DP5A Privacy Notice

Privacy and Data

Welcome to the Maison De Nanny Ltd
Privacy Notice.

At Maison De Nanny, we respect your privacy and are committed to safeguarding your personal data. This notice explains how we collect, use, and protect your information when you visit our website, register with us, apply for roles, or are placed in a position through our agency.

It also outlines your rights under data protection laws and how we work to keep your data secure and handled responsibly. This notice is structured to help you find the information you need easily.

Purpose of this Privacy Notice

This privacy notice explains how Maison De Nanny collects and uses your personal data when you interact with our website — including when you sign up for job alerts or newsletters, register as a candidate, or browse and apply for jobs.

Our website is not intended for use by children; however, we do collect data (Ages, hobbies etc.) relating to minors, for our childcare services.

Please read this notice alongside any other privacy information we may provide on specific occasions. This document is intended to supplement those notices, not replace them.

Who We Are – The Data Controller

Maison De Nanny (trading as Maison De Nanny Ltd. is the data controller responsible for your personal information (referred to as “we”, “us” or “our” in this notice).

We've appointed a Data Privacy Manager to oversee compliance and respond to questions about your personal data. If you have any queries or wish to exercise your legal rights, please use the contact details below.

Contact Details

Company Name: Maison De Nanny Ltd
Data Privacy Manager: Data Privacy Team
Email: info@maisondenanny.com
Address: HR5 3DJ
Phone: 01344921285

You are entitled to make a complaint at any time to the Information Commissioner’s Office (ICO) in the UK via www.ico.org.uk or to the data protection authority in your country. However, we would appreciate the opportunity to resolve your concerns directly — please get in touch with us first.

Updates to This Privacy Notice

This notice was last updated on [Insert Date]. Historic versions are available upon request.

It’s important that the information we hold about you is accurate and up to date. Please let us know if any of your details change during your relationship with us.

Third-Party Links

Our website may include links to external websites, plug-ins, or applications. Clicking on these may allow other parties to collect or share your data. We do not control these third-party platforms and are not responsible for their privacy policies. When you leave our website, we encourage you to review the privacy notice of every site you visit.

Let me know your exact company name, the contact person’s name/email, or any other specifics and I can drop those in for a final version.

2. THE DATA WE COLLECT ABOUT YOU

Personal data (or personal information) refers to any information that can be used to identify an individual. It does not include anonymous data — where identifying details have been removed.

Depending on your relationship with us — whether you’re a candidate, client, or referee — we may collect, use, store, and transfer different types of personal data. Here’s a breakdown:

A. Data we may collect from all users (website visitors, enquirers, and subscribers):

Contact details – such as your name, email address, phone number, and postal address
Device & browser data – including your IP address, device type, and browser settings
Marketing preferences – including how you'd like to hear from us (if at all)

B. If you register as a candidate or we place you in a role:

Employment history – including your CV, qualifications, job titles, and experience
References – contact details of referees you’ve provided
Right to work documentation – such as your passport, visa, or other eligibility checks
Financial & tax information – bank account details, National Insurance number, UTR (Unique Tax Reference)
Job preferences – including preferred working hours, location, salary, and conditions
Placement data – details about any roles we place you in
Health information – where required to ensure your safety or the safety of others
Criminal record data – only when relevant and necessary

C. If you're a client using our agency to fill a vacancy:

Household details – including relevant information about your home, family, or pets
Role requirements – such as working hours, duties, salary, and personality fit
Identification- Such as driving license or passport

D. If you're providing a reference:

Reference details – including your feedback and any relevant observations
Role information – including role dates and your knowledge of requirements

Special Category & Sensitive Data

We recognise the importance of protecting sensitive personal data, such as medical or criminal history. We will only process this type of data when absolutely necessary — for example, to ensure a safe working environment, to comply with legal obligations, or when safeguarding children or vulnerable individuals.

We will only process sensitive data with your explicit consent, unless another lawful basis applies. Please avoid sending us sensitive data unless we specifically request it — any unsolicited sensitive information may be deleted.

Aggregated Data

We may collect and share anonymised statistical data (known as Aggregated Data) — such as how many people visit a particular page on our site. While this is based on personal data, it doesn’t directly identify you. If at any point this data could be linked to you, it will be treated as personal data under this privacy notice.

If We Collect Anything Else

In rare circumstances, we may collect personal data not listed here. If so, we’ll provide you with a separate privacy notice to explain how and why it’s being used.

What Happens If You Don’t Provide Your Data?

If you choose not to provide personal data we request, we may not be able to offer you our recruitment services or meet our legal obligations.

3. HOW WE COLLECT YOUR PERSONAL DATA

We collect personal data in several ways — both directly from you and through third-party sources. This happens when you:

Register with us as a candidate or client
Visit our website
Contact us via email, phone, SMS, or in person
Subscribe to job alerts or newsletters
Apply for a role through a third-party platform

We may also receive personal data about you from third parties, including:

Job boards – such as Reed, TotalJobs, Indeed, Horticulture Jobs, and Gumtree (subject to change)
Social media platforms – such as LinkedIn
Website analytics providers – such as Google Analytics (based outside the UK/EU)
Search engine providers – such as Google or Microsoft Bing (based outside the UK/EU)
Payment and service providers – such as Stripe, Global Payments (linked to the company bank, based in the UK/EU)
Publicly available sources – such as Companies House or the Electoral Register (UK-based)

4. HOW AND WHY WE USE YOUR PERSONAL DATA

We only use your personal data when permitted by law. The most common situations include:

Fulfilling a contract we have entered into or are about to enter into with you
Complying with legal or regulatory obligations
Pursuing our legitimate interests (or those of a third party), where these are not overridden by your rights
With your consent, where required

Legal and Regulatory Obligations

In some cases, we are legally required to collect or process certain types of data, for example, to comply with the Conduct of Employment Agencies and Employment Businesses Regulations 2003, or tax and social security laws. If you choose not to provide this information, we may be unable to provide recruitment or work-finding services.

Contractual Necessity

To register you, assess your suitability, or place you in a role, we may need to collect and process data in order to fulfil our contractual obligations to you.

Legitimate Interests

We may process your data to operate our recruitment services, manage business operations, or protect against legal claims. Where we rely on this lawful basis, we always assess the balance between our interests and your fundamental rights.

Consent

In some circumstances—such as for marketing communications or processing sensitive personal data—we will ask for your explicit consent. You may withdraw this at any time.

Vital Interests

In rare, emergency situations (e.g. where someone's life is at risk), we may rely on vital interests as the lawful basis for processing.

MARKETING

We may contact you with news, updates, and job-related content if you have opted in. If you've previously expressed interest in our services and have not opted out, you may also receive relevant communications.

You can unsubscribe from marketing emails at any time via the link in the email footer.

JOB ALERTS

If you've signed up for job alerts, we will use your data to send relevant opportunities. You can unsubscribe at any time using the link provided in the emails.

THIRD-PARTY MARKETING

We will never share your personal data with third parties for marketing unless you have explicitly consented.

CHANGE OF PURPOSE

We will only use your personal data for the purposes for which it was collected, unless we determine it must be used for a compatible purpose. If a new purpose arises that is not compatible, we will inform you and explain the legal basis.

In some circumstances, we may process your data without your knowledge or consent, where required or permitted by law.

5. DISCLOSURES OF YOUR PERSONAL DATA

To deliver our recruitment and work-finding services effectively, we may need to share your personal data with the following categories of recipients:

Internal staff and subcontractors, including our IT and support service providers
Potential employers and hiring intermediaries, when matching you to suitable roles
Candidates, where relevant, to facilitate recruitment on your behalf
Referees, including current or former employers, where you’ve provided their details

If you would prefer that we do not share your personal data with a specific individual, organisation, or category, please let us know.

Legal and Operational Requirements

We may also need to share certain categories of your personal data with:

Government agencies such as HMRC or other tax and compliance authorities
Background screening providers, for reference checks, employment history, criminal record checks, or qualification verifications
Payroll and pension service providers, where relevant
Professional advisers, including lawyers and accountants, to meet legal, tax, or contractual obligations

Business Transfers

If we sell, merge, or restructure parts of our business, your personal data may be shared with or transferred to the new business owners. They will be required to handle your information in accordance with this Privacy Notice.

We will never sell your personal data, and we only share it where it is necessary to provide our services or comply with the law.

All third-party partners are required to safeguard your data and follow strict data protection rules. They are not permitted to use your data for their own purposes and may only act on our instructions.

6. INTERNATIONAL TRANSFERS

All personal data we collect is stored securely through our third-party service provider, Engine Hire, which is based in Canada. This means your personal data may be transferred and stored outside of the European Economic Area (EEA).

We ensure that any transfer of personal data outside the EEA meets the data protection standards required by EU law. Canada is recognised by the European Commission as providing an adequate level of data protection, meaning your information is safeguarded to standards equivalent to those within the EU.

In addition, where necessary—for example, for HR, payroll, or contract purposes—we may share limited personal data with trusted partners located in the UK, Switzerland, or other jurisdictions globally. Any such transfers will be subject to appropriate safeguards, such as standard contractual clauses approved by the European Commission or adequacy decisions.

You can find more information on these safeguards here:

If you would like more information about how your data is transferred or stored, or about the safeguards we have in place, please contact us.

7. DATA SECURITY

We take your personal data security seriously and have implemented appropriate technical and organisational measures to prevent it from being accidentally lost, used or accessed in an unauthorised way, altered, or disclosed.

All data is stored securely via our third-party platform, Engine Hire, which maintains its own stringent data protection and security protocols. In addition, access to personal data is strictly limited to employees, contractors, and authorised third parties who need it to carry out their roles. They are required to process your data only on our instructions and are bound by confidentiality obligations.

We only transfer personal data to third parties who agree to meet equivalent data protection standards or who have adequate safeguards in place. This ensures the confidentiality, integrity, and availability of your data at all times.

We also have protocols in place to detect, investigate, and respond to any suspected data breaches. If a data breach occurs that is likely to result in a risk to your rights and freedoms, we will notify you and the relevant supervisory authority in accordance with applicable law.

8. DATA RETENTION

HOW LONG WILL WE KEEP YOUR PERSONAL DATA?

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including any legal, regulatory, tax, accounting, or safeguarding requirements.

By law, certain records must be kept for 1 to 7 years, depending on the type of data and our legal obligations.
Where we’ve entered into a contract with you, data may be retained for up to 7 years to meet contractual obligations or in case of disputes.
Due to placements in domestic settings, where candidates may work with children or vulnerable individuals, we may need to retain certain records for up to 21 years, should a legal claim be made by or on behalf of a minor.

Retention periods:

If you’ve been placed by us: We retain your data for up to 21 years from either your registration date or last placement date—whichever is later—unless there has been meaningful contact within the past 2 years.
If you haven’t been placed by us: We will retain your data for up to 2 years from your registration or last meaningful contact—whichever is later.

We regularly review our data retention practices to ensure that we’re not keeping information longer than necessary.

Where appropriate, we may anonymise your data (removing all personal identifiers) so it can no longer be linked to you. This anonymised data may be used for statistical or research purposes indefinitely.

9. YOUR LEGAL RIGHTS

Under data protection laws, you have certain rights in relation to your personal data. These rights may include:

Access – You can request a copy of the personal data we hold about you.
Correction – You can ask us to correct any incomplete or inaccurate data we hold about you.
Erasure – In certain circumstances, you can ask us to delete your personal data.
Restriction – You can request that we limit the way we use your personal data.
Objection – You can object to us processing your personal data based on legitimate interests.
Data Portability – You can request that we transfer your personal data to you or a third party in a structured, commonly used, machine-readable format.
Withdraw Consent – Where we rely on your consent to process your data, you may withdraw it at any time. This will not affect the lawfulness of any processing carried out before you withdraw your consent.

To exercise any of these rights, please contact: info@maisondenanny.com

EU/EEA GDPR Representative (Article 27)

If you are located in the EU, and have questions or concerns regarding your personal data, you may contact our GDPR representative:

EU Representative:

Euverify Ltd (Ireland)
Unit 3D North Point House
North Point Business Park
New Mallow Road, Cork
T23 AT2P, Ireland
Email: gdpr@euverify.com

To submit a Data Subject Access Request (DSAR), data deletion request, or any other GDPR-related inquiry, please use our secure portal.

https://gdpr.euverify.com/verify/9018e3e8-bf6b-49ee-87cb-f09a75573387

This link allows you to verify our appointed representative and submit GDPR requests directly. Requests submitted through this portal are logged and tracked to ensure timely response and compliance.