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 cookies

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.

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 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 http://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