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Data Protection Policy

1. Purpose and Scope

This policy establishes how Memorable Moments Youth Development Program collects, processes, stores, and protects the personal data of students, parents, and staff. We comply with the Children’s Online Privacy Protection Act (COPPA), the Pennsylvania Child Care and Early Years Act, and federal FERPA standards regarding educational records.

2. Information We Protect

We categorize protected data into three levels:

  • Level 1: Basic Identifiers: Names, addresses, phone numbers, and emergency contacts.

  • Level 2: Sensitive Medical/Financial Data: Immunization records (as required by the Child Care Act), allergy lists, and subsidy eligibility (ELRC/CCIS).

  • Level 3: Minor Protection Data: Photographs, daily developmental progress notes, and CCTV surveillance footage from our Philadelphia campuses.

3. Data Processing and Usage

Data is processed strictly for:

  • Educational Development: Creating lesson plans based on the Creative Curriculum.

  • Safety & Health: Monitoring medical needs and ensuring authorized pick-ups.

  • Regulatory Compliance: Reporting to the USDA Food Program and state licensing inspectors.

  • Security: CCTV is used solely for internal safety monitoring and is not shared with third parties except under legal mandate.

4. Physical and Digital Security Measures

  • Digital: Our website contact forms use SSL encryption. Internal student records are stored on password-protected, encrypted servers.

  • Physical: All paper-based medical and enrollment records are kept in locked, fireproof cabinets within restricted administrative areas.

  • Access Control: Only authorized staff members with specific clearance have access to sensitive child records.

5. Data Retention

We retain records for the duration of the child’s enrollment plus the minimum period required by Pennsylvania state law for licensing and audit purposes (typically 7 years). After this period, physical documents are shredded, and digital files are permanently deleted.

6. Parental Rights (Access and Control)

Parents/Guardians have the right to:

  1. Review: Access their child’s records within 24-48 hours of request.

  2. Rectify: Update or correct inaccurate information.

  3. Withdraw Consent: Revoke permission for the use of photographs in promotional materials.

7. Contact Information

For any data-related inquiries or to exercise your rights, please contact our Data Compliance Officer: