Privacy &
records retention.
How we protect application information and manage records responsibly.
Last updated October 16, 2026 · Policy version RWK-PRIVACY-2026-10-16-02
Online applications for Sandy’s review
Families may submit an online application so Sandy can learn about their child and family. Submission does not guarantee admission or enrollment. Official enrollment forms and required paperwork are completed separately on paper. This application does not replace required childcare enrollment documents. Please read the information below before submitting.
Purpose and scope
Roots and Wings Kids uses application information to assess enrollment, communicate with families, support children's care, and document each authorization selected by a parent or guardian. Submission does not guarantee admission. A paper application is available on request.
This policy covers online applications, related authorization records and PDFs, access logs, delivery records, and recovery copies. The program's other required childcare records remain subject to its applicable recordkeeping procedures.
Information collected
The application requests child identification, allergy and insurance information; parent or guardian contact details; emergency contacts; authorized escorts; and separately signed authorization responses. Optional fields are identified on the form. No medical-document upload is provided.
Each authorization is recorded separately and may be accepted or declined as shown on the form. These authorizations do not permit publishing a child's image on the public website. Any public use requires the appropriate separate permission.
Access and confidentiality
Saved application and PDF contents are encrypted. Access is limited to individually authorized staff and other disclosures permitted or required by law or valid parent/guardian authorization. Relevant staff access and status changes are logged. Identity is verified before responding to requests for confidential records.
Staff must also protect downloaded files, printed records and recovery copies. Passwords and recovery credentials must be kept separately from the files they protect.
Website processing and service providers
Before submission, entries remain in the current tab and are not saved as drafts in browser localStorage or sessionStorage. When enrollment is active, the website processes submitted information, creates the application PDF, and uses an anti-spam check.
Service providers support website hosting, secure storage, spam protection and email delivery. These providers process information as needed to operate the website and deliver its services. Routine notification emails contain a confirmation number and, where appropriate, a protected staff link. They do not attach the application PDF or include child medical details. Email delivery addresses and message contents are processed for delivery and failure handling.
Family requests and contact
Parents and guardians may contact the program to request access, correction, a paper alternative, or review of a deletion request. The program verifies identity, considers applicable obligations, and explains any retention restriction. Immediate deletion cannot be promised where records must be preserved.
Privacy contact: rootsandwingskids@yahoo.com | (718) 638-6381
Program address: 146 6th Avenue, Brooklyn, NY 11217
Records are retained indefinitely
Roots and Wings Kids retains saved applications, signed authorizations, related PDFs, access logs and delivery records indefinitely. There is no scheduled expiration or automatic deletion of these records, including closed applications and records of enrolled children.
Retention remains subject to applicable recordkeeping requirements, preservation holds, and any legally required correction or deletion. Parents and guardians may contact the program to request review of access, correction or deletion. Requests are reviewed individually after identity verification; immediate deletion is not guaranteed.
Recovery copies must remain protected. Deleting or correcting a live record does not immediately change an independently saved recovery file. Any approved changes must be accounted for before a recovery copy is restored.
No automatic deletion
The website does not automatically delete application records based on age, review status or a scheduled review date. Any future change to this retention policy requires program review and a separate implementation decision.
Administration and review
The program owner or designated administrator reviews retention and outstanding holds at least monthly, maintains access permissions and backup responsibilities, and reviews this policy when the law, program practices or service providers change. A scheduled review date is not itself a deletion instruction.
Official enrollment paperwork is completed separately on paper. Automatic deletion is not enabled.