2026-05-08 | Reading time: 10 minute(s)
Protecting personal information has become a central issue for childcare centres in Quebec. A daycare does not only store names and telephone numbers. It handles sensitive information about children, parents, employees, emergency contacts, attendance, photos, payments, communications and administrative documents.
With Law 25, Quebec organizations must pay even greater attention to the collection, use, retention and security of personal information. For a daycare, this means not only using the right tools, but also implementing good day-to-day practices. Quebec’s Commission d’accès à l’information emphasizes that personal information is confidential and that businesses must protect it from the time it is collected until it is destroyed.
In a childcare centre, personal information is everywhere: child records, parent records, allergies, authorizations, photos, attendance, payments, account statements, parent communications, signed documents, employee information and portal access.
This data must be protected because it directly concerns children and families. Poor management can result in errors, unauthorized access, lost documents or communications being sent to the wrong person. As the saying goes, it is better to lock the door before the wind gets in.
Law 25 is specifically intended to strengthen the responsibility of organizations that hold personal information. Since September 2023, several important requirements have been in effect, particularly regarding transparency, retention, destruction and anonymization of data.
A daycare must protect all information that can directly or indirectly identify a person. In the context of a childcare centre, this may include information about children, parents, guardians, employees and suppliers.
The most common types of information include names, addresses, telephone numbers, email addresses, dates of birth, social insurance numbers when required, banking information, emergency contacts, photos, administrative documents, service agreements, attendance, communications and information related to a child’s health or special needs.
The objective is not to make everything more complicated. The objective is to ensure that each piece of information is collected for a valid reason, used properly, accessible only to the appropriate people and retained only as long as necessary.
Risks do not always come from a sophisticated cyberattack. In real life, the most common problems are often very simple: an Excel file emailed to the wrong person, a password shared among employees, a former user who still has access, a photo published without verification, a document downloaded onto a personal computer or a lack of follow-up when an incident occurs.
That is why security must be approached as a combination of small, consistent measures. Good software helps, but internal processes remain essential.
A daycare should first identify the types of personal information it stores and understand why that information is necessary. It should then limit access according to user roles: an educator, an administrator, a parent and an office employee do not need access to the same information.
It is also important to use individual accounts instead of shared access. Each user should have their own account, with permissions suited to their responsibilities. This makes it easier to track actions and reduce risks when an employee leaves.
Passwords should be strong, two-factor authentication should be used whenever possible, and access for former employees should be removed promptly. Sensitive documents should be stored in a secure environment rather than scattered across emails, USB drives or uncontrolled files.
Modern daycare software does not replace management’s legal obligations, but it can greatly assist in structuring the management of personal information.
MyDaycare Plus is designed to centralize important information in a secure and organized environment. The platform allows you to manage child records, parent records, employees, attendance, communications, documents, agreements, daily reports, photos, account statements and tax slips in a single application.
This centralization reduces dependence on Excel files, scattered documents and untracked communications. It also allows management to better control who has access to what and maintain greater visibility over operations.
Traceability is an essential part of protecting personal information. When a record is changed, an email is sent or an important administrative action is performed, management should be able to retrieve that information.
In MyDaycare Plus, the audit log and the history of emails sent by the system contribute to this transparency. These tools make it easier to understand the actions performed within the platform and support more responsible management.
For a daycare, this visibility is valuable. It helps answer parent questions, verify internal operations and respond more effectively when a situation needs to be reviewed.
A privacy incident may occur when personal information is accessed, used, disclosed, lost or destroyed without authorization. This can be caused by human error, a technical issue or unauthorized access.
The Commission d’accès à l’information indicates that certain violations may result in fines, including collecting, using, disclosing, retaining or destroying personal information in violation of the law, or failing to report a privacy incident when reporting is required.
A daycare should therefore have a clear procedure: identify the incident, limit its impact, document the situation, assess the risk and take the necessary measures. The goal is not to create panic, but to be able to act quickly and properly.
Photos and posts are highly appreciated by parents, but they must be managed carefully. A photo of a child is personal information. Before publishing or sharing images, the daycare must ensure that the appropriate authorizations are in place and that communications are sent to the correct recipients.
MyDaycare Plus helps centralize posts, parent communications and daily reports instead of scattering these exchanges across multiple tools. This gives management greater control and simplifies the work of educators.
The location of data and the security measures in place are important criteria when choosing daycare software. Childcare centres should prioritize solutions that provide a secure environment, controlled access, clear user management and protection measures suited to sensitive data.
MyDaycare Plus places emphasis on security, confidentiality and transparency. The platform is designed for the realities of Quebec daycares, with administrative tools that support better management of access, documents, communications and important actions.
Compliance with Law 25 is not limited to having a privacy policy on a website. It is a way of working. A daycare should regularly review its active users, remove unnecessary access, avoid shared accounts, limit downloads of sensitive documents, train employees and document important procedures.
Appropriate software can simplify these practices, but management must also establish clear rules. Technology is the tool; responsibility remains human.
MyDaycare Plus helps daycares better protect personal information by bringing data together in a single, structured platform adapted to Quebec. Child records, parent records, attendance, documents, communications, posts, daily reports, billing, payments, account statements, Relevé 24 slips, Relevé 1 slips and administrative tools are managed in a centralized environment.
The platform supports better data organization, improved access management and greater traceability of actions. For daycare management teams, this means fewer scattered files, fewer risks associated with manual sending, greater control and better visibility.
Law 25 highlights an important reality: personal information must be protected seriously, especially when it concerns children and families. For Quebec daycares, compliance depends on secure tools, clear processes and good day-to-day habits.
MyDaycare Plus supports childcare centres through this transition by providing a complete, modern platform designed for Quebec realities. By centralizing data, controlling access and improving traceability, daycares can work more efficiently while strengthening the protection of personal information.
Protecting data is not only an obligation. It is also a matter of trust.