Notice: We are currently experiencing technical issues with our phone system. Please leave a voicemail, and we will return your call as soon as our system is restored. You may also reach us by email at [email protected]. We appreciate your patience and understanding.
The Imagine Institute (“Imagine,” “the Institute,” “we,” or “us”) is a Washington State nonprofit organization that supports the early care and education workforce through training, mentorship, business support, substitute relief, and technical assistance. Imagine respects the privacy of the providers, educators, job seekers, families, partners, funders, and visitors it serves.
This Privacy Policy explains what personal information Imagine collects, why it is collected, how it is used and shared, how long it is kept, and the choices available to individuals. Please read it alongside the GDPR and International Data Protection Policy, which applies to individuals located in the European Economic Area, the United Kingdom, and Switzerland.
This policy applies to personal information Imagine collects through:
Separate systems. Some Imagine services run on platforms operated by other organizations or systems, including the Washington State Department of Children, Youth, and Families (DCYF) MERIT system. Those platforms have their own privacy notices and terms. This policy does not govern how they handle personal information.
The categories below depend on which programs and services an individual uses. Imagine does not collect all of this information from every person.
Category | Examples |
Identifiers and contact details | Name, mailing address, email address, telephone number, preferred language, preferred contact method |
Professional and program information | STARS ID or MERIT ID, license or facility number, employer or facility name, role, years in the field, professional development history, training attendance, course completion and certificates |
Business information | Business name, business address, UBI number, licensing status, capacity, service area |
Program eligibility information | Information required to confirm eligibility for a grant, incentive, stipend, or funded program, which may include household or income information where a funder requires it |
Payment and incentive information | Mailing address for stipend checks, tax identification information where required for reporting, and payment records |
Employment application information | Resume, cover letter, work history, education, references, and information required for background checks where applicable |
Demographic information | Information voluntarily provided for equity reporting and funder requirements. Providing this information is optional unless a funder requires it as a condition of participation. |
Content submitted voluntarily | Survey responses, feedback, testimonials, photographs, video, and story content shared with permission |
When someone visits imaginewa.org, certain information is collected automatically through cookies, pixels, and server logs:
Imagine may receive personal information from:
Imagine uses personal information to:
Imagine does not sell personal information, and does not share personal information with third parties for their own independent marketing purposes.
Cookies are small text files placed on a device by a website. Imagine uses the following categories:
Type | Purpose |
Strictly necessary | Enable core site functions such as page navigation, form submission, security, and load balancing. The site cannot function properly without these. |
Preference | Remember settings such as selected language through the site’s translation tool. |
Analytics | Help Imagine understand how the site is used so content and navigation can be improved. Imagine uses Google Analytics, deployed through Google Tag Manager. |
Embedded content | Set by third-party services embedded in pages, such as YouTube video players and social media feeds. These providers may set their own cookies. |
Type | Purpose |
Strictly necessary | Enable core site functions such as page navigation, form submission, security, and load balancing. The site cannot function properly without these. |
Preference | Remember settings such as selected language through the site’s translation tool. |
Analytics | Help Imagine understand how the site is used so content and navigation can be improved. Imagine uses Google Analytics, deployed through Google Tag Manager. |
Embedded content | Set by third-party services embedded in pages, such as YouTube video players and social media feeds. These providers may set their own cookies. |
Imagine shares personal information only in the circumstances described below.
Imagine works with vendors that provide services on its behalf, including website hosting, form processing, customer relationship management, email and text message delivery, survey tools, learning platforms, payment processing, and IT support. These vendors are permitted to use personal information only to provide services to Imagine.
Imagine’s programs are supported by public and philanthropic funders. Grant agreements frequently require reporting on participation, completion, and outcomes. Where a funder or state agency requires individual-level data as a condition of funding or program eligibility, Imagine shares only the information required. In most cases, reporting is aggregated or de-identified. Training and professional development records are reported to DCYF and recorded in MERIT as required by Washington State.
Some programs involve sharing limited information between participants. For example, substitute pool participation involves sharing a substitute’s name and qualifications with requesting facilities, and mentorship programs involve sharing contact information between mentors and mentees.
Where a program is delivered jointly with a partner organization, Imagine shares the information needed to deliver that program. Participants are told at the point of collection when a program is delivered with a partner.
Imagine may disclose personal information when required by law, subpoena, court order, or government request, or when necessary to protect the rights, safety, or property of Imagine, its staff, program participants, or the public.
If Imagine merges with, is acquired by, or transfers programs to another organization, personal information may be transferred as part of that transaction, subject to this policy.
Imagine shares information in other ways only with permission. This includes the use of names, photographs, quotes, and stories in marketing materials, publications, and social media, which Imagine obtains separate written consent to use.
Imagine sends text messages about training opportunities, program reminders, substitute placements, and professional development support to individuals who have opted in.
Imagine sends program communications, newsletters, and announcements by email. Every marketing email includes an unsubscribe link. Individuals may also update preferences at imaginewa.org/pref or by contacting Imagine directly.
Unsubscribing from marketing email does not stop essential program communications, such as registration confirmations, class reminders, placement notices, or information required by a funded program.
The imaginewa.org website links to and embeds content from other organizations, including funders, partners, state agencies, job boards, video platforms, and social media networks. Imagine does not control these sites and is not responsible for their privacy practices. Review the privacy notice of any third-party site before providing personal information to it.
Imagine keeps personal information only as long as needed for the purpose it was collected, and for as long as required by law, grant agreements, and audit obligations. Retention periods vary by record type. Examples include:
When information is no longer needed, Imagine deletes it or removes the details that identify an individual.
Imagine maintains administrative, technical, and physical safeguards designed to protect personal information against loss, misuse, and unauthorized access, disclosure, alteration, or destruction. These include access controls limiting staff access to what their role requires, encryption of data in transit, secure vendor selection, and staff training on data handling.
No method of transmission or storage is completely secure. Imagine cannot guarantee absolute security, and individuals share information with Imagine at their own discretion. Anyone who believes their information has been compromised should contact Imagine immediately using the details in the contact section.
The imaginewa.org website and Imagine’s programs are directed to adults working in or entering the early care and education field. Imagine does not knowingly collect personal information online from children under 13.
Imagine’s work involves child care, and some program records may include limited information about children in a provider’s care, such as enrollment counts or ages. That information is provided by providers or agencies, is used only for the program purpose it was collected for, and is not collected directly from children.
If Imagine learns that it has collected personal information online from a child under 13 without verifiable parental consent, it will delete that information. A parent or guardian who believes a child has provided information to Imagine should use the contact details below.
Regardless of location, individuals may ask Imagine to:
Requests can be sent to the address in the contact section. Imagine will verify identity before acting on a request, will respond within a reasonable period, and will explain in writing if a request cannot be fulfilled. Imagine does not charge a fee for these requests and does not treat anyone differently for making one.
Some records cannot be deleted on request. Training completion records reported to DCYF, financial records required for audit, and records Imagine must keep under a grant agreement are examples.
Imagine is a Washington State nonprofit and complies with Washington law governing the handling of personal information, including the state’s data breach notification requirements. If a breach affecting personal information occurs, Imagine will notify affected individuals and the Washington State Attorney General as required by law.
Imagine does not sell personal information as that term is used in state privacy laws.
Imagine operates in Washington State and stores information in the United States. Anyone who provides information to Imagine from another country should understand that it will be transferred to and processed in the United States, where privacy laws differ from those in their home country.
Individuals located in the European Economic Area, the United Kingdom, or Switzerland should read the GDPR and International Data Protection Policy, which describes additional rights and the lawful bases on which Imagine processes personal data.
Some browsers offer a Do Not Track setting. There is no common industry standard for how websites should respond to these signals, and imaginewa.org does not currently respond to them. Imagine will update this section if that changes.
Imagine is committed to making its website and documents accessible to everyone, including people who use assistive technology. Anyone who has difficulty accessing this policy, or who would like it in another format or language, may contact Imagine using the details below and it will be provided in an accessible format.
Imagine may update this policy to reflect changes to its programs, technology, or legal obligations. The effective date at the top of the page shows when the current version took effect. Material changes will be announced on the website, and where a change affects how Imagine uses information already collected, affected individuals will be notified directly where practical.
Questions, requests, and complaints about privacy can be directed to:
The Imagine Institute
Email: [email protected]
Phone: 206-492-5249
Imagine acknowledges privacy requests within 30 days and aims to resolve them within 90 days.
