Confidentiality and Privacy

Employees have an ongoing obligation to maintain the confidentiality and privacy of all information obtained through their employment with the Centre.

Confidential information shall not be disclosed, copied, photographed, recorded, uploaded, shared, or entered into any Artificial Intelligence (AI) platform, application, cloud-based service, or electronic platform unless expressly authorized by the Centre and permitted by applicable legislation.

Confidential information includes, but is not limited to:

• The names or identifying information of children enrolled at the Centre.
• Parent, guardian, or family names and personal information.
• Employee, co-worker, volunteer, student, contractor, or placement student names or personal information.
• The name of the Centre, Licensee, school, classroom, or partner organization where such information could identify individuals, programs, confidential Centre operations, or Centre business.
• Photographs, videos, screenshots, audio recordings, or images of children, families, employees, volunteers, students, contractors, or visitors.
• Photographs, videos, screenshots, or images of the Centre, classrooms, playgrounds, learning environments, offices, storage areas, staff rooms, kitchens, security systems, floor plans, emergency procedures, records, or any part of the Centre premises that may reveal confidential information or compromise the safety, security, or privacy of the Centre.                                   
• Child observations, pedagogical documentation, developmental records, behavioural documentation, individualized support plans, medical information, medication records, attendance records, financial information, incident and accident reports, serious occurrence documentation, child protection information, licensing information, personnel records, or any other confidential Centre documentation.
• Employees must not enter, upload, or share any information that could reasonably identify a child, family, employee, classroom, program, or the Centre, even if names have been removed. Information may still be considered identifiable through photographs, descriptions, locations, classroom names, dates, or other contextual details.

Failure to protect confidential information may constitute a breach of the Centre’s Confidentiality Policy, Privacy Policy, Technology and Electronic Communications Policy, Photography and Video Recording Policy, Social media Policy, Code of Conduct, and any other applicable Centre policies. Such breaches may result in disciplinary action, up to and including termination of employment, and may also result in legal or regulatory consequences where applicable.

Recording Devices and Wearable Technology

The use of wearable technology or devices capable of recording audio, photographs, or video, including, but not limited to, Meta Smart Glasses, smart glasses, smart watches with recording capabilities, body cameras, and similar devices, is prohibited while:

• Supervising children.
• Working within program rooms.
• Attending meetings.
• Participating in professional development.
• Accessing confidential information.
• Communicating with families.
• Performing Centre business.
• Entering areas where confidential information is stored or discussed.

Unless expressly authorized by the Executive Director, or designate for a legitimate operational purpose, unauthorized recording, photographing, or live streaming of children, families, employees, volunteers, students, visitors, or Centre operations is strictly prohibited.

Meetings, Training Sessions and Virtual Platforms

Meetings, training sessions, virtual meetings, presentations, and professional development sessions shall not be recorded without:

• Prior authorization from Centre management.
• Notification to all participants.
• Compliance with applicable legislation and Centre policies.
• Where the Centre operates within a school or in partnership with a District School Board, employees must also comply with the applicable School Board’s privacy, technology, recording, and Artificial Intelligence policies.
• Where requirements differ, the more restrictive requirement shall apply.

 Data Security and Privacy

Employees are responsible for understanding how AI platforms collect, retain, store, and use information before entering any content.

Only Centre-approved technology, software, and electronic platforms should be used for Centre business whenever possible.

Employees shall immediately report any suspected privacy breach, cybersecurity incident, unauthorized disclosure of confidential information, inappropriate recording, or misuse of AI technology to their Supervisor.

Professional Conduct

Employees remain professionally accountable for all work completed using AI. Artificial Intelligence shall not replace:

• Professional judgment.
• Direct observation of children.
• Pedagogical documentation.
• Learning stories.
• Developmental observations.
• Relationships with children and families.
• Legislative compliance.
• Ethical decision-making.
• Responsibilities assigned under the Child Care and Early Years Act, 2014.

All documents, communications, policies, procedures, reports, newsletters, or other materials created with the assistance of AI must be reviewed, verified, edited, and approved by a qualified employee before use.

Employees are expected to always exercise sound professional judgment and ensure that the use of AI supports, but never replaces, the knowledge, experience, ethics, and responsibilities of early learning professionals.

Non- Compliance

Failure to comply with this policy may result in corrective action, disciplinary action, suspension of technology privileges, termination of employment, reporting to applicable regulatory bodies, or other legal action where appropriate.

Effective Date: July 1, 2026

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Page posted September 2026