Sweet Grass Child and Family Resource Centre
5615 101 Ave NW #210, Edmonton, Alberta T6A 3Z7
Last updated: September 20, 2026
About this policy
This policy explains what personal information Sweet Grass Child and Family Resource Centre collects through its website at sweetgrasscentre.org, why we collect it, how long we keep it, and the choices you have.
We are located in Alberta, Canada. We handle personal information in accordance with Alberta’s Personal Information Protection Act (PIPA) and Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA) where applicable.
What we collect through this website
We only collect information you type into a form. The website does not use cookies, analytics, advertising pixels, or embedded third-party content, and it does not record visitors’ IP addresses.
There are three forms:
1. Contact form — your name, email address and message.
2. Registration form — the information needed to enrol a child in our programs. This includes parent and guardian details (names, contact information, home address, occupation and workplace contact), and, for each child: name, date of birth, living and custody arrangements, school and enrolment details, physician’s details, allergies, dietary restrictions, immunisation status, medication needs and other medical information. It also records emergency contacts and people authorised to collect a child, and the consents you give as part of enrolment.
3. Careers form — your name, contact details, the position applied for, availability, and the résumé you upload.
Why we collect it
- To provide care. Registration information is used to enrol your child, care for them safely, meet their medical and dietary needs, and contact you or your emergency contacts.
- To meet our legal and licensing obligations as a licensed child care program in Alberta.
- To respond to you when you contact us or apply for a position.
We do not sell personal information, and we do not use it for advertising.
Who else receives this information
We do not share family or enrolment information with outside organisations as a matter of routine. It stays within the Centre, seen by the staff who need it in order to care for your child.
There is one exception. Where an incident occurs that places a child at risk, we may be required to report it — to Alberta Children’s Services, to our licensing authority, or to another body we are obliged to notify. In that situation we share what the law and our licensing obligations require of us, and no more.
Photographs of children
With your permission, we photograph children taking part in our programs.
Photographs are displayed inside the Centre — on bulletin boards, in documentation of children’s learning, and in presentations held at the Centre. We do not post photographs of children on social media.
We also share photographs directly with families so you can see what your child has been doing. We do this by email, text message, WhatsApp and the Lilio app.
Giving this permission is optional, and your child’s place with us does not depend on it. You can withdraw it at any time by telling us in writing, and we will stop using your child’s photographs from that point.
How long we keep it
There are two separate copies of anything you submit, and they are kept for different lengths of time. This distinction matters:
The website’s copy is deleted automatically 365 days after submission. Nothing further is required from you for this to happen.
The Centre’s own copy — every submission is also emailed to the Centre and stored in our records. The Centre keeps its own records for three years.
These two periods run independently of each other. The website deleting its copy after one year does not remove the Centre’s record, and the Centre’s three-year period does not keep the website’s copy alive beyond one year.
Keeping information secure
The website uses an encrypted connection (HTTPS). Access to the website’s records is limited to accounts we create, and the site is protected by a security firewall and monitored for unauthorised access. Backups are encrypted and stored securely.
No method of storing or transmitting information is completely secure, and we cannot guarantee absolute security — but we take reasonable steps to protect what you give us.
Your rights
You may ask us to:
- tell you what personal information we hold about you or your child
- correct anything that is inaccurate
- delete information, where we are not required to keep it
- withdraw a consent you previously gave, such as permission to photograph your child
To make any of these requests, contact us using the details below. If you are not satisfied with how we have handled your information, you may contact the Office of the Information and Privacy Commissioner of Alberta.
Changes to this policy
If we change this policy we will post the updated version on this page and update the date at the top.
Contact us
Privacy questions, requests and complaints are handled by our Director, Suni Hussini.
Sweet Grass Child and Family Resource Centre
5615 101 Ave NW #210, Edmonton, Alberta T6A 3Z7
Email: admin@sweetgrasscentre.org
Phone: 780-225-7887