Disclaimer: This is not legal advice. This help article is for informational purposes only. Always consult with your own legal counsel regarding data privacy requirements.

What is Personal Data?

Personal data is any information related to an identified or identifiable person. In your childcare business, this includes parent names, contact information, child details, and any other information that could identify a family.

Where Can Personal Data Be Collected in Enrollio?

You collect personal data across multiple touchpoints in Enrollio:

  • Enrollment pages and landing pages
  • Forms embedded on your website
  • Surveys (standalone or embedded)
  • Webchat conversations
  • Tour booking calendars
  • Payment and registration forms

Pre-requisites for Collecting Personal Data

Before collecting any personal information from families, you must:

  1. Display your privacy policy during data collection
  2. Get explicit consent to process their personal data, OR
  3. Have a legal basis for processing their data

Pro tip: Most childcare centers rely on consent or contractual necessity (enrollment agreement) as their legal basis for processing family data.

How to Get Consent from Families

You can collect consent through any of these Enrollio features:

Forms

Add a consent checkbox to your enrollment forms, tour request forms, or any forms embedded on your website or enrollment pages. Make sure the checkbox is clearly worded and links to your privacy policy.

[SCREENSHOT: Example enrollment form with privacy policy checkbox and link]

Surveys

Include consent language in surveys, whether they're standalone or embedded on your website. This is especially important for parent satisfaction surveys or waitlist interest forms.

Webchat

Configure your webchat widget to display privacy information before families start a conversation. This ensures consent is captured from the first interaction.

[SCREENSHOT: Webchat settings showing privacy policy display options]

Tour Booking Calendars

When families book a tour through your calendar, include consent language in the booking confirmation or as a required field during booking.

Payment and Registration Forms

Any payment forms or registration forms embedded on your enrollment pages should include clear consent checkboxes before families submit their information.

How to Track Legal Basis Without Express Consent

Sometimes you have a legal basis to process family data without explicit consent (for example, when it's necessary to fulfill an enrollment contract). Here's how to track this in Enrollio:

Use Tags to Document Legal Basis

  1. Create a tag that identifies the legal basis (e.g., "Legal Basis: Contract", "Legal Basis: Legitimate Interest")
  2. Apply the tag to relevant family records either manually or through an automation
  3. This creates an auditable record of why you're processing each family's data

[SCREENSHOT: Tag management screen showing example legal basis tags]

Automate Legal Basis Tagging

Set up automations to automatically tag families based on their enrollment status. For example:

  • When a family signs an enrollment agreement → apply "Legal Basis: Contract" tag
  • When a family requests a tour → apply "Legal Basis: Legitimate Interest" tag
  • When a family provides explicit consent → apply "Consent: Marketing" tag

[SCREENSHOT: Automation workflow showing automatic legal basis tagging]

Pro tip: Keep separate tags for different types of consent and legal basis. This makes it easier to segment families for specific communications and maintain compliance with data privacy regulations.

Best Practices

  • Be transparent: Always make your privacy policy easily accessible and written in plain language
  • Keep records: Use tags and custom fields to document when and how you obtained consent
  • Review regularly: Periodically audit your data collection points to ensure consent mechanisms are working
  • Honor requests: Make it easy for families to withdraw consent or request data deletion