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. Please ensure that you read this notice (sometimes referred to as a ‘privacy notice’) and any other similar notice we may provide to you from time to time when we collect or process personal information about you.

Who stockpiles the information?
Childcare Help UK Limited (‘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, namely Little Ones UK Ltd and Guardian Carers Limited (our ‘group companies’) and so, in this notice, references to ‘we’ or ‘us’ mean the Company and our group companies.

Principles of data protection:
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.
•  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 is deleted or corrected without delay.
•  We will keep personal information in a form that 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 organizational measures to ensure that personal information is kept secure and protected against unauthorized or unlawful processing, and accidental loss, destruction, or damage.

The information we collect and hold:
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to the information we collect or to the purposes for which we collect and process it.
The table set out in Part A of the Schedule below summarises the information we collect and hold about candidates, how and why we do so, how we use it and with whom it may be shared.
The table in Part B of the Schedule below summarises the additional information we collect and hold about clients, how and why we do so, how we use it and with whom it may be shared.

Data Transfer and Server:
We may need to transfer your data outside the European Economic Area, to store your data on servers. Any transfer of your data will be subject to a European Commission-approved contract that will safeguard your privacy rights and give you remedies in the unlikely event of a security breach.

Sharing and processing your information:
We do not provide access to your personal information to companies or individuals outside of Childcare Help UK Ltd or our group companies except under the following conditions:
The individual or company has entered into a contract with Childcare Help UK Ltd which contains the standard data protection clauses adopted by the ICO.
The individual or company undertakes data protection training covering the principles of GDPR with the Childcare Help UK Ltd data protection officer.
The individual or company accesses the data our approved secure software. Certain companies or individuals working with us are based outside the EEA. For example, we use service providers outside the EEA to help us with customer support.

Prolongation of the information we collect:
Clients who have requested housekeeper or carer services require these services for the period they have a home to maintain, or in the case of vulnerable adults, the period 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.
The Company must maintain records of Clients to provide and inform you of services relating to the employment of domestic staff, including courses relevant to domestic staff duties and payroll services to assist with the processing of employees’ payslips and HMRC compliance.
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 can swiftly and accurately assist the Client with the employee placement or payroll service they require.
The Company must maintain records of Candidates to assist 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 successfully obtaining employment for the Candidate will be recorded securely to ensure the Company can swiftly and efficiently assist the Candidate in their job search for 10 years.

Removal of the information provided:
Should the Client/Candidate request their information be removed from any Company databases they must do so via email request to the Managing Director 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 can efficiently serve their needs.
Monitoring and recording communications:
We may monitor and record communications with you (such as telephone conversations and emails) for quality assurance, training, and compliance.
A cookie is a small text file that is placed onto your computer (or other electronic devices) when you use our website. We use cookies on our website.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.
You can set your browser not to accept cookies and the websites below tell you how to remove cookies from your browser. However, some of our website features may not function as a result.
For further information on our use of cookies, [including a detailed list of your information which we and others may collect through cookies] please see our Website cookie policy.
For further information on cookies generally, visit www.aboutcookies.org or www.allaboutcookies.org.
How will we use the information about you?
We collect information about you so that we can:
• identify you and manage any accounts you hold with us;
• process your application;
• conduct research, statistical analysis and behavioral analysis;
• carry out customer profiling and analyze your preferences;
• if you agree, let you know about other products or services that may be of interest to you—see ‘Marketing’ section below;
• detect and prevent fraud;
• customize 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; and
• improve our services;

Marketing:
We would like to send you information by post, email, telephone, text message (SMS), or automated call about our services that may be of interest to you.
We will only ask whether you would like us and other businesses to send you marketing messages when you tick the relevant boxes when you complete our online inquiry form for the first time.
If you have consented to such receive marketing from us and our group companies you can opt-out at any time.

Right to correct and access your information:
Please contact us if (following applicable law) 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.
Security measures to your information:
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used, or accessed in an unauthorized 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 authorized manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

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

Part A: Candidates