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.
Little Ones UK Limited (‘Company’) is a ‘data processor’ and gathers and uses certain information about you. This information is also used by our group companies, namely Little Ones Payroll Services 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. All of our group companies are registered with the Information Commissioner (ICO).
The Company will comply with the following data protection principles when processing personal information:
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.
We seek to ensure that our information collection and processing is always proportionate. We will notify you of any changes to information we collect or to the purposes for which we collect and process it.
We may need to transfer your personal data outside of the United Kingdom for the purpose of storing your data on servers and for processing by overseas staff. Any transfer of your data will be subject to a Data Protection Act compliant contract that will safeguard your privacy rights and give you remedies in the unlikely event of a data breach.
The Company must maintain records of Clients for the purposes of providing and informing 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 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 any Company databases they must do so via email request to the Data Protection Officer James Ross (data@littleoneslondon.co.uk) and they will be notified of the completion of this process. This request must be made from the email address with which any service with Little Ones group companies was registered. Should they wish to register for services again they will be required to complete registration documents, 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.
If any data subject wishes to make a Subject Access Request they may do so by emailing this request to data@littleoneslondon.co.uk from the email address they registered with the service. This will be fulfilled within one calendar month in line with applicable legislation and ICO guidelines.
Candidate personal data is used to build a “score” for suitability for particular jobs, based on location, experience, language, recent activity and type of position. Human intervention is always required before sending a candidate profile to a live and registered job. This is to assist consultants in matching suitable candidates to suitable positions. If a candidate does not wish their personal data to be used in this way, they can request their data be deleted by emailing data@littleoneslondon.co.uk from the email address from which they registered with the service.
We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, and compliance.
A cookie is a small text file which is placed onto your computer (or other electronic device) 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.
We collect information about you so that we can:
We will send you information by email about our services which may be of interest to you. We will only ask whether you would like us to send you marketing messages when you tick the relevant boxes when you complete our online enquiry form for the first time. If you have consented to receive such marketing from us and our group companies you can opt out at any time.
Please contact data@littleoneslondon.co.uk if (in accordance with 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 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.
Staff who have access to personal data have a unique user ID and password. If a member of staff leaves the Company their password is immediately changed and access to any database is disabled.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator if appropriate of a suspected data security breach where we are legally required to do so. We will notify the Information Commissioner within 72 hours of being made aware of any breach.
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 complaint.
It is noted that verbal transmission of personal data is subject to the same provisions, permissions and prohibitions as personal data transmitted electronically.
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
| Your name and contact details (ie address, home and mobile phone numbers, email address) | From you | Legitimate interest: to progress your application, arrange interviews and inform you of the outcome at all stages | To enable HR personnel to contact you to progress your application, arrange interviews and inform you of the outcome |
| Details of your qualifications, experience, employment history | From you, in the completed application form and interview notes (if relevant) | Legitimate interest: to carry out a fair recruitment process Legitimate interest: to make an informed decision to match you with appropriate vacancies which may be of interest to you | To make an informed recruitment decision and to assess your suitability for open positions in which you may be interested |
| Your nationality and immigration status and information from related documents, such as your passport or other identification and immigration information | From you and, where necessary, the Home Office | To enter into/perform the employment contract To comply with our legal obligationsLegitimate interest: to maintain employment records | To carry out right to work checksInformation may be shared with the Home Office | Details of tests and assessments undertaken on courses such as Paediatric First Aid | From you during the interview process and on the registration form | Legitimate interest: to ensure that you hold the requisite qualifications for certain vacancies that may be available Legitimate interest: To be able to assist you in proving you have passed such assessments should an employer request. Legitimate interest: The FAIB and OCN require we do this. | To make an informed decision in order to assess your suitability for open positions |
| Job preference and salary expectations | From you | Legitimate interest: to ensure that we contact you only in relation to positions which may be of interest to you | To make an informed decision as to whether to notify you of a position that may be available |
| Your racial or ethnic origin, sex and sexual orientation, religious or similar beliefs* | From you, in a completed anonymised equal opportunities monitoring form | To comply with our legal obligations and for reasons of substantial public interest (equality of opportunity or treatment) | To comply with our equal opportunities monitoring obligations and to follow our equality and other policies |
| Information regarding your criminal record* | From you, in your completed application form | To comply with our legal obligations For reasons of substantial public interest to ensure the safety of clients and their families and to protect children and vulnerable adults | To make an informed recruitment decision To carry out statutory checks Information shared with DBS and other regulatory authorities as required |
| Health Information* | From you during the recruitment process | To ensure your own safety and those of any clients and their families to avoid exposure to any harmful allergens | To make sure that you do not have any allergies, for example, to which you may be exposed in certain environments and to ensure that you are matched to appropriate positions where you will not be at risk |
| Details of your referees | From your completed application form | Legitimate interest: to carry out a fair recruitment process In the regulated sector, to comply with our legal obligations to obtain regulatory references | To carry out a fair recruitment process To comply with legal/regulatory obligations Information shared with relevant managers, HR personnel and the referee |
| Payslips and payroll information such as NI number | From you if you use our payroll service | Legitimate interest: to meet our own obligations in complying with HMRC requirements | To enable us to share records with HMRC if and when required by HMRC |
| Recordings of interviews conducted over Zoom, if applicable | From Zoom | Legitimate interest: to ensure quality control in the delivery of a service; safeguarding; fraud detection and prevention | To protect clients and candidates in matters of fraud and safeguarding |
* The information marked is considered sensitive data for the purpose of the data protection laws. The information provided is securely stored and is not shared with any outside party whatsoever.
| The information we collect | How we collect the information | Why we collect the information | How we use and may share the information |
| Your name and contact details (ie address, home and mobile phone numbers, email address) | From you | Legitimate interest: to arrange interviews with candidates who may be suitable for a position with you | To enable HR personnel to contact you to arrange interviews with candidates and notify you of any candidates that may be suitable for a position with you |
| Description of the Services you require | From you | Legitimate interest: to enable us to match candidates that may be suitable and are able to provide the services required | To enable us to match you with suitable candidates and arrange interviews |
| Information about your family, children and interests | From you | Legitimate interest: to enable us to match candidates that may be suitable and are able to provide the services required | To enable us to match you with suitable candidates and arrange interviews |
| Languages spoken at home | From you | Legitimate interest: to 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 allow us to only match you with and introduce you to candidates who speak a certain language to meet your own requirements |
| Invoices | From us | Legitimate interest: in order to meet our own obligations to HMRC and other regulatory bodies | To enable us to comply with any record or audit requests from HMRC and other regulatory bodies |
| Payslips and payroll information such as NI and other employer details | From you if you use our payroll service | Legitimate interest: to meet our own obligations in complying with HMRC requirements | To enable us to share records with HMRC if and when required by HMRC |
| Credit Card Information | From you over the phone | In order to process payments from you of any registration fee and other fees that may be due from you for using our services | To enable us to process payments and continue to provide services to you |
| Recordings of interviews conducted over Zoom, if applicable | From Zoom | Legitimate interest: to ensure quality control in the delivery of a service; safeguarding; fraud detection and prevention | To protect clients and candidates in matters of fraud and safeguarding |
Adam Brogden
Email: contact@gdprlocal.com
Tel+ 353 15 549 700
Your Reporting Link:
https://littleonesuklimited.gdprlocal.com/eu
EU Dublin Address: INSTANT EU GDPR REPRESENTATIVE LTD 69 Esker Woods Drive, Lucan Co. Dublin Ireland