Data Protection and Privacy Notice
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.
Who collects the information Elisa’s London 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.
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; andWe 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 Part A - candidates and Part B - 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 cv;· Payslips and payroll information such as NI number;· 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/clientsWe 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.
Why we collect and use this information
The purpose of collecting and processing this data is to help us:· Progress your application, arrange interviews and inform you of the outcome at all stages· Carry out a fair recruitment process· Enter into/perform the employment contract· To comply with our legal obligations· Maintain employment records· Make an informed decision to match you with appropriate vacancies which may be of interest to you· Ensure that you hold the requisite qualifications for certain vacancies that may be available· Be able to assist you in proving you have passed such assessments should an employer request.· Ensure that we contact you only in relation to positions which may be of interest to you· Comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment)· For reasons of substantial public interest[ (preventing or detecting unlawful acts,[ suspicion of terrorist financing or money laundering in the regulated sector] and protecting the public against dishonesty)]· In the regulated sector, to comply with our legal obligations to obtain regulatory references
How we use and may share the information·
To enable us to contact you to progress your application, arrange interviews and inform you of the outcome· To make an informed recruitment decision and to assess your suitability for open positions in which you may be interested· To carry out right to work checks· Information may be shared with the Home Office· To make an informed decision in order to assess your suitability for open positions· To make an informed decision as to whether to notify you of a position that may be available· To carry out statutory checks· Information shared with DBS and other regulatory authorities as required· To comply with legal/regulatory obligations· Information shared with relevant personnel and the referee
Part B) Clients
We collect the information from you and the categories of clients information that we collect, hold and share include but are not limited to:· Your name and contact details (ie address, home and mobile phone numbers, email address)· Description of the Services you require· Information about your family, children and interests· Languages spoken at home· Invoices· Payslips and payroll information such as NI and other employer details· Photographs for Au Pair placement purposes.
Why we collect the information· Arrange interviews with candidates who may be suitable for a position with you· Enable us to match candidates that may be suitable and are able to provide the services required· Enable us to match candidates that may be suitable and are able to provide the services required· Enable us to match you with candidates who have the same language speaking abilities and who would be suitable for a position with you· To meet our own obligations to HMRC and other regulatory bodies· To meet our own obligations in complying with HMRC requirements
How we use and may share the information·
To enable us to contact you to arrange interviews with candidates and notify you of any candidates that may be suitable for a position with you· To enable us to match you with suitable candidates and arrange interviews· To enable us to match you with suitable candidates and arrange interviews· To allow us to only match you with and introduce you to candidates who speak a certain language to meet your own requirements· To enable us to comply with any record or audit requests from HMRC and other regulatory bodies· To enable us to share records with HMRC if and when required by HMRC· To enable us to share information with our solicitors when necessary to ensure that our Terms and Conditions of business are fulfilled.
Where we store your data
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 UK. We may need to share your personal data with our partner agencies located within European Economic Area, for the purpose of Au pair placement.
How long we keep your 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. Clients who have requested housekeeper or carer services require these services for the period of time they have a home to maintain, or in the case of vulnerable adults, the period of time they remain in their homes, employees in the UK remain with a single employer for an average of 9 months. Therefore the Company's clients frequently require the staff to be replaced. It is therefore reasonable to maintain Client records for 10 years from the most recent contact with the company requesting services, in line with other services provided by the Company.Should the Client request their information be removed from databases they must do so via email request to Managing Director Eliza Witkowska 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 Eliza Witkowska 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.
How will we use the information about you?
We collect information about you so that we can:Identify you and process your application;Carry out customer profiling and analyse your preferences;Detect and prevent fraud;Customise our website and its content to your particular preferences;Notify you of any changes to our website or to our services that may affect you;Carry out security vetting; andRequest a feedback, improve our services;
Your rights to correct and access your information and to ask for it to be erased
Please contact us via email if you would like to correct or request access to information that we hold relating to you or if you have any questions about this notice. You also have the right to ask us for some but not all of the information we hold and process to be erased (the 'right to be forgotten') in certain circumstances. We will provide you with further information about the right to be forgotten, if you ask for it.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
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.