Privacy Policy

How Southwood Learning Center collects, uses and protects information about the families we serve.

Effective Date: October 21, 2026 · Last Updated: October 21, 2026

Southwood Learning Center ("Southwood," "we," "us," or "our") is a family-owned Montessori school located at 1814 Sara Drive, College Station, Texas 77845. We care for children from 6 weeks through 6 years old, and we take the privacy of every family seriously. This Privacy Policy explains what information we collect through southwoodlearning.com (the "Website"), our online forms, and related communications, how we use and protect it, and the choices you have.

By using the Website or submitting information to us, you acknowledge this Privacy Policy. If you do not agree, please do not use the Website.

1. Scope

This Policy covers information collected online through the Website, our tour, contact and enrollment forms, email, and text messages. Information that families provide on paper or in person as part of enrollment (for example, immunization records, physician statements, emergency contacts and authorized pick-up lists) is also protected as described in Section 7 and in our Parent Handbook and Enrollment Agreement. Where those documents are more specific, they control.

2. Information We Collect

Information you give us

  • Contact and tour requests: parent or guardian name, email address, phone number, preferred tour date, your child's first name and age or date of birth, desired program and start date, and any message you send.
  • Enrollment and waitlist forms: parent/guardian names, home address, phone numbers, email, employer and work contact details, child's name, date of birth and gender, emergency contacts, authorized pick-up persons, and information about allergies, medications, special needs, dietary restrictions or developmental considerations that you choose to share so we can care for your child safely.
  • Health and regulatory records: immunization records, physician statements and other documents required by Texas Health and Human Services Commission (HHSC) Child Care Regulation minimum standards.
  • Payment information: tuition, registration and fee payments. If we use a third-party payment or billing provider, your card or bank details are processed by that provider and are not stored on our Website.
  • Employment applications: if you apply to work with us, your résumé, work history, references and information needed for required background checks.
  • Reviews and communications: feedback, testimonials and correspondence you send us.

Information collected automatically

When you visit the Website, we and our service providers may automatically collect your IP address, browser and device type, pages viewed, referring website, approximate location (city/region), and the date and time of your visit. We collect this through cookies, pixels and similar technologies (see Section 6).

Information from others

We may receive information from review sites (such as Yelp, Google or Facebook) when you interact with our pages there, and from referral sources you name.

3. How We Use Information

We use information to:

  1. Respond to inquiries, schedule tours and manage our waitlist.
  2. Process enrollment, deliver care and education, and keep children safe, including managing allergies, medications and emergencies.
  3. Bill and collect tuition and fees.
  4. Communicate with families about classroom activities, closures, schedule changes, events and emergencies.
  5. Send enrollment news and updates you request (you may opt out at any time).
  6. Comply with Texas child-care licensing requirements, health and safety laws, and other legal obligations.
  7. Operate, secure, analyze and improve the Website.
  8. Protect the rights, property and safety of children, families, staff and Southwood.

We do not use children's information for advertising, and we do not build marketing profiles of children.

4. How We Share Information

We do not sell personal information, and we do not share personal information for targeted (cross-context behavioral) advertising. We share information only as follows:

  • Service providers that help us operate the school and the Website, such as website hosting and maintenance, form and CRM tools, email and text-messaging platforms, analytics, tuition billing, and parent-communication apps. They may use the information only to perform services for us and must protect it.
  • Enrichment program partners (for example, Soccer Shots or dance programs offered on site), only when you enroll your child in that program and only the information needed to run it.
  • Government and regulatory agencies, including Texas HHSC Child Care Regulation during licensing inspections, public health authorities, and child-care subsidy agencies if your family participates in a subsidy program.
  • Legal and safety reasons: to comply with law, subpoenas or court orders; to report suspected abuse or neglect as required by Texas Family Code Chapter 261; or to protect anyone's health or safety in an emergency (for example, sharing medical information with first responders).
  • Business transfers: in connection with a sale, merger or transfer of the school, subject to this Policy.
  • With your consent or at your direction.

Text messaging: Mobile phone numbers and SMS opt-in consent are never sold or shared with third parties or affiliates for their marketing or promotional purposes.

5. Photos, Videos and Children's Information Online

We will not post a child's photo, video, full name or other identifying information on the Website, social media or marketing materials without the prior written consent of a parent or legal guardian, given through our media-release form. You may withdraw that consent at any time by contacting us; we will stop new uses and remove content we control within a reasonable time. Photos shared privately with enrolled families (for example, through a parent app) are for family use only and may not be reposted publicly if they show other children.

6. Cookies, Analytics and Third-Party Content

The Website uses:

  • Necessary cookies that make the site work and keep it secure.
  • Analytics cookies, including Google Analytics (through Google Site Kit), to understand how visitors use the site. Google's use of this data is described at policies.google.com/technologies/partner-sites. You can opt out with the Google Analytics Opt-out Browser Add-on.
  • Embedded content and links from Facebook, YouTube, Yelp and Google Maps, which may set their own cookies under their own privacy policies.

You can manage non-essential cookies through our cookie banner ("Cookie Settings") and through your browser settings. Blocking some cookies may affect site features. The Website does not currently respond to "Do Not Track" signals; we will honor recognized universal opt-out signals (such as Global Privacy Control) where required by applicable law.

7. Confidentiality of Children's Records

Child and family records are confidential. Access is limited to authorized staff with a need to know, the child's parents or legal guardians (subject to any court order on file), HHSC licensing staff, and others permitted by law. Records are kept for the periods required by Texas child-care minimum standards (26 Texas Administrative Code Chapter 746) and then securely destroyed.

8. Children's Online Privacy (COPPA)

The Website is intended for parents, guardians and adults. It is not directed to children, and we do not knowingly collect personal information online directly from children under 13. Information about a child is provided to us by the parent or guardian. If you believe a child has submitted information to us online, contact us and we will delete it promptly.

9. Text Messages and Email

If you provide a mobile number and opt in, we may send texts about tours, enrollment, reminders, closures and emergencies. Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help. Consent to receive marketing texts is not a condition of enrollment. Emergency and operational notices to enrolled families may still be sent as permitted by law. You can unsubscribe from marketing emails using the link in any email.

10. Data Security

We use reasonable administrative, technical and physical safeguards, including encrypted (HTTPS) connections, access controls, and locked storage for paper records. No method of transmission or storage is completely secure. Please do not send sensitive medical or financial information through open website forms or ordinary email unless we ask you to. If a breach of security affects your sensitive personal information, we will notify you and, where required, the Texas Attorney General, as required by Texas Business and Commerce Code Chapter 521.

11. Data Retention

  • Tour and contact inquiries that do not lead to enrollment: up to 24 months.
  • Enrollment, attendance, health and billing records: for the period required by Texas licensing rules, tax law and our insurance obligations, then securely destroyed.
  • Website analytics data: according to our analytics settings (generally 14 months or less).

12. Your Choices and Texas Privacy Rights

You may contact us at any time to:

  • Access or receive a copy of the personal information we hold about you or your child.
  • Correct inaccurate information.
  • Delete information we are not required by law to keep.
  • Opt out of marketing emails and texts.
  • Withdraw media-release consent.

Texas residents may have additional rights under the Texas Data Privacy and Security Act, to the extent it applies to us. We will respond to verified requests within 45 days. If we decline your request, you may appeal by replying to our decision with "Appeal" in the subject line; we will respond within 60 days. If your appeal is denied, you may contact the Texas Attorney General at texasattorneygeneral.gov/consumer-protection. We will not discriminate against you for exercising any privacy right.

To protect families, we will verify your identity and your authority as a parent or guardian before releasing a child's information.

13. Third-Party Websites

The Website links to sites we do not control, such as social media, review sites and partner programs. Their privacy practices are governed by their own policies.

14. Changes to This Policy

We may update this Policy from time to time. We will post the new version here with a new "Last Updated" date. If we make material changes to how we use children's or families' information, we will notify enrolled families directly.

15. Contact Us

Southwood Learning Center
1814 Sara Drive, College Station, TX 77845
Phone: (979) 693-6556
Email: info@SouthwoodLearning.com

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