RLA Privacy Policy
Privacy Policy
Richmond Learning Academy
Privacy Policy
Portland, Oregon | richmondlearningacademy.com
Effective Date: July 1, 2025 | Last Updated: June 30, 2026
Introduction & Scope
Richmond Learning Academy ("RLA," "we," "our," or "us") is a private, inclusive early childhood education provider serving Portland, Oregon with programs at two locations: Homebase and Rockwood. We operate childcare (6 weeks – 2.5 years), preschool (2 – 5 years), and before & afterschool care (5 – 12 years).
We are deeply committed to the privacy and safety of the children in our care and the families who trust us. This Privacy Policy explains how we collect, use, disclose, safeguard, and retain personal information about:
Enrolled children and prospective students
Parents, guardians, and emergency contacts
Visitors to our website (richmondlearningacademy.com)
Applicants for employment at RLA
This Policy applies to all personal information collected by RLA in any form — written, electronic, verbal, photographic, or otherwise. By enrolling your child, using our website, or otherwise providing information to RLA, you acknowledge and agree to the practices described in this Policy.
Legal Framework & Compliance
RLA's data practices are designed to comply with the following federal and Oregon state laws and regulations:
Federal Laws
Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g — protects the privacy of student education records and grants parents the right to access, review, and amend records.
Children's Online Privacy Protection Act (COPPA), 15 U.S.C. §§ 6501–6506 — governs the online collection of personal information from children under the age of 13. RLA does not direct its website to children and does not knowingly collect personal information from children directly online without verifiable parental consent.
Protection of Pupil Rights Amendment (PPRA), 20 U.S.C. § 1232h — requires parental consent for certain surveys and disclosures related to student personal information.
Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act — govern accessibility and health record handling.
Title VI, Title VII, and Title IX of the Civil Rights Act — prohibit discrimination and require equitable treatment of student and staff records.
Oregon State Law
Oregon Consumer Information Protection Act (OCIPA), ORS Chapter 646A — governs data security and breach notification obligations for covered entities.
Oregon Administrative Rules (OAR) 581-021-0210 through 581-021-0440 — set standards for creation, retention, custody, and disclosure of student education records.
Oregon Child Care Division licensing regulations — impose standards for health, safety, and documentation of children in licensed childcare facilities.
Information We Collect
3.1 Child & Student Information
When a child enrolls or inquires about enrollment, we collect:
Full legal name, date of birth, gender, and photograph
Home address, primary language, and nationality/ethnicity (where voluntarily provided)
Health and medical information, including immunization records, allergies, medications, dietary restrictions, and emergency medical authorizations
Developmental assessments, progress reports, learning records, and behavioral notes ("education records")
Custody agreements, court orders, and authorized pick-up lists
Child care subsidy and financial assistance program information (e.g., Oregon Preschool Promise, Child Care and Development Fund)
3.2 Parent & Guardian Information
Full name, relationship to child, home/work address, and contact numbers
Email addresses used for communications and the Playground enrollment platform
Financial information necessary for tuition billing and subsidy processing
Emergency contact details
Employer information (required for certain subsidy programs)
3.3 Website & Digital Information
When you visit richmondlearningacademy.com, we or our service providers may automatically collect:
Browser type, device type, operating system, and IP address
Pages visited, time spent, and referring URLs
Cookies and similar tracking technologies used for analytics and site functionality
We use the Playground platform (app.tryplayground.com) for enrollment, scheduling, and communications. Playground operates under its own privacy policy; we encourage families to review it at tryplayground.com.
3.4 Staff & Applicant Information
For current and prospective employees, we collect information necessary for employment, including background check records, professional certifications (e.g., Oregon Registry credentials), and emergency contacts. This information is maintained separately from student records.
How We Use Your Information
RLA uses personal information for the following purposes:
Educational & Care Operations
Providing safe, high-quality childcare, preschool, and afterschool programs
Tracking developmental milestones and communicating progress to families
Planning and delivering our play-based curriculum, language programs (Spanish, Ukrainian), and music instruction
Administering nutritious meal programs and accommodating dietary restrictions
Providing and coordinating safe student transportation
Safety & Health
Responding to medical emergencies and administering authorized medications
Maintaining required health and immunization records per Oregon licensing requirements
Operating secure access and monitoring systems at our facilities
Verifying authorized individuals for child pick-up
Administrative & Financial
Processing tuition payments, financial assistance applications, and subsidy reimbursements
Communicating program updates, newsletters, and policy changes
Maintaining legally required enrollment records and licensing documentation
Website & Marketing
Improving the functionality and user experience of our website
Responding to inquiries submitted through our contact and enrollment forms
Sharing program information with prospective families who have opted in
Information Sharing & Disclosure
RLA does not sell, rent, or trade personal information. We share information only as described below:
5.1 With Your Consent
We will share your child's information with third parties when you have provided written consent, such as for participation in community programs or external assessments.
5.2 Service Providers (School Officials)
We share information with vendors and contractors who support our operations and who have agreed to confidentiality obligations consistent with FERPA's "school official" exception. Current service providers include:
Playground (enrollment management platform)
Payroll and accounting software providers
Transportation coordinators and bus service providers
Food service partners and nutritional program administrators
Oregon Preschool Promise and Child Care Development Fund administrators
5.3 Legal Requirements
We may disclose personal information when required by law, court order, subpoena, or to protect the health and safety of a child or others. This includes mandatory reporting obligations under Oregon's child abuse reporting laws (ORS 419B.010).
5.4 Directory Information
Under FERPA, RLA may designate certain information as "directory information" (e.g., student name, general program participation). Parents have the right to opt out of directory information disclosures by submitting a written request to the Director. Opt-out requests will be honored within 10 business days.
Parental Rights Under FERPA
As a parent or legal guardian of an enrolled child, you have the following rights under FERPA:
Right to Inspect & Review: You may request access to your child's education records within 45 days of a written request. Contact the Program Director at your child's location.
Right to Amend Records: If you believe information in your child's records is inaccurate or misleading, you may request an amendment in writing. If RLA declines to amend, you may request a formal hearing.
Right to Consent to Disclosures: RLA will obtain written consent before disclosing personally identifiable information from education records, except where permitted by FERPA and this Policy.
Right to Annual Notice: RLA will provide annual notification of FERPA rights through the Family Handbook distributed at enrollment and annually thereafter.
Right to File a Complaint: Complaints about FERPA violations may be submitted to the U.S. Department of Education, Family Policy Compliance Office, 400 Maryland Avenue SW, Washington, DC 20202.
Photography, Video & Media
RLA may take photographs or video recordings of children for educational documentation and to celebrate program milestones. We will:
Obtain separate written consent from parents/guardians before using images or video of children in any public-facing marketing materials, social media, website content, or press releases
Never include a child's full name alongside a publicly shared photograph without explicit consent
Store all media securely and limit access to authorized staff
Honor requests to withdraw media consent at any time; previously published images will be removed from active use within 30 days of request
Families who do not consent to photography will have their preference noted in their enrollment record and honored by all RLA staff. Absence of media consent will never affect a child's enrollment status or the quality of care received.
Data Security
RLA implements administrative, technical, and physical safeguards appropriate to the nature and sensitivity of the personal information we hold, in accordance with the Oregon Consumer Information Protection Act and FERPA's "reasonable methods" requirement. Our measures include:
Physical security controls at both Homebase and Rockwood facilities, including controlled access and secure file storage
Password-protected and encrypted digital systems for enrollment and family records
Role-based access controls limiting employee access to records on a need-to-know basis
Staff training on confidentiality obligations, FERPA requirements, and incident response
Secure disposal of physical records containing personal information
No electronic system is completely immune from security incidents. In the event of a data breach affecting your personal information, RLA will notify affected individuals as required by Oregon's breach notification law (ORS 646A.604) within the legally mandated timeframe (no later than 45 days after discovery, unless law enforcement requires a delay).
Data Retention
RLA retains personal information for the following periods, or as required by applicable law and Oregon licensing regulations:
Enrollment and education records: Retained for a minimum of 7 years after a child's last date of enrollment, consistent with Oregon record-keeping standards.
Health and immunization records: Retained in accordance with Oregon Child Care Division requirements.
Financial records: Retained for a minimum of 7 years for audit and subsidy reconciliation purposes.
Website analytics data: Retained in aggregated, anonymized form for up to 2 years.
Job applicant records (unsuccessful applicants): Retained for 1 year after the application decision date.
Upon expiration of retention periods, records are securely destroyed or de-identified.
Cookies & Website Technologies
Our website may use cookies and similar technologies to improve user experience and collect analytics data. Types of cookies used may include:
Strictly necessary cookies: Required for basic website functionality. These cannot be disabled.
Analytics cookies: Help us understand how visitors interact with our site (e.g., Google Analytics). You may opt out via your browser settings.
Preference cookies: Remember your choices and settings for return visits.
You can manage cookie preferences through your browser settings. Disabling non-essential cookies will not affect your ability to access program information or submit inquiries. Our website is not directed at children and we do not knowingly collect personal information from children through the website.
Third-Party Platforms & Links
Our website and communications may contain links to or integrations with third-party platforms including:
Playground (app.tryplayground.com) — our enrollment, scheduling, and family communication platform
Facebook (facebook.com) and Instagram (instagram.com) — our social media channels
These platforms operate independently and under their own privacy policies. RLA is not responsible for the privacy practices of third-party platforms. We encourage families to review the privacy policies of any third-party platforms used in connection with RLA services.
When information is shared through Playground, it is governed by Playground's terms and privacy policy in addition to this Policy. We select service providers that demonstrate commitment to data security and FERPA compliance.
Non-Discrimination Statement
Richmond Learning Academy is a Preschool Promise Sponsored-Free Preschool For All and strictly prohibits discrimination based on any legally protected classification under applicable law, including but not limited to:
Race, color, religion, national origin, or ancestry
Sex, gender identity, or sexual orientation
Age, disability, or veteran status
Familial status or financial circumstances
We provide equal access to educational services, programs, and activities in compliance with Title VI, Title VII, Title IX, Section 504 of the Rehabilitation Act, the Americans with Disabilities Act (ADA), and applicable Oregon anti-discrimination laws. This non-discrimination commitment extends to all aspects of our data practices — information collected about a child or family is never used to make enrollment, program, or access decisions on discriminatory grounds.
Children's Online Privacy (COPPA Notice)
RLA's website is intended for parents, guardians, and prospective employees — not for children. We do not knowingly collect personal information directly from children under age 13 through our website or online forms without verifiable parental consent.
The enrollment and communication platform (Playground) is used by parents and guardians only. If you believe your child has provided personal information directly to our website without your consent, please contact us immediately using the information in Section 15 and we will take steps to delete such information.
Changes to This Policy
RLA reserves the right to update this Privacy Policy at any time to reflect changes in our practices, legal obligations, or program offerings. When we make material changes, we will:
Post the revised Policy on our website (richmondlearningacademy.com) with an updated "Last Updated" date
Notify enrolled families by email or through the Playground platform at least 30 days before changes take effect
Provide a printed copy upon request
Your continued enrollment or use of our services after the effective date of a revised Policy constitutes your acceptance of the updated terms. If you do not agree with a material change, you may withdraw enrollment by providing notice as set forth in your enrollment agreement.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:
Homebase Location
Email: rlahomebase@richmondlearningacademypdx.com
Phone: 503-208-2481
Hours: Monday – Friday, 6:00 AM – 6:00 PM
Rockwood Location
Email: rockwood@richmondlearningacademypdx.com
Phone: 503-970-4083
Hours: Monday – Friday, 6:00 AM – 6:00 PM
Written requests regarding records or FERPA rights may be submitted to the Program Director at either location listed above. We aim to respond to all inquiries within 10 business days.
Richmond Learning Academy is a Sponsored-Free Preschool For All.
Richmond Learning Academy is a private, inclusive learning community dedicated to nurturing each child’s curiosity, creativity, and confidence. We provide a supportive educational environment where students are encouraged to grow academically and socially while developing lifelong skills for success.
Richmond Learning Academy strictly prohibits discrimination based on any legally protected classification, including but not limited to race, color, religion, gender, national origin, age, veteran status, familial status, sexual orientation, gender identity, disability, or any other characteristic protected by applicable law. We provide equal access to educational services, programs, and activities in compliance with Title VI, Title VII, Title IX, Section 504 of the Rehabilitation Act, and the Americans with Disabilities Act (ADA).
