TLP Privacy and Information Collection Policy

1. Information Collection and Use

TLP collects and maintains personal information necessary to:

• Fulfill our contractual obligations to you

• Comply with legal requirements as a service provider

• Ensure the safety and well-being of children in our care

We manage all information in accordance with the Privacy Act 2020, the Vulnerable Children's Act 2014, The Children, Young Persons and their Families Act 1989, and other relevant legislation.

2. Data Access and Sharing

• Authorized government departments and audit organizations may access information collected by TLP.

• You can view and update your family's information at any time by contacting us via e-mail.

• To request a copy of our full Privacy Policy, please contact our Privacy Officer at [jimmy@ thelearningpath.co.nz ] or visit [www.thelearningpath.co.nz/privacy-policy].

3. Account Creation and Bookings

• Current and accurate personal details are required when creating an account and making bookings.

• We may request additional information for specific activities or to verify identity and address.

• Children may not attend any programme until all booking details are complete

4. Communication and Feedback

We use your contact details to:

• Provide information about our programmes, events, and promotions

• Conduct customer satisfaction surveys to improve our services

 5. Child Safety and Well-being

• We require contact information for at least two individuals: the primary caregiver and one emergency contacts.

• Parents or guardians must provide comprehensive details regarding their child's health status, including any medical conditions, allergies, special needs, or other health-related information that may affect the child's care or participation in our programs.

• Medication will only be administered with a completed TLP Medical Consent Form.

• We welcome children with disabilities or special needs, provided we can safely meet their specific requirements within our program's capacity.

6. Legal and Custody Matters

• TLP adheres to and implements all court-ordered access and custody arrangements for children under our care.

• In the event of changes to legal guardianship or visitation rights, TLP requires written notification accompanied by official court documents before enacting any changes.

7. Your Responsibilities

• Ensure all provided information is accurate and current.

• Promptly notify TLP of any changes in contact details, medical information, or legal arrangements.

Engagement with The Learning Path's services constitutes acceptance of the guidelines outlined in this policy. TLP retains the authority to amend this policy when necessary, and we commit to promptly notifying you of any alterations.

TLP Programme Costs and Booking:

1.       Fees and Payment

• Programme fees are outlined during the initial enrolment process and are subject to periodic review and adjustment.

• Regular booking fees are based on confirmed, scheduled days. Additional days are billed at the prevailing 'casual' rates.

• TLP may offer discounts on programmes, which are discretionary and subject to change or withdrawal.

2.       Payment Terms

• Payment is due at the time of booking. Bookings are confirmed only upon full payment or establishment of an approved payment plan.

• Payments can be made online during booking or via direct bank transfer. TLP does not accept cash or cheques at programme sites.

• Credit card payments and payWave incur additional processing fees, which will be clearly displayed before transaction completion.

• The booking caregiver is solely responsible for fee payment. TLP does not participate in split payment arrangements between caregivers.

• Accounts must remain current. TLP reserves the right to cancel bookings or refuse re-enrolment for accounts with outstanding balances, unless a payment plan is established.

• Persistent non-payment may result in referral to a debt collection agency, with associated costs added to the outstanding balance.

• To ensure smooth financial operations and continuous service provision, TLP implements the following payment structure:

• Initial Payment: A two-week advance payment is required upon enrollment. This initial payment covers the start period of your child's attendance.

• Ongoing Payments: Automatic weekly payments must be set up through your banking system. These payments will commence after the initial two-week period.

• Purpose of Advance Payment: The two-week advance payment serves as a buffer, ensuring continuous service coverage while the automatic weekly payment system is established and becomes active.

3.       Additional Charges

• Early drop-off or late pickup incurs a charge of $1 per minute after a 10-minute grace period.

• Absences, public holidays, and "Teacher Only Days" are charged at the standard rate for permanent bookings.

 4.       Prompt Payment Discount

A 10% discount is available for full-term bookings paid online via credit or debit card at the time of booking. This discount does not apply to bank transfer payments. Please note:

• Merchant fees are additional.

• Modifications to bookings during the term may result in discount forfeiture.

TLP Absences and cancellations:

1.       Reporting Absences

• To ensure the safety and security of all children, it is imperative that absences are promptly reported. Please notify the programme manager directly via phone call, SMS, or email within 24 hours.

• In the event of an unreported absence where we are unable to contact you, TLP will initiate our standard missing child procedure, which may involve contacting the authorities.

• Absence Notification Deadlines: a) Before School Programmes: By 7:00 AM on the day of absence b) After School Programmes: By 2:30 PM on the day of absence c) Holiday Programmes: By 8:30 AM on the day of absence

• In cases of illness where a medical certificate is provided, TLP will credit the charges for the affected days.

2.       Booking Changes & Cancellations

• Modifications or cancellations to bookings can significantly impact our staffing allocations and resource management. Therefore:

• To alter or cancel a booked day or programme session, please submit a written request to jimmy@thelearningpath.co.nz at least 24 hours prior to the commencement of the booked session. For Monday bookings, notice must be received before the corresponding programme time on the previous Friday. Failure to provide adequate notice will result in charges for the original booking. Please note that on-site staff are not authorized to approve credits or refunds.

3.       Make-up Sessions

• In the event of a missed class, TLP offers the option of a condensed make-up session. These sessions, typically lasting 20-30 minutes, are designed to cover essential content and maintain continuity in the student's learning process. While abbreviated in duration, these make-up sessions are billed at the full standard rate. These sessions are scheduled outside of regular class hours, usually after the conclusion of a subsequent class. This arrangement ensures that students have the opportunity to stay current with the curriculum without compromising the financial sustainability of our programmes.

TLP Health and Safety:

1.       Minor injuries and illness

• In the event of a minor injury or illness occurring during a TLP programme, our staff will:

• Provide appropriate First Aid treatment.

• Notify the parent or guardian as soon as possible.

• Minor injuries may include, but are not limited to, minor cuts, abrasions, soft tissue injuries, bumps, and bruises.

2. Serious medical situations:

• In more serious medical situations

• TLP staff will prioritize calling emergency services (ambulance) before parent notification.

• If urgent medical care is required and transporting to an Accident and Emergency department (A&E) is deemed more practical and appropriate than waiting for an ambulance, TLP staff may choose to transport the child.

• Serious injuries may include, but are not limited to, head injuries, broken bones, deep cuts requiring stitches, severe sprains or strains, concussions, burns, allergic reactions requiring medical attention, and any injury resulting in loss of consciousness.

3.       Decision-Making Authority

• While a child is participating in a TLP programme, the decision to seek external medical care rests solely with TLP staff.

• All accidents and incidents are recorded in detail on all programmes and are reviewed by authorised senior staff for training and process improvement purposes.

4.       Financial Responsibility for Medical Costs

TLP will not be liable for any costs incurred in seeking medical attention, including but not limited to ambulance services or doctors' fees. These costs remain the sole responsibility of the parent or guardian.

5.       Serious illnesses and infections

In the event of a suspected infectious illness (including but not limited to measles, chickenpox, hand, foot and mouth disease, or COVID-19) or symptoms such as diarrhea or vomiting, parents/guardians must:

• Immediately withdraw the child from the programme.

• Keep the child at home until medically cleared to return.

• Promptly notify TLP if an infectious illness is confirmed.

TLP may require a medical clearance certificate before readmitting the child to the programme.

6.       Emergency Procedures and Public Health Measures

Civil Emergency Protocol:

• In the event of a civil emergency, programme staff and children will remain at the designated collection site if it is safe to do so.

• Children will be retained at the site until collected by authorized caregivers.

• If relocation to a safer area becomes necessary, programme staff will promptly notify caregivers via phone or text message.

Site Lockdown Procedure:

• In the event of a site lockdown due to an imminent safety threat, staff will adhere to instructions provided by the lead emergency service agency.

• Children will not be released for collection until the lead agency explicitly declares it safe to do so.

Public Health Compliance:

• TLP will strictly adhere to all Public Health Measures issued by the Ministry of Health in response to any Contagious Disease outbreak, Epidemic, or Pandemic, including but not limited to COVID-19 and its variants.

• To ensure the ongoing safety of all participants and staff, TLP reserves the right to modify or cancel any activity or programme in response to Ministry of Health Exposure Notifications or other Public Health Mandates.

• For detailed information regarding TLP's COVID-19 Protection Framework, please consult our official website.

7.       Medication Administration and Child Protection Policies

Medication Administration:

• Upon receipt of an approved Medical Consent Form, TLP staff will administer medication strictly in accordance with the specified dosage.

• Each medication administration will be formally documented by staff.

• In the event of any changes to medication or cessation of treatment, parents/guardians must submit a new Medical Consent Form to TLP.

Self-Administered Medication:

• For medications requiring self-administration (e.g., asthma inhalers, epinephrine auto-injectors), parents/guardians must provide TLP with a completed "Self-Medication Form."

• All such medications must be supplied to TLP and will be securely stored until needed.

• TLP staff will supervise children during self-administration of medication.

• Please note: TLP cannot access medications held by the school on behalf of a child. Separate medication supplies must be provided directly to TLP.

 Child Protection Policy:

• TLP maintains a comprehensive child protection policy across all programmes.

• This policy includes mandatory reporting of any suspected child abuse to Oranga Tamariki and/or the police.

• The full child protection policy is publicly displayed at all TLP sites and is available for review on our official website.

TLP Drop-Off and Collection:

1.       Child Drop-Off Procedure:

• When dropping off a child at the designated site or activity location, the responsible adult must sign the child in using the provided site device or sign-in sheets.

 2.       Child Pick-Up Procedure:

• Upon collecting a child from an activity or programme, the responsible adult must sign the child out using the provided sign-out sheets.

 3.       Authorized Pick-Up Persons:

•  TLP will only release children to individuals listed as authorized pick-up persons on the child's account. It is the parent or guardian's responsibility to ensure this list remains current, including regular and casual pick-up persons.

 4.       Identification Verification:

•  TLP reserves the right to request photo identification from any individual attempting to collect a child.

5.       Safety Precautions:

• TLP reserves the right to refuse the release of a child to any individual who: a) Appears to be under the influence of alcohol and/or drugs. b) Is reasonably believed to pose an immediate danger to the child's safety or welfare. In such circumstances, TLP will immediately seek police assistance.

TLP Photography and Image Usage:

1.       Identification Photographs

• TLP will take a headshot photograph of each child for internal record-keeping purposes, specifically to facilitate easy identification by TLP staff. Parents or guardians may opt out of this practice during the enrollment process.

2.       Activity Documentation

• Authorized TLP staff may photograph children engaged in regular programme activities and their work. These images may be used for staff training, marketing, and promotional purposes. Parents or guardians have the option to deny permission for such photography during the enrollment process.

3.       Marketing and Promotional Use

• TLP may use selected images for marketing purposes in both print and digital formats, including social media platforms. Consent for this use is assumed unless explicitly denied by parents or guardians during the enrollment process.

Note: For all photographic and image use policies, parents or guardians retain the right to withdraw consent at any time by notifying TLP in writing.

TLP Exclusions:

1.       Child Behavior Management

• TLP reserves the right to permanently remove a child from any programme if their behavior significantly impacts safety, subject to the requirements outlined in our Supporting Positive Behaviour Policy.

• Response to Intervention (RTI) Plan: If a child is utilizing a Response to Intervention Plan and fails to meet specific aspects of the plan, consequences may include exclusion from activities or the programme until the matter is resolved. The severity of the breach will determine the appropriate action.

• In the event that the programme team is unable to adequately meet a child's needs, or if a child's behavior poses a risk to the safety of staff or other children, arrangements will be made for the child's immediate collection from the activity or programme.

 2.       Parent/Caregiver Behavior Management

• Safety-Impacting Behavior by Adults: TLP reserves the right, at its sole discretion, to refuse or rescind a child's enrolment with immediate effect if a parent, caregiver, or authorized collection person exhibits behavior that compromises the safety of TLP staff, children, or the integrity of the programme.

TLP Disclaimer:

1.       Staff and Supervision

TLP conducts police vetting for all staff members and provides comprehensive training. We are committed to offering the highest practical level of supervision and engagement for all children enrolled in our programmes. However, neither TLP nor its employees or contractors shall be held personally liable for any consequences resulting from acts or omissions arising from any activity or programme, provided that all reasonable and practical steps have been taken in accordance with our policies and relevant New Zealand legislation.

2.       Personal Property

TLP assumes no liability for the loss or damage of personal items in a child's possession during programme activities.

3.       Property Damage

Any costs associated with repairing or replacing material damage caused by a child to TLP resources, property, or any site from which TLP operates, will be the responsibility of the child's caregiver. These costs will be added to the caregiver's account.

4.       Terms and Conditions Acknowledgment

By acknowledging these Terms and Conditions and completing your child's enrollment in a TLP programme, you confirm that:

• All details provided are true and correct.

• You have read, understood, and agree to adhere to these Terms and Conditions and all TLP policies and procedures.

• You acknowledge that our policies and procedures manual is available for review at each of our sites.

• You understand that if you breach any of these Terms and Conditions, TLP may suspend or terminate the enrollment and will be immediately absolved of all other obligations under these terms and conditions.

• You acknowledge that TLP will not be liable for any loss, damage, or associated costs you may incur due to TLP exercising its rights under this clause.