Privacy policy

Who we are

This website and the Renaissance Petite Academie early learning centre in Washington, DC are run by the Renaissance Center for Culture and Education (RCCE), a nonprofit organisation. In this policy, "we" and "us" mean RCCE.

This policy explains what personal information we collect when you apply to enrol your child and while your child is with us, why we collect it, who sees it, how we protect it, and the choices you have. We have tried to write it in plain language. If anything is unclear, please ask us.

What we collect

When you fill in the enrolment form we collect:

• About you: your name, email address, phone number, and how you are related to the child.
• About each child: their name, date of birth, the program you are interested in, the date you would like them to start, and anything you choose to tell us in the notes.
• Documents you upload, such as a birth certificate or immunization records.

If you create a family account we also keep your name, your email address and your password. Your password is stored in a scrambled form that nobody, including us, can read back. We keep a record of when you sign in so that we can keep your account safe.

Once your child is enrolled, our staff record information about their time with us. Depending on your child, this can include attendance and who collects them, meals, naps, diapering, mood and activities, allergies and other health needs, incident reports, medication given with your written authorisation, messages between you and our staff, notices we send you, absences you report, and photos (only when you have given permission).

When you use this website we also receive the network address of your device when you submit a form (we use it only to limit abuse), and basic error reports that help us fix problems.

If a registration fee applies, you pay it on our payment provider's own secure page. We never see or store your card number.

How we use it

We use the information to:

• review your application and get in touch with you about it;
• set up your child's record and your family account, and give you a one-time registration code;
• care for your child safely and keep you informed about their day;
• keep the records that the law and our licence require;
• keep this website and your account secure.

We do not sell your information, and we do not use it for advertising.

Who sees it and who we share it with

Only the people who need your information to do their job can see it. Our staff see what their role needs: for example, a staff member sees only the children of the rooms they look after, and a supervisor, who reviews applications, sees the records of every enrolled child. A parent or guardian sees only their own child, and we respect any custody restriction or court order we have on file.

We use a small number of service providers to run this website: for hosting and our database, for storing uploaded files, for sending email, for taking payments, and for finding and fixing errors. They may use your information only to provide that service to us.

We may share information when the law requires it, or when it is needed to protect a child's safety.

Children's information

We collect information about children only from their parents or guardians. Children do not use this website and do not have accounts. By accepting this policy when you submit the enrolment form, you confirm that you are the child's parent or legal guardian, or are authorised to act for them, and you agree to us using the information as described here.

We take and share photos of children only when a parent or guardian has given permission, and we stop when permission is withdrawn.

Your registration code

When we approve your child's place, we email you a one-time registration code. It works once, only with the email address we sent it to, and it expires. Please do not share it. We keep only an unreadable fingerprint of the code, not the code itself, and a code is never issued twice.

How long we keep it

We keep your information while your child is enrolled, and afterwards for as long as the law requires or as we need it to keep a proper record of the care we provided. When we no longer need it, we delete it or remove what identifies you.

How we protect it

• The connection between your device and this website is encrypted.
• Passwords are stored in a scrambled form.
• Uploaded documents are kept in private storage and opened only by authorised staff, through links that expire quickly.
• Access is limited by role, and staff sign in with a second step.
• We keep a record of who views or changes a child's record.

No system can be perfectly secure. If something goes wrong that affects your information, we will tell you as the law requires.

Cookies

We use only the cookies the website needs to work: to keep you signed in, to remember your language, and to remember whether you prefer the light or dark display. We do not use advertising or tracking cookies.

Your choices

You can ask us at any time to show you the information we hold about you and your child, to correct it, or to delete it. Some records we must keep by law, and we will tell you if that is the case. You can also withdraw permissions you have given, such as for photos.

To ask, contact us using the details below. We will answer as soon as we reasonably can.

Changes to this policy

If we change this policy in a way that matters, we will update the date above and, where appropriate, tell you. We keep a record of which version you accepted.

Contact us

• Contact page