Your trust, treated with care.

We collect only what we need to enrol your child, communicate with you, keep everyone safe, and run our programs well. We don't sell information. We share it only when the law requires us to, when you give us permission, or with the small number of trusted services that help us operate (payment processing, family communication apps, government subsidy administration).

If you ever want to know what we have on file, request a correction, or withdraw consent for something, email info@inspaceuniverse.com and we'll respond within 10 business days. Matthew personally reviews every privacy request.

About your child

Names, dates of birth, photos used for identification, allergies and medical conditions, dietary requirements, immunization records, emergency contacts, custody arrangements (when relevant), and observations our educators record about learning and development. This is the information our childcare licence requires us to keep, and it stays in locked physical files at our centres.

About parents and guardians

Names, addresses, phone numbers, email addresses, employer information (for subsidy paperwork), payment information, and authorized pickup designations. We also keep records of communications about your child — emails, family-app messages, and notes from conversations at pickup.

From our website

If you visit inspaceuniverse.com, we collect basic information your browser sends automatically — IP address, browser type, pages viewed, time spent. We use this only to understand which information families look for so we can improve the site. We don't use third-party advertising trackers. If you fill out the contact form, we receive whatever you choose to enter.

We use your family's information for these purposes only:

• To enrol your child and provide the programs you've signed up for
• To communicate with you about your child's day, the program, fees, and changes that affect you
• To respond to medical and emergency situations, and to identify who is authorized to pick up your child
• To meet our legal obligations under BC's Community Care and Assisted Living Act, the Child Care Licensing Regulation, and the Child, Family and Community Service Act
• To process subsidy paperwork with the BC government when families are eligible
• To maintain our financial records, in keeping with Canadian tax requirements
• To improve our programs based on what we observe

We do not sell information, and we do not share it for marketing purposes — not by us, not by anyone we work with.

Information about your family leaves our office in only these situations:

• With your permission. If we'd like to share something — a photo for our website, contact details with another family for a playdate — we ask first.
• To keep your child safe. Medical professionals, emergency responders, and the parents we have on file as authorized contacts may receive information they need in an emergency.
• To meet legal obligations. Our staff are mandated reporters under BC's Child, Family and Community Service Act. If we have reasonable grounds to believe a child needs protection, we are required by law to report this to the Ministry of Children and Family Development. We also disclose information when ordered by a court.
• To run our operations. A small number of service providers help us operate — our family communication app, our payment processor, our cloud-based child management system. They are bound by contract to use information only for the purpose we share it for.
• For licensing inspections. Our licensing officer at Island Health may review records during inspections, as required by our childcare licence.

Paper files (registration, medical, daily attendance) are stored in locked filing cabinets at the centre your child attends. Only educators and administrators have keys.

Digital records are kept on Canadian-hosted services with encryption in transit and at rest. Staff access is limited to what each person needs to do their job — classroom educators don't have access to billing, and administrators don't have access to clinical observations they don't need.

Different categories of records have different retention rules. Authorization forms (medication, pickup, media release) are kept for a minimum of five years and criminal record check results are kept while the staff member remains employed, both as required by BC's Child Care Licensing Regulation. Your child's general care records are kept while they are enrolled and for a reasonable period after they leave, in case follow-up information is needed. Financial records covering tuition and subsidy payments are kept for seven years to meet Canada Revenue Agency requirements. When a retention period ends, we securely destroy paper files and delete digital records.

Photos and short videos of your child, taken at our programs, are used in three settings:

• Internal documentation. Educators photograph learning moments — block towers, paintings, group projects — and use them to write portfolios for families. This use is part of our standard programming and is covered by your enrolment agreement.
• Family communication. Photos shared with you through the family app, or shown to other parents as part of classroom updates. Same scope as documentation.
• Public use. Website photos, social media posts, marketing materials, fundraising events. We only use photos publicly when you've signed a separate media release. The release is opt-in and you can revoke it anytime by emailing info@inspaceuniverse.com.

If you've revoked consent and an image of your child is already on a printed piece, we replace it at our next print run. Online, we remove it within five business days.

This website uses two kinds of cookies. Essential cookies remember your form entries and preferences while you're browsing — without them, the site would forget you between page loads. Analytics cookies help us understand which pages families look at most so we can keep improving the content.

We don't use third-party advertising trackers, and we don't allow other companies to track our visitors for any purpose. You can disable cookies in your browser settings if you prefer.

Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and BC's Personal Information Protection Act (PIPA), you have the right to:

• Ask what personal information we hold about you and your child, and receive a copy
• Ask us to correct anything that's inaccurate or out of date
• Withdraw consent for things you previously agreed to (media release, optional services), with the understanding that some withdrawals may affect what we can offer
• Ask us to explain why we collected something or how it's been used
• Make a complaint to us, or directly to the Office of the Privacy Commissioner of Canada

To exercise any of these rights, email info@inspaceuniverse.com. We respond within 10 business days. There is no fee for normal requests.

For any privacy-related question, contact our Privacy Officer:

Matthew Boudot, Privacy Officer
In Space Universe Inc.
3255 Stephenson Point Road
Nanaimo, BC
info@inspaceuniverse.com
250-797-2471

If you're unsatisfied with how we've handled a privacy concern, you can also contact the Office of the Privacy Commissioner of Canada or the Office of the Information and Privacy Commissioner for British Columbia.

Effective: May 2026