First 5 Alameda County is a state-funded agency that provides training, quality improvement support for early care and education (ECE) Quality Counts (centers and Family Child Care homes), and funds programs and services operated by contracted agencies.  

To evaluate the effectiveness of our programs and to comply with mandatory state reporting, First 5 Alameda County collects data from contracted agencies and program participants. Some data is required by Quality Counts California (QCC), a collaboration between First 5 California, the California Department of Education (CDE) and the California Department of Social Services (CDSS) and/or other annual report submissions as required by regulatory entities in accordance with First 5 Alameda County funding. First 5 Alameda County also uses data collected to inform agency policies and program planning.  

First 5 Alameda County takes the collection and protection of personal information and data that agencies and program participants submit seriously. When obtaining personally identifiable information, we notify participants of the purpose of the data collection and only collect personal data relevant to this purpose.  We are committed to maintaining the security and integrity of personal data and information. This Universal Privacy Statement informs agencies and program participants how First 5 Alameda County stores, collects, shares, and protects data and personal information.  

A. How data and information are stored 

First 5 Alameda County stores collected data and information in the following systems/platforms: 

  1. First 5 Alameda’s Azure cloud tenant operating Microsoft Office 365- provides secure document and data receipt access and storage. 
  1. High 5 Salesforce – Cloud-based Customer Relationship Management (CRM) platform that manages the entire contract lifecycle, designed to provide funding to nonprofits, service providers, early childhood agencies, contractors, and more. The platform stores key contract data, including budgets, Results-Based Accountability (RBA), contracts, invoices, and other reporting information. 
  1. Hubbe – Web-based Quality Rating and Improvement System (QRIS) data collection and program management system for designated early childhood education providers, centers and/or agencies. 
  1. AirTable- a cloud based tool used to collect applications for Measure C grants. 
B. How we use data and information that we collect 

First 5 Alameda County uses data and information for the following reporting purposes: 

  1. External/State Reporting 
  1. Verification of California State Preschool Program CSPP Block Grant, QCC Quality Improvement Grant and Improve and Maximize Program so All Children Thrive (IMPACT) Legacy program compliance. 
  1. Verification of QRIS participation and site rating; evaluation of CDE, CDSS and First 5 California investment(s). 
  1. Reporting to the Governor’s Office, CA Department of Finance, Legislative Analyst’s Office, CA State Legislature, First 5 CA Commission, regional county partners, and/or other stakeholders as identified by the State. 
  1. Mandatory reporting to First 5 California as required for the annual performance report.  
     
  1. Internal/First 5 Alameda County Reporting 
  1. Publishing reports and summaries of aggregate data that may be used in specific ways to describe First 5 Alameda County programs included in official agency reports and/or publications. 
  1. Conducting analyses of program effectiveness in combination with other data sources held by First 5 Alameda County. 
  1. Track and analyze county-wide childcare subsidy utilization, by age, funding stream, and setting.  
  1. Identify opportunities for outreach and provider participation in Measure C funded programs for countywide coverage.  
C. What type of data and personal information we collect 

Data collected may include first and last name, email address, street address, city, zip code of residence or childcare business, phone number(s), Federal Employee Identification Number (FEIN), social security number, vendor number, source of payment and/or funding for childcare services, race/ethnicity, language(s) spoken, income level, date of birth, age, gender, relationship to child(ren), and child care subsidy utilization.  

Data collected on children may include total children in care, date of birth, age, gender, name, language(s) spoken, race/ethnicity, number of children with an IFSP (Individualized Family Service Plan), number of children with an IEP (Individualized Education Plan), number of Homeless Children, and number of children in foster care. 

Other data commonly collected include, but are not limited to, childcare site information such as types of funding received, classroom data, teacher/staff names, language(s) of instruction, Workforce Registry IDs, and licensing data.  

D. How we protect data and personal information 

To protect personal information from unauthorized access and use, First 5 Alameda County employs a variety of security measures. These measures include digital safeguards, such as secure cloud services and encrypted data, as well as physical safeguards, such as secure files and buildings.  

E. How we collect data and personal information 

We collect data and personal information from the following: 

  1. Hubbe  
  1. Workforce Registry 
  1. Sparkler app 
  1. Program data collection 
  1. High 5 
  1. First 5 Stipend application 
  1. Measure C Provider Relief Grants portal  
  1. Other survey tools 
F. How we share data and information 

Data may be shared with, but not limited to, First 5 California, the California Department of Education, and the California Department of Social Services and/or other identified entities for mandatory reporting purposes.  

Data may also be shared when the law or a court requires disclosure.  As a government agency, First 5 Alameda County is subject to the California Public Records Act, and some of the (program and aggregate) data provide may be considered a public record and may be subject to public inspection and copying if not otherwise protected by federal or state law.  Similarly, we may share data in response to subpoenas, search warrants, judicial proceedings, court orders, legal process, or other law enforcement measures, to establish or exercise our legal rights, or to defend against legal claims.  

First 5 Alameda County also partners with contracted external agencies that have limited access to Hubbe in order to perform essential functions such as Resource & Referral (R&R) Agencies for coaching, or WestEd for assessments, and Alameda County Office of Education (ACOE) for CSPP contracts, quality improvement services, rating and funding. 

Data may also be shared with third parties for the purposes of data validation, such as the California Early Care & Education Workforce Registry and Alameda County Alternative Payment agencies, in addition to other contracted consultants and evaluators for the purposes of program evaluation and planning. System partners may receive data from First 5 Alameda for the purposes of service delivery, such as the disbursement of grants and stipends to individuals.  

G. Questions about privacy or data sharing? 

If you have concerns about this Universal Privacy Statement, please contact First 5 Alameda County at: privacy@first5alameda.org. 

This Universal Privacy Statement was last updated January 29, 2025.