NCAF-provided Privacy Policy

Effective Date:July 18, 2026

Last Updated: July 18, 2026

Website: https://ncafoundation.org

Contact: privacy@ncafoundation.org

1. Introduction

National Childcare Alliance Foundation (“NCAF,” “we,” “our,” or “us”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit our website, use our provider portal, submit a readiness or intake form, communicate with us, or participate in NCAF programs, pilots, campaigns, or services.

NCAF provides readiness guidance, education, coordination support, and resource navigation for childcare providers. NCAF does not act as an insurance broker, benefits administrator, payroll provider, employer, legal advisor, tax advisor, or licensing authority.

By using our website, portal, forms, or services, you agree to the practices described in this Privacy Policy.

2. Information We Collect

We may collect information directly from you, automatically through your use of our website or portal, and from service providers or authorized partners that support NCAF operations.

A. Information You Provide

Depending on how you interact with NCAF, we may collect:

Name, title, role, organization name, and contact information.
Provider business information, such as facility name, location, provider type, workforce size, service area, and program interests.
Benefits-readiness, workforce, onboarding, compliance-readiness, or operational information that you voluntarily submit through NCAF forms or tools.
Account registration information, login credentials, and user role information.
Communications you send to us, including questions, requests, feedback, or support inquiries.
Campaign, pilot, or event registration information.
Payment or donation-related information when processed through authorized third-party payment platforms.

B. Information Collected Automatically

When you visit our website or portal, we may automatically collect limited technical information, such as:

IP address, browser type, device type, operating system, and referring URLs.
Pages viewed, links clicked, dates and times of visits, and general usage activity.
Cookie, analytics, and campaign-source information, including UTM parameters if enabled.
Approximate geographic location derived from technical data.

C. Information From Third Parties

We may receive information from authorized service providers, referral partners, campaign platforms, analytics providers, or other parties you authorize to interact with NCAF. We do not knowingly collect information from third parties in a manner inconsistent with applicable law or our agreements with those parties.

3. How We Use Information

NCAF may use collected information to:

Provide, operate, and improve the NCAF website, portal, forms, campaigns, pilots, and provider-support services.
Create and manage user accounts, provider profiles, readiness snapshots, intake records, and administrative workflows.
Respond to inquiries, provide support, and communicate about NCAF services or program opportunities.
Evaluate provider readiness, workforce-support needs, benefits-readiness pathways, and potential next steps.
Coordinate appropriate referrals or introductions to authorized third-party partners when requested or approved.
Send administrative notices, service updates, campaign communications, newsletters, or event information.
Measure campaign performance, website usage, form completions, and outreach effectiveness.
Protect the security, integrity, and availability of NCAF systems.
Comply with legal, regulatory, accounting, reporting, and recordkeeping obligations.
Enforce our Terms of Service and protect the rights, safety, and interests of NCAF, providers, users, partners, and the public.

4. Cookies, Analytics, and Tracking

NCAF may use cookies, pixels, analytics tools, UTM tracking, conversion events, and similar technologies to understand how users interact with our website and campaigns. These tools may help us measure page visits, form starts, form submissions, campaign source, and general engagement.

If third-party analytics or advertising tools are enabled, those providers may collect information according to their own privacy policies. You may be able to limit cookies or tracking through your browser settings or device controls. Some website features may not function properly if cookies are disabled.

5. How We Share Information

We do not sell personal information. We may share information only as reasonably necessary for the purposes described in this Privacy Policy, including with:

Service providers that support website hosting, portal operations, email delivery, analytics, security, payment processing, CRM, campaign management, or technical support.
Authorized NCAF team members, contractors, consultants, or advisors who need access to perform their responsibilities and are expected to protect confidential information.
Partner organizations or service providers when you request or authorize NCAF to make an introduction, referral, or coordination handoff.
Professional advisors, including legal, accounting, insurance, compliance, or audit advisors.
Government, regulatory, or law-enforcement authorities when required by law, court order, subpoena, or lawful process.
A successor organization in connection with a merger, restructuring, transfer, or similar organizational transaction, subject to appropriate privacy protections.

NCAF does not use provider, staff, applicant, donor, or private-submission data in third-party AI tools unless NCAF has approved an appropriate handling path and the use is consistent with applicable law, contractual obligations, and this Privacy Policy.

6. Provider and Workforce Information

NCAF may collect provider-level and workforce-related information to support readiness assessments, onboarding coordination, benefits-readiness education, and resource navigation. This information is used for NCAF program purposes and is not a licensing determination, legal compliance review, or insurance eligibility determination.

Users should not submit Social Security numbers, financial account numbers, medical records, protected health information, background-check documents, or other highly sensitive personal information unless NCAF specifically requests it through an approved secure process.

7. Donations and Payments

If NCAF accepts donations, sponsorships, event payments, or other payments through third-party platforms, payment information may be processed directly by those providers. NCAF may receive transaction details such as donor name, contact information, amount, date, and designation, but we do not intentionally store full payment card numbers on our own systems unless expressly stated through an approved payment process.

8. Data Security

NCAF uses reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, loss, misuse, alteration, or disclosure. However, no website, portal, email transmission, or online system can be guaranteed to be completely secure.

Users are responsible for maintaining the confidentiality of their login credentials and should notify NCAF promptly if they believe their account or information has been compromised.

9. Data Retention

NCAF retains information for as long as reasonably necessary to provide services, manage accounts, support programs, maintain records, resolve disputes, comply with legal obligations, and enforce agreements. Retention periods may vary depending on the type of information, the purpose for which it was collected, and applicable legal or operational requirements.

10. Your Choices and Rights

Depending on your location and applicable law, you may have rights to request access to, correction of, deletion of, or restriction on certain personal information. You may also request to opt out of certain non-essential communications.

To submit a privacy request, contact NCAF at: [Insert privacy contact email]. We may need to verify your identity before fulfilling a request. Some information may be retained where required or permitted by law, for security, fraud prevention, recordkeeping, dispute resolution, or legitimate organizational purposes.

11. Email Communications

If you receive marketing or campaign emails from NCAF, you may unsubscribe or opt out using the instructions included in the email or by contacting us. We may still send administrative or transactional messages related to your account, submissions, program participation, or services.

12. Children's Privacy

NCAF services are directed to childcare providers, organizations, adults, and professional users. Our website and portal are not intended for children under 13, and we do not knowingly collect personal information directly from children under 13 through the website or portal. If we learn that we have collected personal information from a child without appropriate authorization, we will take reasonable steps to delete it.

13. Links to Third-Party Websites

Our website, portal, emails, or resource materials may contain links to third-party websites, platforms, agencies, vendors, or partner resources. NCAF is not responsible for the privacy practices, content, or security of third-party websites. Users should review the privacy policies of those third-party sites before providing information to them.

14. State, Partner, and Official Resource Navigation

NCAF may link to or reference state agencies, licensing authorities, public resources, benefits partners, insurance-related platforms, payroll providers, HR vendors, or other external resources. These references are provided for education, navigation, and coordination purposes only. NCAF does not control those third parties and is not responsible for their privacy practices, eligibility decisions, benefit offerings, compliance determinations, or service terms.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we update it, we will revise the “Last Updated” date above. Material changes may be communicated through the website, portal, email, or other reasonable means. Continued use of NCAF services after an update means you accept the revised Privacy Policy.

16. Contact Us

For questions about this Privacy Policy or NCAF privacy practices, contact:

National Childcare Alliance Foundation

Email: privacy@ncafoundation.org

Mailing Address: info@ncafoundation.org