House of Nannies is an Employment/Introduction Agency, and as a recruitment business is a ‘data controller’ and ‘data processor’ that collects, processes and stores both personal and sensitive personal data.
We are committed to protecting the privacy and security of our candidates, clients and website users. Information you submit to us is used only for the purposes set out in this policy. Your information will not be shared without your consent and we will never sell, distribute or intentionally make your personal information public.
We do not knowingly collect data relating to children and our website is not intended for children.
TYPES OF DATA
- Personal data refers to any information from which a person may be identified
- Sensitive personal data refers to information such as health or criminal records
- Aggregate information refers to data which is anonymous and does not reveal you identity e.g. website analytics, statistics, demographics. The law does not consider aggregate data personal data.
LEGAL BASIS FOR PROCESSING
We processes personal data where we have a legal basis for doing so. We process data only with the explicit consent of the individual and where the data is necessary to perform our recruitment services i.e. job finding services for candidates and staff finding services for clients. We may also process data in other circumstances in order to carry out the performance of our contract with candidates or clients, but always with a legal basis and with the consent of the individuals.
- Consent – we obtain your consent to process your personal data, which may include sensitive personal data
- Contractual Obligation – we process data necessary for the provisions of our services or performance of a contract with a candidate or client
- We process data necessary to comply with any legal obligations or for legitimate interests
- We process data necessary to protect the vital interests of an individual
- We process data necessary for a task in the public interest or in the exercise of official authority vested in the data controller.
WHAT INFORMATION WE COLLECT & WHY
We collect and process information for the purpose of providing you with recruitment services or when we need to process your data to comply with a legal or regulatory requirement.
You are under no obligation to provide us with your personal data, but if you do not, we may not be able to provide you with our services.
For candidates looking for new employment now or for the future, the information we may collect fully or in part includes name, current address, contact information, date of birth, nationality, employment history, education/qualifications, references, visa/work permit status, current & expected salary, notice period, criminal records, health data if it pertains to employment considerations.
For Clients seeking to hire staff the information we may collect includes name, current address, contact details, information about the family and home, job function and description, preferences and person specification.
HOW DO WE COLLECT THIS DATA?
We may collect data about you when you register with us, visit our website, at interviews or via in person, phone, email or SMS communications. Data may also be collected via third parties such as public job boards where we may have advertised a position or social media platforms such as LinkedIn.
After your information has been processed, it is transferred to and held within our secure database/CRM system which is hosted in the UK. There are appropriate physical, electronic and managerial procedures in place to safeguard and secure the information.
WE USE THIS INFORMATION TO:
- Provide our services to you and/or maintain our business relationship
- Enable you to apply for specific jobs, general applications and to match you to the most suitable job vacancies
- Send your details to clients when applying for a job vacancy
- Contact you with job alerts or with news about our agency and services
- Fulfill contractual obligations with our clients
- Comply with any legal or regulatory requirements.
WHO MIGHT WE SHARE YOUR INFORMATION WITH?
- Your information will be processed by our staff
- It will be shared with potential employers or potential candidates
- Certain information may be shared with previous employers you, as a candidate, have identified to us as referees
- For any pre-screening criminal records checks, we are required to share certain information with third parties who are authorised to conduct checks. We will obtain your consent first.
- If we are required by law enforcement, the courts or regulatory agencies to release your personal information or when required to do so by law.
- Third Parties who are trusted partners for our database, data storage or IT.
If we need to use or share your personal data for any other purpose, we will notify you and obtain your consent.
AUTOMATED DECISION MAKING
We do not use automated decision making or profiling in the provision of its services.
TRANSMISSION OUTSIDE OF THE EUROPEAN ECONOMIC AREA
Your personal data is stored within the UK on either local or cloud based servers with safeguarding protection measures in place. House of Nannies conducts business globally and your information may be transmitted to clients and candidates outside of the EEA for the purpose of providing our recruitment services to you.
We may rely on third party providers for certain business operations e.g. email delivery, online document and file storage, or IT technicians and digital service providers. Such service providers practice responsible data handling and will by necessity, have access to or be involved with processing and/or storing data shared by you. We will not use or share your information with third party data processors in ways not listed in this policy without obtaining authorization from you.
HOW LONG DO WE RETAIN YOUR INFORMATION?
We will retain your information for as long as you wish to remain a candidate or client with us. This includes retaining your information when you have found work or suspended your search, as you may return to us with requirements in the future. We may also need to retain certain data for up to 7 years to fulfill any legal, accounting or reporting requirements. We may also review and erase your information after 7 years if we have had no meaningful communication with you during this time.
HOW DO I ACCESS INFORMATION HELD ABOUT ME?
You have the right to request the information we hold by emailing firstname.lastname@example.org detailing the information you require access to. We may ask you to verify your identity. We will notify you within one month of the request if we are not able to provide the information you have requested with the reasons why.
If the information you have requested is incorrect, please inform us immediately so we can ensure we have the correct information retained. We will restrict the processing of the incorrect information until it has been corrected and inform you when this has occurred.
You have the right to ask us to delete your information. All information we hold about you will be deleted permanently, unless we are required by law to retain certain data for a period of time or if there is a safeguarding issue. For example the Conduct of Employment Agencies & Employment Businesses Regulations 2003 requires us to keep job seeking records for at least one year from the date of creation or after the date on which we last provided our services to you.
Deleting your information means you may no longer access our services. Should you wish to register again in the future to look for work, you will need to go through the complete registration process again – interview, supply of all documents and information, reference checking etc.
You have the right to request transfer of your information to another data controller in a structured, commonly used and machine readable format.
A breach is considered any loss, alteration, unauthorised disclosure of, or access to, personal data. We are committed to disclosing any personal data breaches that might adversely affect your rights and freedoms without undue delay so that you can take appropriate action. We will notify you and any applicable regulator of a breach where we are legally required to do so. Although we use all reasonable means to protect your personal information, House of Nannies is not responsible for any improper use of your personal information that is beyond our reasonable control.
Our website uses “cookies” which are a small text file stored either in your computer’s memory temporarily (“session” cookie) or placed on your hard drive (“persistent” cookie) by a web page server. Cookies help us to measure the number of visits, page views and other statistic relating to your use of our website. Cookies provide aggregate data and do not identify any individuals or contain any personal data. We use Google Analytics to track how website users interact with our website, how they find us and use our web pages. Google Analytics records data such as geographical location, internet browser, device and operating system, none of which personally identifies you.