Childcare Industry Accessibility & Privacy Guide

Childcare providers, daycare centers, and early childhood education programs face unique digital accessibility and privacy challenges. This guide addresses COPPA compliance, parent portal accessibility, and best practices for protecting children's information online.

Understanding COPPA Requirements

The Children's Online Privacy Protection Act (COPPA) is the primary federal law protecting children's privacy online. Childcare providers must understand their obligations when collecting information about children under 13.

When COPPA Applies

• Direct collection from children: Any website or app directed at children under 13 that collects personal information
• Actual knowledge: When you have actual knowledge that you are collecting personal information from a child under 13
• Third-party platforms: If you use third-party apps or services that collect children's data, you share responsibility

COPPA Requirements for Childcare Providers

Requirement	Description
Privacy Policy	Post a clear, comprehensive privacy policy describing information practices for children's data
Parental Consent	Obtain verifiable parental consent before collecting personal information from children
Parental Rights	Give parents the ability to review, delete, and refuse further collection of their child's information
Data Minimization	Collect only information reasonably necessary for the activity
Data Security	Establish and maintain reasonable procedures to protect confidentiality and security
Data Retention	Retain personal information only as long as reasonably necessary

Accessibility Requirements

Childcare facilities are places of public accommodation under ADA Title III. Their websites and digital services must be accessible to parents and guardians with disabilities.

Parent Portal Accessibility

• Screen reader compatible login and registration forms
• Keyboard-navigable attendance tracking and check-in systems
• Accessible invoice and payment processing
• Alt text for child photos and activity images shared with parents
• Captions for video updates and virtual parent conferences

Website Accessibility

• Accessible enrollment forms with proper labels and error handling
• Tour scheduling with accessible calendar interfaces
• Program information in accessible PDF formats
• Contact forms with clear labels and instructions
• Mobile-responsive design for on-the-go parent access

Communication Accessibility

• Email newsletters compatible with screen readers
• Text alternatives for photo updates
• Accessible messaging features in parent apps
• Multiple contact methods (phone, email, text) for accessibility

Photo and Video Sharing

Sharing photos and videos of children requires careful attention to both privacy and accessibility:

Consideration	Privacy	Accessibility
Photo Sharing	Written consent required; secure sharing platforms only	Alt text descriptions; accessible gallery navigation
Video Content	Consent for filming; limit distribution to authorized parents	Captions; audio descriptions for key activities
Social Media	Explicit opt-in consent; no identifying information	Alt text on all images; accessible post formatting
App Notifications	Secure push notifications; data encryption	Screen reader compatible notifications

Data Collection Best Practices

Childcare providers collect sensitive information about both children and families:

Types of Data Collected

• Child information: Name, date of birth, medical conditions, allergies, emergency contacts
• Parent/guardian information: Contact details, payment information, employment details
• Daily records: Attendance, activities, meals, nap times, behavioral observations
• Health records: Immunizations, medications, incident reports
• Photos and videos: Activity documentation, milestone records

Privacy Safeguards

• Limit data collection to what is necessary for childcare services
• Use secure, encrypted platforms for data storage and transmission
• Implement role-based access controls (teachers, administrators, parents)
• Regular security audits of childcare management software
• Clear data retention policies and secure deletion procedures

Third-Party Apps and Services

Many childcare providers use third-party apps for parent communication, billing, and child tracking. Important considerations:

• Vendor vetting: Verify COPPA compliance of all third-party platforms
• Data processing agreements: Ensure contracts address children's data protection
• Accessibility assessment: Confirm third-party apps meet WCAG 2.1 AA standards
• Parental transparency: Inform parents about all platforms used to collect or process children's data
• Integration security: Secure API connections and data transfers between systems

Implementation Checklist

Privacy Compliance

• Draft and post COPPA-compliant privacy policy
• Implement verifiable parental consent mechanism
• Create parent access portal for reviewing child's data
• Establish data retention and deletion policies
• Audit third-party vendors for COPPA compliance
• Train staff on children's privacy requirements
• Develop photo/video consent forms and procedures

Accessibility Compliance

• Conduct accessibility audit of website and parent portal
• Add alt text to all images including child photos
• Ensure all forms are properly labeled and keyboard accessible
• Provide captions for video content
• Test parent app with screen readers
• Create accessible enrollment documents
• Implement accessible payment processing

Common Violations to Avoid

• Collecting children's information without verifiable parental consent
• Sharing child photos on social media without explicit consent
• Using third-party apps that don't comply with COPPA
• Retaining children's data longer than necessary
• Inaccessible enrollment forms that exclude parents with disabilities
• Parent portals that don't work with assistive technology

Related Resources

• Privacy Compliance Guide
• Consumer Privacy Rights
• Accessible Forms Guide
• Accessible Video Requirements
• Education Sector Guide
• Business Privacy Obligations