Workplace owners

Last updated: October 9, 2026

Who we are

SOS Educ is a SaaS management platform for childcare services. You are responsible for the personal information of the families and employees you manage in the platform. SOS Educ acts as a technical service provider: we process this data according to your instructions and to operate the platform, never for our own purposes.

Information we collect

We process on your behalf: the identity and contact details of children, their parents or guardians and their emergency contacts; allergies and related instructions; the daily log; childcare contracts and the documents you attach to them; profile photos of children, parents and your staff; parents' national identification numbers when you enter them; and your employees' contact details and roles. We also process, on our own behalf, your subscription information: billing account and payment method, the latter being handled by Stripe. When you sign up, we also record where your visit to our website came from and your progress through sign-up, to measure what brings workplaces to SOS Educ; this information is never used for advertising and is shared with no one. We also process, on our own behalf, your workplace's logo, the PDF reports you generate and the notifications shown in the application. Comments exchanged on a daily log, with their attached photos and documents, are kept with that log. If you use the help center, your tickets, suggestions and comments, with their attached photos and documents, are kept by SOS Educ; a suggestion and its comments are visible to all users, whereas a ticket is visible only to its author, the workplace's administrators and the SOS Educ team.

Sensitive information

Allergies and medical instructions are sensitive information. Before entering them, you must obtain the parent's consent and keep proof of it; the platform does not check that this consent was obtained. Documents you attach to contracts may also contain sensitive information, such as an authorization to administer medication, a sworn statement or financial supporting documents. They are visible to staff with access to the contract and to the child's parents; attach only what your obligations require. Parents' national identification numbers are encrypted (AES-256-GCM) and always shown masked. Only your workplace's administrators can display them in full, and each display is recorded in our technical logs. On request, we can provide you with an extract.

Why we collect it

This processing allows your workplace to ensure children's safety, communicate with families, administer contracts, manage your staff and their access, and meet the requirements of public bodies. The platform does not use any of this data for commercial purposes.

Who has access

You assign a role to each staff member. All staff with a role can see children's and parents' records and contracts, including their pricing terms, as well as the change history. Only the administrators of your workplace can access the subscription. SOS Educ accesses your data only for maintenance, support or legal obligations, and this access is limited to a small number of people. No other workplace has access to your data.

Where data is hosted

The database and files are hosted in Canada (Microsoft Azure, Canada Central). Our subprocessors are: Microsoft Entra ID (sign-in; name and email stored in Microsoft's North America geography, which may include the United States); Azure Communication Services (invitations, sign-in codes, daily logs sent to parents, subscription notices and usage alerts, by email; data stored in Canada); Stripe (subscription payments, processed in the United States); Azure Application Insights (technical logs, in Canada); and Google Maps Platform (address suggestions: text typed in an address field is sent to it while typing and processed outside Canada, including in the United States). If you turn on notifications on a device, they are encrypted and then delivered through your browser's notification service (for example Google, Apple or Mozilla), which may be located outside Canada; we keep the device's subscription address and browser type until you turn them off or sign out. The web interface is served from the United States, but no personal data is stored there. For offline use, the daily log, the list of the workplace's children and their information may be kept temporarily in the browser of your staff's devices; they are erased on sign-out.

Retention period and account closure

Your data is kept for as long as your account is active. For your workplace to be deleted, it must first be empty: nobody other than you has access to it, and no invitation is pending. When closing your account, you can export your data to Excel. Once the workplace is empty, permanent deletion takes place no earlier than 30 days after closure; it is irreversible and includes your subscription history. If you need to keep records, for example for accounting obligations, do so before closing. Daily logs sent by email stay in parents' inboxes and are not reached by this deletion. The record of sent messages, in which recipients' addresses are encrypted, is kept for as long as your account exists. The workplace's files (contract documents, photos, logo, comment attachments) are deleted with it. As soon as your last subscription is closed, your sign-in account is disabled.

Your rights and obligations

As the party responsible, you must comply with the law toward families and your employees, in particular by informing them, obtaining the required consents and responding to access, correction and deletion requests. If a request requires technical action, for example the permanent deletion of an archived record, contact us. For your own data, you also have rights of access, correction, portability (Excel export) and deletion. In case of dispute, you may contact the Commission d'accès à l'information du Québec.

Security

The measures in place are: encryption of communications and data at rest; additional encryption (AES-256-GCM) of national identification numbers and contact details; hosting in Canada; role-based access control; a timestamped history of changes made to records; and logging of when children's, parents', colleagues', contracts' and groups' records are opened. In the event of a confidentiality incident that may affect you, we will notify you without delay so that you can meet your own reporting obligations.

Contact us

For any question about data security, your obligations as the party responsible, or to exercise your rights, contact our privacy officer, Samuel Anctil-Laroche, at confidentialite@soseduc.ca.