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 collects the information
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).
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; and
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.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
Be informed about the collection and the use of your personal data
Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data, i.e. data portability
Request restriction of your personal data being subject to automated decision making
Right to withdraw consent
Right to complain to the Information Commissioner
About the information we collect and hold
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.
Where information may be held
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.
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, 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.
Automated decision making
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.
Monitoring and recording communications
We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of
quality assurance, training, and compliance.
Use of cookie
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.
identify you and manage any accounts you hold with us;
process your application;
conduct research, statistical analysis and behavioural analysis;
carry out customer profiling and analyse 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;
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; and
improve our services;
Marketing
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.
Your rights to correct and access your information and to ask for it to be erased
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.
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.
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.
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 complaint.
It is noted that verbal transmission of personal data is subject to the same provisions, permissions and prohibitions
as personal data transmitted electronically.
About the information we collect and hold
Part A: Candidates
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.
Part B: Clients
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
