DATA PROTECTION & Privacy Policy

Your privacy is important to us. This notice explains what personal data (information) we will hold about you, how we collect it, and how we will use and may share information about you to provide services to you. We are required to notify you of this information, under data protection legislation. 

Distinction Nannies Ltd ('Company') is a 'data controller' and gathers and uses certain information about you. This information is also used by our affiliated entities and group companies, and so, in this notice, references to 'we' or 'us' mean the Company and our group companies including our solicitors and our partner agencies. 

This policy is effective as of 22 April 2022 and was last updated on 04 December 2022.

Data protection principles

The Company will comply with the following data protection principles when processing personal information:

  • We will process personal information lawfully, fairly and in a transparent manner.

  • We will collect personal information for specified, explicit and legitimate purposes only, and will not process it in a way that is incompatible with those legitimate purposes.

  • We will only process the personal information that is adequate, relevant and necessary for the relevant purposes.

  • We will keep accurate and up to date personal information, and take reasonable steps to ensure that inaccurate personal information are deleted or corrected without delay.

  • We will keep personal information in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the information is processed.

  • We will take appropriate technical and organisational measures to ensure that personal information are kept secure and protected against unauthorised or unlawful processing, and against accidental loss, destruction or damage.

About the information we collect and hold

Part A and Part B below summarise the information we collect and hold about candidates and clients, how and why we do so, how we use it and with whom it may be shared.

Part A) - Candidates 

We collect the information from you, in the completed application form, registration process and interview notes. The categories of candidates information that we collect, hold and share include but are not limited to:

  • Personal information; your name and contact details (ie address, home and mobile phone numbers, email address).

  • Characteristics (such as ethnicity, religious or similar beliefs, language, nationality, country of birth).

  • Details of your qualifications, skills, experience and employment history, including start and end dates, with previous employers and with the organisations.

  • The terms and conditions of your employment contract.

  • Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information.

  • Details of tests and assessments undertaken on courses such as Paediatric First Aid.

  • Job preference and salary expectations.

  • Information regarding your criminal record.

  • Details of your referees from your application or your C.V.

  • Payslips and payroll information.

  • Details of your bank account and National Insurance number.

  • Information about your marital status, next of kin, dependants and emergency contacts.

  • Information about your entitlement to work in the UK.

  • Information about your criminal record.

  • Information about medical or health conditions.

  • Photographs for placement purposes, to share with prospective families/clients

    We may also hold personal data about you from third parties, such as references supplied by former employers, information provided during the completion of our pre-employment checks, and from the Discolure & Barring Service, in order to comply with our legal obligations and statutory guidance.

Security of Your Personal Information

We create a folder on a secure server for each candidate and a client. The information contained in this folder is kept secure and is only used for purposes directly relevant to our services. Your data is kept in the European Union. 

When we collect and process personal information, and while we retain this information, we will protect it within commercially acceptable means to prevent loss and theft, as well as unauthorized access, disclosure, copying, use, or modification.

Although we will do our best to protect the personal information you provide to us, we advise that no method of electronic transmission or storage is 100% secure, and no one can guarantee absolute data security. We will comply with laws applicable to us in respect of any data breach.

How Long We Keep Your Personal Information

The Company must maintain records of Clients for the purposes of providing and informing you of services relating to the employment of domestic staff. Clients require domestic staff services for an average of 10 years (a client will require childcare for their children until an age where being left alone will not put them at risk, certain government departments put this age at 13. Clients may have multiple children and a child under the age of 16 may not be suitable to care for a younger sibling). Therefore it is reasonable to maintain Client records for 10 years to ensure the Company is able to swiftly and accurately assist the Client with the employee placement or payroll service they require. Should the Client request their information be removed from databases they must do so via email request to Managing Director, Deborah Benn, and they will be notified that all services and correspondence will be ceased. Should they wish to register for services again they will be required to complete registration documents again, thereby providing personal data to ensure the Company is able to efficiently service their needs.

The Company must maintain records of Candidates for the purpose of assisting the Candidate in their job search. Candidates require assistance with their job search for an average of 10 years. Therefore it is reasonable to maintain records of employment history, date of birth, contact details, and any other information required for the purpose of successfully obtaining employment for the Candidate will be recorded securely to ensure the Company is able to swiftly and efficiently assist the Candidate in their job search for 10 years. Should the Candidate request their information is deleted from Company databases they must do so via email request to the Managing Director, Deborah Benn, and they will be notified that all services and correspondence will be ceased. Should they wish to register for services again they will be required to complete registration documents again, thereby providing personal data to ensure the Company is able to efficiently service their needs.

Children’s Privacy

We do not aim any of our products or services directly at children under the age of 13, and we do not knowingly collect personal information about children under 13.

International Transfers of Personal Information

The personal information we collect is stored and/or processed where we or our partners, affiliates, and third-party providers maintain facilities. Please be aware that the locations to which we store, process, or transfer your personal information may not have the same data protection laws as the country in which you initially provided the information. If we transfer your personal information to third parties in other countries: (i) we will perform those transfers in accordance with the requirements of applicable law; and (ii) we will protect the transferred personal information in accordance with this privacy policy.

Your Rights and Controlling Your Personal Information

You always retain the right to withhold personal information from us, with the understanding that your experience of our website may be affected. We will not discriminate against you for exercising any of your rights over your personal information. If you do provide us with personal information you understand that we will collect, hold, use and disclose it in accordance with this privacy policy. You retain the right to request details of any personal information we hold about you.

If we receive personal information about you from a third party, we will protect it as set out in this privacy policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time. We will provide you with the ability to unsubscribe from our email-database or opt-out of communications. Please be aware we may need to request specific information from you to help us confirm your identity.

If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant, or misleading, please contact us using the details provided in this privacy policy. We will take reasonable steps to correct any information found to be inaccurate, incomplete, misleading, or out of date.

If you believe that we have breached a relevant data protection law and wish to make a complaint, please contact us using the details below and provide us with full details of the alleged breach. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint. You also have the right to contact a regulatory body or data protection authority in relation to your complaint.

Limits of Our Policy

Our website may link to external sites that are not operated by us. Please be aware that we have no control over the content and policies of those sites, and cannot accept responsibility or liability for their respective privacy practices.

Changes to This Policy

At our discretion, we may change our privacy policy to reflect updates to our business processes, current acceptable practices, or legislative or regulatory changes. If we decide to change this privacy policy, we will post the changes here at the same link by which you are accessing this privacy policy.

How to complain

We hope that we can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at https://ico.org.uk/concerns or telephone: 0303 123 1113 for further information about your rights and how to make a formal complain.

Contact Us

For any questions or concerns regarding your privacy, you may contact us using the following details:

Distinction Nannies

info@distinctionnannies.com