the collection and use of your personal information as outlined in this Policy.
Information We Collect
- Personal details: names, contact information, and dates of birth
- Emergency and health details: allergies, authorized pick-ups, emergency contacts (for children)
- Employment or volunteer data: résumés, certifications, references, payroll or contract details
- Program participation: attendance, progress records, feedback, permissions, and media consent
- Financial details: payment information, transaction history, invoices, receipts
- Communication records: emails, online forms, and phone or text correspondence
Purpose of Collection
We collect personal information solely to support our educational and operational goals. These include:
- Delivering and improving educational, childcare, and enrichment programs
- Ensuring participant safety, wellness, and program quality
- Administering enrolments, payroll, and human-resources functions
- Maintaining communication with families, partners, and staff
- Meeting legal, licensing, and reporting obligations
- Supporting staff development and service evaluation across BEL-C
Consent
By providing personal information, you consent to its collection, use, and disclosure as described in this Policy. You may withdraw or modify consent at any time, subject to legal or contractual obligations that may require continued retention of certain records.
Limiting Collection, Use, and Retention
BEL-C collects only the information necessary for identified purposes. Personal information is used strictly for those purposes and retained only for as long as required by law, funding, or operational need. After that, it is securely deleted or anonymized. BEL-C does not sell, rent, or trade personal information under any circumstance.
Data Protection and Security
We employ layered physical, organizational, and digital safeguards to protect personal information from unauthorized access, use, or disclosure, including:
- Password-protected and access-controlled systems
- Encrypted databases and secure cloud-based file storage
- Confidentiality agreements for all staff, educators, and contractors
- Regular staff training on privacy, records management, and digital security
Third-Party Service Providers
BEL-C and its affiliates may use trusted third-party platforms to deliver or enhance services — for example: ProCare, JotForm, Google Workspace, Zoom, QuickBooks, Canva, and Asana. Each third-party provider operates under its own privacy policy and is contractually required to handle data consistent with applicable privacy standards and BEL-C’s expectations.
Accuracy and Accountability
BEL-C strives to maintain accurate, current, and complete personal information. Our designated Privacy Officer is responsible for ensuring compliance with privacy laws, addressing questions or concerns, and promoting a culture of accountability within all BEL-C programs.
Your Rights
You have the right to:
- Request access to your personal information held by BEL-C
- Ask for corrections or updates to inaccurate information
- Withdraw consent for optional uses, such as marketing communications
- File a question or complaint about our privacy practices
Requests or concerns may be directed to our Privacy Officer at admin@beaconselcollective.ca.
Openness and Transparency
We are committed to being transparent about how personal information is handled. This Policy is available at all times through our websites, enrolment materials, and administrative offices. BEL-C will respond promptly to privacy-related inquiries and will make additional details about our practices available upon request.
Policy Updates
This Privacy Policy may be revised from time to time to reflect changes in law, technology, or organizational practices. The most current version will always appear on the BEL-C website. Continued engagement with BEL-C services following such updates constitutes acceptance of the revised Policy.
Contact Information
Privacy Officer
Beacons’ Early Learning Collective (BEL-C)
📧 admin@beaconselcollective.ca
🌐 www.beaconselcollective.ca
BEL-C values the trust of every family, learner, educator, and partner. We handle all personal information with integrity, transparency, and care across all BEL-C programs and affiliates — past, present, and future — without limitation by location.