Privacy Notice – effective date 25th May 2018
Henley Nannies is an Introduction Agency which provides work finding services to you, our clients and candidates that result in the worker being employed by the Hirer.
Henley Nannies must process personal data (including sensitive personal data such as police records or health information) so that we can provide these services to you. Henley Nannies knows that you care how information about you is used, shared and stored, and Henley Nannies assures you that we will do so carefully and sensibly always in accordance with UK Data Protection Laws.
You may give your personal details to Henley Nannies directly, such as an application or registration form, CV, via our website or speaking to Henley Nannies. Or we may collect data from another source such as a jobs board or speaking to one of your referees you have provided. Under UK Law, Henley Nannies must have a legal basis for processing your personal data once collected. For the purpose of providing you with childcare or other domestic recruitment services, we will only use your personal data in accordance with the terms of this Privacy Notice.
Henley Nannies has never and will never sell your data to any third party. We only share your data in accordance with this Privacy Notice and in order to provide our childcare or other recruitment services to you, we will only use your data in accordance with the terms of this Privacy Notice.
1. Collection and use of personal data
A. Purpose of processing and legal basis
Henley Nannies will collect your personal data, (which may include sensitive personal data) and will process your personal data for the purposes of providing you with childcare and domestic recruitment services. The legal bases we rely upon to offer these services to you are:
- Consent, where we ask you specific questions about processing your data.
- Contractual obligation under our terms and conditions, ie we cannot perform the contract with you unless we process your data.
- In rare cases, a legal obligation (where we are required to pass on details to a regulatory authority such as Ofsted or DBS).
- Compliance with legislation in the Employment Agencies Act.
B. Recipients of Data
Henley Nannies will process and share your personal data and/or sensitive personal data with the following recipients:
- Clients of Henley Nannies: for example clients looking for nannies, housekeepers etc.
- Child carers/candidates of Henley Nannies looking for employment.
- If you are a Client of Henley Nannies and are looking for a candidate, then we will have to share details of your job with our candidates in order to find the best one for you.
- Our IT Company, JCS (Ltd) UK run our database and organise the storage of our data. JCS (Ltd) UK are required to abide by UK Data Protection Laws, and are trusted partners of Henley Nannies.
- Job boards: Henley Nannies uses our own website & Indeed & Reed to advertise jobs.
- Regulatory Authorities: If we are lawfully allowed to do so.
C. Contractual requirement
Your personal data is required to enable us to fulfil our obligations under our Terms and Conditions with you. We cannot offer or provide our recruitment services without having to take your data, process it and share it. You are obliged to provide the personal data under the contractual terms with Henley Nannies but if you choose not to provide the data, we cannot perform any recruitment services for you, that means we cannot for example find you a job, or find you a nanny, housekeeper etc.
2. Data retention
Henley Nannies will retain your personal data only for as long as necessary, and as detailed below:
- Different laws require us to keep different data for different periods of time. For example, if you are a child carer/candidate registered with Henley Nannies, the Conduct of Employment Agencies and Employment Businesses Regulations 2003, require us to keep work-seeker records for at least one year (a) from the date of their creation or (b) after the date on which we last provide you with work finding services.
- If there is any safeguarding issue, or safeguarding allegation, we are obliged to keep your data indefinitely.
- Candidates & Clients: Henley Nannies will maintain records of both clients and candidates for 7 years, for the purpose of providing you of services relating to the employment.
3. Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data Henley Nannies processes on you.
- The right of access to the personal data Henley Nannies processes on you.
- The right to rectification of your personal data.
- The right to erasure of your personal data in certain circumstances.
- The right to restrict processing of your personal data
- The right to data portability in certain circumstances
- The right to object to the processing of your personal data that was based on a public or legitimate interest
- The right not to be subjected to automated decision making and profiling
- The right to withdraw consent at any time
Right to Withdraw Consent: where you have consented to Henley Nannies processing your data you have the right to withdraw that consent at any time by contacting Henley Nannies or by contacting the Data Protection Officer. (see details below)
Right to Erasure of Data: Where you wish Henley Nannies to delete your data (subject to certain conditions being met for which see our Data Protection Policy and Procedure), please contact Henley Nannies Data Protection Officer. Please note we are legally obliged to retain certain data even if you make a data deletion request. In accordance with legislation requirements (detailed above)
4. Complaints or Enquiries
Henley Nannies is registered with the ICO.
Henley Nannies has appointed a Data Protection Officer (DPO)
Any complaints or issues please contact:
Name: Jackie Thomas
Telephone: 0118 9843035