PRIVACY POLICY

Little Shepherd Preschool

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Effective Date: July 2026 Last Updated: July 2026

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1. INTRODUCTION

Little Shepherd Preschool ("we," "us," "our," or "the Preschool"), a ministry of the Church of the Good Shepherd United Methodist Church, located at 5 West Washington Street, Oswego, Illinois 60543, takes the privacy and security of the families we serve very seriously. This Privacy Policy explains how we collect, use, protect, and share information about children in our care, their parents/guardians, and authorized pickup persons.

This Privacy Policy applies to:

• Information collected through our website (littleshepherdps.com and goodshepherdoswego.org)

• Information collected during the enrollment process

• Information collected through our childcare management software

• Information collected via text message communications (SMS)

• Information collected in-person or by phone

By enrolling your child at Little Shepherd Preschool, you acknowledge that you have read and understand this Privacy Policy.

2. COMPLIANCE WITH FEDERAL AND STATE LAW

Little Shepherd Preschool complies with the following laws and regulations:

• Family Educational Rights and Privacy Act (FERPA) – Protects educational records of children in our care

• Children's Online Privacy Protection Act (COPPA) – Protects children under 13 from online data collection

• Application-to-Person 10-Digit Long Code (A2P 10DLC) – Governs SMS text messaging to parents

• Illinois Childcare Licensing Standards (89 Ill. Admin. Code, Part 407) – State requirements for childcare centers

• Illinois Department of Early Childhood (IDEC) – Rules and regulations for licensed preschool programs

• Telephone Consumer Protection Act (TCPA) – Governs telemarketing and automated messages

• Illinois Biometric Information Privacy Act (BIPA) – If applicable to any biometric collection

All information collected is used exclusively for the benefit of the child and family, in accordance with these laws.

3. TYPES OF INFORMATION WE COLLECT

3.1 Information About Your Child

We collect the following information about each child enrolled:

• Personal Information: Legal name, date of birth, gender, photograph, allergies, dietary restrictions

• Health Records: Immunization records, medical history, medications, health care provider information, emergency medical authorization forms

• Development & Learning: Developmental assessments, learning progress notes, behavioral observations, photos and videos of classroom activities

• Enrollment Information: Current enrollment status, class assignment, hours of attendance, pickup authorization forms

• Subsidy Information: If applicable, subsidy program information and verification documents

• Accident/Incident Reports: Documentation of any accidents, injuries, or incidents at the preschool

• Billing Information: Tuition balance, payment history, subsidy payment status

3.2 Information About Parents/Guardians

We collect the following information about parents and guardians:

• Contact Information: Full name, home address, phone numbers, email addresses

• Employment Information: Employer name and contact information for emergency purposes

• Emergency Contacts: Names, relationships, and phone numbers of authorized emergency contacts

• Consent & Authorization Forms: Signed documentation for field trips, photographs, emergency medical care, and activity participation

• Payment Information: Billing address, payment method information (processed through secure third-party payment systems)

• Communication Preferences: Preferred method and frequency of communication

3.3 Communication Information

We collect information related to your consent to receive text messages from Little Shepherd Preschool, including:

• Mobile Phone Number: Phone number you provide for text message communications

• Opt-In Consent: Records of your consent to receive SMS messages

• Message Preferences: Communication frequency and content preferences

• Engagement Data: Whether you open and respond to messages (technical data only)

4. HOW WE COLLECT INFORMATION

4.1 Active Collection

We actively collect information by asking you to:

• Complete enrollment forms and applications

• Sign consent and authorization documents

• Provide emergency contact information

• Share health and medical documentation

• Provide written authorization for photographs and videos

• Opt-in to text message communications

• Provide payment and billing information

4.2 Passive Collection

We collect information passively through:

• Attendance tracking and sign-in/sign-out systems

• Classroom observations and incident documentation

• Photographs and videos taken during classroom activities and events

• Website usage (IP addresses, browser type, pages visited)

• Email communications with staff

4.3 Third-Party Sources

We may receive information from:

• Licensed medical professionals (if health concerns arise)

• Licensed social workers or child protective services (if required by law)

• Other educational or healthcare providers (with written parental consent)

• Government agencies (IDEC, DCFS) during licensing inspections

5. HOW WE USE YOUR INFORMATION

We use the information we collect exclusively for the following purposes:

5.1 Educational & Care Purposes

• Providing quality preschool and childcare services

• Tracking your child's health, safety, and developmental progress

• Creating individualized learning plans and activity recommendations

• Communicating daily activities, photos, and progress reports to parents

• Maintaining health and safety records required by IDEC and Illinois law

• Managing attendance, enrollment, and scheduling

5.2 Communication Purposes

• Sending reminders about class schedules, holidays, and closures

• Notifying parents of school announcements, events, and parent-teacher conferences

• Communicating about billing, payments, and account status

• Sharing daily classroom photos, videos, and progress updates

• Responding to parent inquiries and requests

5.3 Administrative & Legal Purposes

• Managing enrollment records and licensing compliance

• Processing tuition payments and subsidy reimbursement

• Complying with local, state, and federal regulations

• Maintaining compliance with IDEC licensing requirements

• Responding to government agencies or legal requests

5.4 Safety & Emergency Purposes

• Responding to medical emergencies

• Contacting emergency contacts if needed

• Documenting accidents or incidents

• Communicating with emergency services if necessary

• Conducting wellness checks or follow-ups

6. THIRD PARTIES & DATA SHARING

6.1 We DO NOT Share Your Information With Third Parties for Marketing

Little Shepherd Preschool maintains strict privacy policies, ensuring that personal information of our families is not shared, sold, rented, released, or traded to third parties for marketing purposes or for any use other than the essential functions of the Preschool.

Specifically, we DO NOT share:

• Mobile phone numbers for marketing or promotional purposes

• Email addresses with unrelated organizations

• Children's names or photos with third parties for marketing

• Payment information with anyone except payment processors

• Health records with anyone except healthcare providers or as legally required

6.2 Service Providers We Use

We may share limited information with trusted service providers who assist us in operating our business:

Service ProviderPurposeInformation Shared

Childcare Management Software (e.g., Illumine, Playground)Enrollment, billing, communication, attendance trackingName, age, contact info, photos (only what you authorize)

Payment Processor (e.g., Stripe, PayPal)Processing tuition paymentsBilling address, payment method (never credit card details)

SMS Service Provider (e.g., Twilio)Sending text messages to parentsMobile phone number, message delivery confirmation

Cloud Storage ProviderSecure document storage and backupEncrypted educational and health records

Email Service ProviderSending newsletters and announcementsEmail address only

All service providers are contractually obligated to:

• Use information only for the specific purpose agreed upon

• Maintain confidentiality and security of all information

• Not share information with other third parties

• Comply with FERPA, COPPA, and A2P 10DLC requirements

• Delete information when services end

6.3 Legal Requirements to Disclose Information

We may be required to disclose information in the following circumstances:

• Child Safety: If we believe a child is in danger or being abused

• Law Enforcement: If required by subpoena, court order, or legal process

• Government Agencies: To Illinois Department of Early Childhood (IDEC) or Department of Children and Family Services (DCFS) during licensing inspections or investigations

• Health & Safety: To medical professionals or emergency services in case of medical emergencies

• Child Protective Services: If abuse or neglect is suspected

• License Verification: To verify our licensing status with state agencies

In all cases where we're legally required to share information, we will do so only to the extent required by law.

7. PHOTOGRAPHY, VIDEO, AND IMAGE USAGE

7.1 Consent for Photos and Videos

We take photographs and videos of children during classroom activities, special events, and field trips to document their learning and development.

We will NOT photograph or video your child without your written, signed consent.

When you enroll, you will be asked to complete a Photography & Media Consent Form indicating:

• Whether you authorize photography and video recording of your child

• Whether images can be used in classroom activities (e.g., learning portfolios)

• Whether images can be shared with parents via our management software

• Whether images can be displayed in the preschool classroom or on our private parent portal

• Whether images can be used in promotional materials (optional)

7.2 Use of Photos & Videos

Authorized Uses (with your consent):

• Daily classroom activity documentation in our management software

• Private parent portal (parents only can view their child)

• In-classroom displays (preschool only)

• End-of-year memory books or videos for families

• Staff training purposes

Prohibited Uses (without additional written consent):

• Public websites or social media

• Marketing materials or advertisements

• Sale or distribution to third parties

• Any use outside the preschool setting

7.3 Managing Your Preferences

You may update your photography preferences at any time by contacting us in writing. We will honor new preferences going forward.

8. TEXT MESSAGE (SMS) COMMUNICATIONS & A2P 10DLC COMPLIANCE

Little Shepherd Preschool uses text messaging (SMS) to send parents important notifications about class schedules, billing reminders, event announcements, and daily updates.

8.1 Consent to Receive Text Messages

Text message opt-in is optional and separate from enrollment.

To receive text messages from Little Shepherd Preschool, you must:

1. Provide your mobile phone number through our enrollment or management software form

2. Check the SMS opt-in checkbox on the form (the checkbox cannot be pre-selected and is not required to enroll)

3. Review and accept this Privacy Policy and our Terms & Conditions

4. Understand the message frequency and content (described below)

By providing your mobile phone number and checking the SMS opt-in box, you give us permission to send you text messages about your child's class, billing, events, and announcements.

8.2 Types of Text Messages

We will send text messages for:

• Class Schedules & Closures: Notification of holiday closures, weather closures, or schedule changes

• Billing Reminders: Payment due reminders and account status notifications

• Event Announcements: Information about class events, parent-teacher conferences, or field trips

• Daily Updates: Optional classroom activity updates and photos (if selected)

• Safety Alerts: Emergency notifications or important safety information

Estimated Frequency: 2-5 messages per week during the school year; fewer messages during breaks

8.3 Text Message Opt-Out

You can opt out of text messages at any time with no penalty.

To stop receiving text messages, simply:

• Reply STOP to any text message you receive from us

• Contact us directly at 630-554-3269 or littleshepherdps@sbcglobal.net to request removal

Once we receive your opt-out request, we will stop sending you text messages within one business day. If you opt out, you can still enroll your child, but you will receive important updates via email or phone call instead.

8.4 Message & Data Rates

Message and data rates may apply depending on your mobile service plan. We recommend checking with your mobile carrier about text message rates. Standard message and data rates may apply.

8.5 Text Message Compliance

Text messages sent by Little Shepherd Preschool comply with all federal regulations including:

• Telephone Consumer Protection Act (TCPA) – All messages include opt-out information

• A2P 10DLC Standards – All messages come from verified business numbers

• Industry Best Practices – All messages include clear identification of the sender

Every text message will include:

• Identification that the message is from Little Shepherd Preschool

• Instructions on how to reply STOP to opt out

• Link to this Privacy Policy and Terms & Conditions

9. DATA SECURITY & PROTECTION

9.1 Security Measures

Little Shepherd Preschool implements the following security measures to protect information:

• Physical Security: Enrollment records and health documents are stored in locked filing cabinets with limited staff access

• Digital Security: Childcare management software uses industry-standard encryption and password protection

• Staff Training: All staff members receive training on data privacy and confidentiality requirements

• Limited Access: Only staff members with a legitimate educational interest have access to student records

• Secure Communication: Email communications are sent using secure, encrypted channels

• Regular Updates: Software and systems are kept current with security patches

• Incident Response: We have procedures in place to respond to any unauthorized access or data breach

9.2 Data Breaches

In the unlikely event of a data breach involving personal information, we will:

1. Notify affected families within 30 days of discovery

2. Provide information about what information was compromised

3. Explain what steps we are taking to prevent future breaches

4. Provide contact information for questions

9.3 Data Retention

We retain information according to the following schedule:

• Enrollment Records: Maintained while child is enrolled + 7 years after (per Illinois law)

• Health Records: Maintained while child is enrolled + 7 years after (per IDEC requirements)

• Billing Records: Maintained for 7 years (per tax/accounting requirements)

• Text Message Opt-In Records: Maintained for 10 years (per state law compliance)

• Photos/Videos: Deleted within 30 days of parent request or 5 years after enrollment ends

• Incident Reports: Maintained for 7 years

9.4 Data Deletion & Correction

You have the right to:

• Request deletion of your child's information (after enrollment ends, per legal requirements)

• Request correction of inaccurate information

• Request a copy of all information we maintain about your child

• Request that we stop using certain information

To exercise these rights, contact us in writing at:

Little Shepherd Preschool 5 West Washington Street Oswego, IL 60543 630-554-3269 littleshepherdps@sbcglobal.net

10. PARENTAL RIGHTS & ACCESS

10.1 Right to Inspect Records

Under FERPA, parents have the right to:

• Inspect and review all educational and health records maintained about their child

• Request copies of any records (fees may apply for copying)

• Request correction of inaccurate or misleading information

• Request that the school add a statement to the record if we refuse to correct it

10.2 Request Process

To request access to your child's records:

1. Submit a written request to the Preschool Director

2. Include your name, child's name, and the specific records requested

3. Allow 10 business days for the request to be processed

4. Records will be provided in person during office hours or by mail

10.3 Right to Withhold Consent

You may withdraw consent for:

• Photographs and videos of your child

• Text message communications

• Use of your child's photo in promotional materials

• Emergency medical care (though this may affect enrollment)

To withdraw consent, provide written notice to the Preschool Director.

11. CHILDREN'S PRIVACY PROTECTIONS (COPPA & FERPA)

11.1 COPPA Compliance

Little Shepherd Preschool complies with the Children's Online Privacy Protection Act (COPPA):

• We do not knowingly collect personal information from children under 13 without parental consent

• All information about children is collected only from parents/guardians, not from the children themselves

• Parents must provide verifiable consent for collection of personal information

• We do not use persistent identifiers (cookies, trackers) for profiling or marketing to children

• Information about children is not shared with third parties for marketing purposes

• Parents can review, delete, or prevent further use of their child's information

11.2 FERPA Compliance

Little Shepherd Preschool complies with the Family Educational Rights and Privacy Act (FERPA):

• All educational and health records are protected and only accessed by staff with legitimate educational interest

• Records are not disclosed to third parties without written parental consent

• Parents have the right to inspect and review all records about their child

• The Preschool provides notice of parental rights under FERPA annually

• Information is only used for educational purposes related to the child's care and development

12. THIRD-PARTY LINKS & SERVICES

Our website may contain links to other websites or use third-party services (such as social media). We are not responsible for the privacy practices of third-party websites or services.

If you access Little Shepherd Preschool information through Facebook, Instagram, or other social media, those platforms' privacy policies apply to that information. We encourage you to review the privacy policies of any websites or services you use.

13. UPDATES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify families of any material changes by:

• Posting the updated policy on our website

• Sending an email notification to all enrolled families

• Providing printed copies at the preschool

Your continued enrollment after notification of changes constitutes acceptance of the updated Privacy Policy.

14. CONTACT US & QUESTIONS

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

Little Shepherd Preschool 5 West Washington Street Oswego, Illinois 60543

Email: hello@littleshepherdps.com Hours: Monday-Friday, 9:00 AM - 3:00 PM (Central Time)

Mailing Address for Privacy Requests: Little Shepherd Preschool Director 5 West Washington Street Oswego, IL 60543

We will respond to all privacy inquiries within 10 business days.

15. STATE & FEDERAL AGENCY CONTACT

If you have privacy concerns that we cannot resolve, you may contact:

Illinois Department of Early Childhood Phone: Questions.IDEC@illinois.gov Website: https://www2.illinois.gov/sites/edec/Pages/default.aspx

Federal Trade Commission (COPPA Compliance) Phone: 1-877-438-4338 Website: https://www.ftc.gov/coppa

16. ACKNOWLEDGMENT OF RECEIPT

Parents are required to acknowledge receipt and understanding of this Privacy Policy during the enrollment process. This acknowledgment will be kept in the child's file.

Last Updated: July 2026 Effective Date: July 2026

Little Shepherd Preschool is committed to protecting the privacy and security of families in our care. Thank you for trusting us with your child's care and education.