Privacy Policy
How we handle your information
Cuddly Bear Day Care Centre collects information about children and their families to answer enquiries, arrange enrolment and provide education and care. This policy explains the information involved and how to contact us about privacy. Updated 17 September 2026.
Information we collect
Enquiries and enrolments can include your name, contact details, address, your child’s name and date of birth, requested care days, emergency contacts, authorised collection arrangements, family details and Child Care Subsidy information. Our enrolment documents also ask about routines, interests, home languages and permissions.
Health information, including allergies, medical conditions, medication and immunisation records, needs particular care. We collect it where needed to care for your child, with your consent or as permitted or required by law. Please discuss sensitive information directly with the centre rather than posting it on social media.
How information reaches us
We receive information through website enquiries, phone calls, email, enrolment forms, conversations and Hubworks or HubHello. With the appropriate permission or legal authority, information can also come from a child’s parent or guardian, authorised professionals or government agencies. Educators record attendance, care routines and observations during a child’s time with us.
You can ask general questions without identifying yourself. We need accurate contact, enrolment and health details before we can confirm care and meet our responsibilities to your child.
How we use and share information
We use information to respond to families, manage enrolment and fees, support children’s care and learning, communicate with authorised contacts and meet education, care and government reporting requirements. Relevant information is available to staff who need it for their work.
Information can be shared with service providers supporting our administration, with Services Australia for subsidy administration, and with regulators or emergency services where required or authorised. We seek permission for other disclosures unless the law permits or requires them.
Photos and learning stories
Our photo permission forms distinguish between family-portal sharing and public social media. Group photographs in the family portal can be seen by other enrolled families. Please respect other children’s privacy and do not download or repost their photos. Contact the centre in writing to change your permissions.
Records and online services
Records are held in centre files and electronic systems used to deliver our services. We restrict access and take reasonable steps to protect information from misuse, loss and unauthorised access. We retain records for the periods required by applicable education, care and other laws, then securely dispose of or de-identify information that is no longer required.
Our enrolment and family communication services include Hubworks and HubHello. HubHello’s privacy policy describes its Australian cloud hosting and possible use of service providers overseas. Read the HubHello privacy policy or contact the centre if you need more information about a provider or an overseas recipient before supplying information.
Website visits and external links
Website servers process technical information such as IP addresses, browser details and requested pages to deliver and protect the site. Cookies and similar browser storage can support website functions. You can manage cookies through your browser, although some features might not work when they are blocked.
Links to government websites, social media and other services take you to organisations with their own privacy practices. Their privacy policies apply when you use those services.
Access, corrections and concerns
Contact the Director to request access to your information, correct details or raise a privacy concern. We may need to verify your identity and authority to access a child’s records. Access can be limited where the law requires it or where it would affect another person’s privacy; we will explain any applicable limits.
Email admin@cuddlybeardaycare.com.au, call (08) 9244 1812, or write to the Director, Cuddly Bear Day Care Centre, 273 Ewen Street, Woodlands WA 6018. Please describe your concern and the outcome you are seeking so we can investigate and respond.
If a privacy complaint remains unresolved, you can contact the Office of the Australian Information Commissioner. The OAIC generally asks you to complain to the organisation first and allow 30 days for a response.
You can request a copy of this policy from the centre. We update this page when the policy changes.