Our Privacy Notice
Totalnannies Ltd is a recruitment agency which provides work-finding services to you, our clients and childcarers ("you")
Totalnannies must process personal data (including sensitive personal data such as police records or health information) so that we can provide these services to you. Totalnannies knows that you care how information about you is used, shared and stored, and Totalnannies assures you that we will do so carefully and sensibly and always in accordance with UK Data Protection laws.
You may give your personal details to Totalnannies directly, such as on an application or registration form, or via our website, or when speaking to a Totalnannies consultant. Or we may collect data from another source such as a jobs board. Under UK law, Totalnannies must have a legal basis for processing your personal data once collected. For the purposes of providing you with childcare recruitment services we will only use your personal data in accordance with the terms of this Privacy Notice.
Totalnannies has never and will never sell your data to any third party. And we only share your data in accordance with this Privacy Notice and in order to provide our childcare recruitment services to you.
For more information: Totalnannies Data Protection Policy
1. Collection and use of personal data
A. Purpose of processing and legal basis
Totalnannies 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 recruitment services. The legal bases we rely upon to offer these services to you are:
1) Consent, where we ask you specific questions about processing your data;
2) Contractual obligation under our terms and conditions, ie we cannot perform the contract with you unless we process your data; and
3) In rare cases, a legal obligation (where we are required to pass on details to a regulatory authority such as Ofsted, DBS or LADO)
B. Recipients of data
Totalnannies will process and share your personal data and/or sensitive personal data with the following recipients:
1) Clients of Totalnannies: for example parents who are looking for childcarers.
2) Childcarers of Totalnannies: if you are a client of Totalnannies and you are looking for a nanny, then we will have to share details of your job with our childcarers in order to find the best one for you.
3) Job boards: Totalnannies uses a number of job boards to advertise jobs and to search for childcarers, such as Nannyjob, Jobs Abroad, Goabroad and other local and national job boards.
4) Regulatory Authorities: if we are required to do so, we may have to share your data with Ofsted, DBS, LADO or equivalent.
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 childcare 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 Totalnannies but if you choose not to provide the data, we cannot perform any childcare requirement services for you. That means we cannot find you a job, for example, or find you a nanny.
2. Overseas
If you are a childcarer looking for overseas nanny positions, Totalnannies may transfer your data to client families who live outside the European Economic Area ('EEA') for the purposes of providing you with overseas work. This would be necessary for the performance of the contract between you and Totalnannies to find you nanny work where you have specified that you wish to work overseas.
3. Data retention
Totalnannies will retain your personal data only for as long as is necessary, and as detailed below:
- Different laws require us to keep different data for different periods of time. For example, if you are a childcarer registered with Totalnannies, 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.
- Other than the timescales listed above, and if you have registered with Totalnannies, Totalnannies will retain your data for 10 years from the date of your last login to your Totalnannies account. Clients require child care staff 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 sibiling). Therefore it is reasonable to maintain Client records for 10 years to ensure Totalnannies is able to swiftly and accurately assist the Client with the employee placement service they require. Totalnannies must maintain records of Candidates for the purpose of assisting Candidates 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 Totalnannies is able to swiftly and efficiently assist the Candidate in their job search for 10 years. We will contact you before the 10 years comes up to check that you are happy for us to delete your data. If you wish us to keep your data for longer, then you can let us know when we contact you. In any case, you have a legal right to ask us to delete your data at any time by contacting Totalnannies.
- If there is any safeguarding issue, or safeguarding allegation, we are obliged to keep your data indefinitely.
4. Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data Totalnannies processes on you;
- The right of access to the personal data Totalnannies 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; and
- The right to withdraw consent at any time.
Right to Withdraw Consent: where you have consented to Totalnannies processing your data you have the right to withdraw that consent at any time by contacting a Totalnannies office, or by contacting the Totalnannies Data Protection Officer (see details below) or by emailing info@totalnannies.com
Right to Erasure of Data: where you wish Totalnannies to delete your data (subject to certain conditions being met for which see our Data Protection Policy), please contact either your Totalnannies office, or the Totalnannies Data Protection Officer (see details below) or email data@totalnannies.com Please note that we are legally obliged to retain certain data even if you make a data deletion request, in accordance with legislation requirements (detailed in paragraph 3 above).
5. Cookie Policy
Totalnannies website in the future may use cookies to store information on your computer. Cookies are small text files located in browser directories. Some of these cookies are essential to make our website work and other cookies help us to improve by giving us some insight into how our website is being used.
We use Google Analytics (GA) to track website user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.
Although GA records use data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer's IP address but Google does not grant us access to this. GA makes use of cookies, details of which can be found on Google's developer guides.
Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.
We also use PHPSESSID which is used for PHP session maintenance. This allows the client to identify itself to the server and without this the site cannot function. Valid for 1 hour after the cookie is set.
6. Complaints or Enquiries
Totalnannies has appointed a Data Protection Officer (DPO) who is responsible for ensuring Totalnannies compliance with the Data Protection Laws. The DPO's contact details are:
Name: Charlotte Collis
Email: data@totalnannies.com
Tel: 0207 0601213
If you have a complaint or suggestion or query about Totalnannies handling of personal data then please contact the DPO.
Alternatively you can contact the ICO directly on 0303 123 1113 or at the ICO website.