Our privacy policy

1. What personal information we collect about you
2. how we collect it
3. Who collects it
4. How we use your personal information
5. Personal information that we share with third parties
6. Our legal basis for collecting and using your personal information
7. Data retention, data security and transfers of personal information outside of the European Economic Area (EEA)
8. Your rights
9. Accessing and updating your personal information
10. Changes to our Privacy Policy
11. Legal and Contact Information

Should we ask you to provide any information by which you can be identified when making an email enquiry or visiting our website, or through a relationship with us, you can be assured that it will only be used in accordance with this privacy notice, and to enable us to provide you with the service you have asked us to provide.

This applies to general users, prospective users, clients, candidates, and suppliers, or any other third-party whenever we collect your personal information (including when you use our website). It is important that you read this privacy notice carefully so that you are fully aware of how and why we are using your data.

How We Collect Your Personal Information

This is information about you that you give us by filling in forms on our website www.fulhamnannies.co.uk, or by corresponding with us by phone, e-mail, SMS, or other information that we obtain from our dealings with you.

We may also collect and process information about your interactions with us and details about our contacts with you (such as the date, time, and method of contact).

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Why We Collect Your Personal Information

We collect information about you to carry out our core services as a childcare placement agency.

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What Personal Information We Collect

When you ask us to work with you we will collect, store, and use personal information about you, including but not limited to:

Clients

• Your name
• Your address
• Your mobile telephone number
• Your home telephone number
• Days and times required
• children’s ages, genders, allergies or other relevant medical information, special or additional needs
• Match preferences/specifications
• Consents

Please note that without collecting and processing certain personal information from you, we will be unable to provide our services.

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Candidates

If you are applying to register with us for assistance with finding a childcare job we will collect, store, and use personal information about you, including but not limited to

• Your name
• Your address
• Your mobile telephone number
• Your home telephone number
• D.O.B.
• Gender
• Your email address
• Your CV or work history summary
• Skills like languages
• Professional qualifications
• Experience
• Job preferences
• Work availability
• References
• Referees contact details
• Consents
• Proof of identity documentation
• right to work in the UK
• Permits/Visas as applies
• Criminal record checks and security clearance

If you fail to provide certain information when requested, we may not be able to continue to consider your application.

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What We Use Your Personal Information For

We only use your personal data when the law allows us to, and only for the purpose of introducing childcare candidates to clients for employment by them.

Most commonly, we will use your personal data in the following circumstances:

Clients

• To provide you with the service you have asked us to provide
• To understand and respect your preferences and any desired attributes being sought
• To introduce candidates to potentially work for you
• To arrange interviews
• To communicate with you, respond to any enquiries you make and keep you informed

Data sharing

We will only share your information with named prospective candidates and with your permission for the purpose of potential employment by you.

Other third parties might involve IT service providers or CRM systems, data storage or hosting providers, CV parsers or data analysis services.

We do not share your personal information with third parties who wish to use it for marketing purposes, and you will not receive offers from other companies or organisations as a result of giving your details to us.

You have the right to withdraw your consent or amend your communications preferences at any time. If you would like to make an amendment please email your instructions to our Data Protection Officer (Moira Walsh) at [email protected].

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

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Candidates

• To help you find childcare employment opportunities
• To profile your skills, training, qualifications and availability
• To submit your details to our clients for you to be considered for appropriate roles
• To arrange interviews
• To keep you informed of available job opportunities
• To confirm your employment history
• To confirm your identity
• To establish you have a legal right to work in the UK
• To communicate with you and respond to any enquiries you make

Data sharing

We will only share your personal information (CV and related information) with the following third parties for the purposes of processing your application and finding you work:

Prospective clients (once you have been successfully placed with a client additional information will be provided to them to enable the placement to succeed).

Other third parties might involve IT service providers or CRM systems, data storage or hosting providers, CV parsers or data analysis services.

We do not share your personal information with third parties who wish to use it for marketing purposes, and you will not receive offers from other companies or organisations as a result of giving your details to us.

You have the right to withdraw your consent or amend your communications preferences at any time. If you would like to make an amendment please email your instructions to our Data Protection Officer (Moira Walsh) at [email protected].

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

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Legal Basis (Bases) For Processing Your Personal Information

Our use of your personal information will always have a lawful and conditional basis.

In some circumstances we will rely on your express consent as a legal basis for processing your personal information. Examples of when consent may be the lawful basis for processing your personal information include permission to introduce you to a client (if you are a candidate), or permission to share your contact details with a candidate (if you are a client).

Direct applicants (Clients & Candidates)

If you provided us with your personal data directly, for example, voluntarily by email, we consider that you provided consent to us processing your personal information for the purposes of providing recruitment services or for a specific job role.

If you submitted your personal data via a contact form on our website, and you positively ticked the relevant privacy and communications boxes before you clicked “send”, we also consider that you provided us with your consent to process the data you provided to us, again with a view to providing you with recruitment services or for a specific job role.

(a) Consent: the individual has given clear consent for you to process their personal information for a specific purpose.

Where consent is not the lawful basis we rely on one or more of the following lawful bases for processing of your personal information :

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

(d) Vital interests: the processing is necessary to protect someone’s life.

(e) Legitimate interests: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual’s personal information which overrides those legitimate interests.

Table

We have set out below, in a table format, a description of all the ways we plan to use your personal information, and which legal basis (or bases, if more than one) we rely on to do so. We have also identified what the conditions in which it is necessary to process your personal information.

Clients

Candidates

Sensitive (Special Category) Personal Information:

We may also collect, store and use more sensitive personal information about criminal convictions and offences, and security clearance in order to meet our legal obligations.

Data Security And Storage

We are committed to protecting personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure, accurate and up to date, and that we only keep it as long as is reasonable and necessary, unless we are required to retain your data longer for legal, tax or accounting reasons.

Although we use appropriate security measures once we have received your personal information, the transmission of information over the internet is never completely secure. We do our best to protect personal information, but we cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk.

We only keep your personal data for a reasonable period of time, based on the purpose for which we are using your data. Once that purpose has been fulfilled we securely delete or destroy that data.

Where personal information is stored

We store our data using secure physical safeguards, (e.g. in locked, non-portable, storage with access strictly controlled and limited), and secure IT systems, (e.g. password protected computers and systems).

Personal information is collected and stored on secure systems mainly based in the UK and European Economic Area (EEA). Where we use third party service providers to store data, (e.g. Google Analytics), we take all steps reasonably necessary to ensure your data is treated securely.

Data breach

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Protecting children’s privacy

Although we may request specific information about our client's children, (e.g. age & gender, or number of children), we do not knowingly collect any personally identifiable information from children under the age of sixteen, or send any communications to children in connection with our services. The Internet offers children wonderful educational and entertainment resources. Your guidance and involvement are essential to help ensure that children have a safe and rewarding online experience. We encourage you to visit "Make safety choices that fit your family" for more information about keeping your family safe online. If you are a parent or guardian and are concerned that we may be processing personally identifiable data related to your child, please contact our Data Controller at [email protected].

Data Controller

Moira Walsh is the Data Controller and is responsible for collecting and processing your personal information. Processing includes the organisation, retrieval, consultation, use and deletion of information and its disclosure to other agencies.

The information you provide will be processed in connection with the administration of our services. A full list of what information we control and process and for what purposes is set out in our notification. Our registration reference with the Information Commissioner's Register of Data Controllers is Z1109019. You can view our registration at the Information Commissioner's website.

The Data Protection Controller’s responsibilities:

As the Data Protection Controller, Moira Walsh has overall responsibility for the day-to-day implementation and regular monitoring of this policy to make sure it is being adhered to.

• Reviewing all data protection procedures and policies on a regular basis
• Responding to individuals such as clients and job applicants who wish to know which data is being held on them by Fulham Nannies

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Accuracy and relevance

We will ensure that any personal data we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained. We will not process personal data obtained for one purpose for any unconnected purpose unless the individual concerned has agreed to this or would otherwise reasonably expect this.

Data retention

We understand our legal duty to retain accurate data and only retain personal information as long as we need it for our legitimate business interests and that you are happy for us to do so. We run data routines to remove data that we no longer have a legitimate business interest in maintaining.

We retain personal data for no longer than is necessary. What is necessary will depend on the reasons that the personal data was obtained, but will be determined in a manner consistent with our data retention procedures.

In practice, it means that we:

• review the length of time we keep personal data;
• consider the purpose or purposes we hold the information for in deciding whether (and for how long) to retain it;
• securely delete information that is no longer needed for this purpose or these purposes; and
• update, archive or securely delete information if it goes out of date.

Once the purpose for retaining your personal information has been fulfilled, we will securely delete that data, unless we are required to retain the data longer for legal, tax or accounting reasons.

International data transfers

No data will be transferred outside of the European Economic Area (EEA) without specific consent from the data subject (you) prior to transferring personal data outside the EEA.

Your Rights Of Access, Correction, Erasure, And Restriction

Individuals have rights to their data which we must respect and comply with to the best of our ability. We must ensure individuals can exercise their rights in the following ways:

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a data subject access request). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

You have the right at any time to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request a copy of your personal information. If you would like to make a request about your information please email [email protected].

Withdrawal Of Consent

If you have provided us with your consent to process data, for the purpose of using our services, you have the right to withdraw this at any time. In order to do so you should contact us by email at [email protected]

How To Contact Us About Your Personal Data Or This Privacy Notice

If you have difficulty understanding this information or want to ask any questions about your personal data, please contact us by email at [email protected] or write to us at the following address:

• Fulham Nannies
• 69a Stephendale Road
• Fulham
• LONDON
• SW6 2LT

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Corrections And Concerns

If we become aware of any ongoing concerns or problems regarding our privacy practices, we will take these issues seriously and work to address them.

If you believe that information we hold about you is incorrect or out of date, or if you have concerns about how we are handling your personal information, please contact us and we will try to resolve those concerns.

You may ask us at any point that we correct inaccurate personal data relating to you. If you believe that information is inaccurate you should record the fact that the accuracy of the information is disputed and contact us by email at [email protected].

If you wish to have your personal information deleted, please let us know and we will take reasonable steps to delete it (unless we need to keep it for legal, auditing or internal risk management reasons).

Complaints

If you have any complaints about the way we are collecting and using your personal data, you should raise this with us in the first instance or directly to the Information Commissioners Office at https://ico.org.uk/make-a-complaint/

Implementation Of GDPR Data Protection Policy

This Policy shall be deemed effective as of 25 May 2018. No part of this Policy shall have retroactive effect and shall thus apply only to matters occurring on or after this date.

Changes To Our Privacy Notice

This Privacy Notice may be updated by us at any time by publishing a new version on our website.

You should check this page from time to time to ensure you are happy with any changes.

Fulham Nannies Data Protection Notice (Doc Ref: v3.0 May 2018).