Privacy Policy

Privacy Notice

Wimbledon Babysitting & Nanny Agency (“we”, “us”, “our”) is committed to protecting your privacy. This Privacy Notice explains how we collect, use, store and share personal data about the families (Clients) and the nannies and babysitters (Candidates) we work with, and about visitors to our website. It also sets out your rights under data protection law and how to exercise them.

1. Who we are

Wimbledon Babysitting & Nanny Agency is a family-run babysitting and nanny introduction agency operated by Caroline Rocheron as a sole trader. We are the “controller” responsible for your personal data. You can contact us at:

Registered office: 16 Crescent Gardens, London SW19 8AJ
Email: caroline@wimbledonbabysitting.co.uk
Telephone: 0208 739 0878
Website: www.wimbledonbabysitting.co.uk
ICO registration number: ZA114645

If you have any questions about this notice or how we handle your personal data, please contact us using the details above.

2. The personal data we collect

The personal data we hold depends on whether you are a Client or a Candidate.

Clients (families)

• Your name, home address, email address and telephone number;
• Details of your household and childcare requirements, such as the ages and needs of your children, hours, location, duties and pay on offer;
• Information relevant to a placement, such as pets, allergies or particular household requirements;
• Correspondence between us; and
• Payment and billing information.

Candidates (nannies and babysitters)

• Your name, address, email address, telephone number and date of birth;
• Your CV, work history, qualifications, training and certifications, such as paediatric first aid;
• References from previous employers;
• Proof of identity and right to work in the UK;
• Details of any Disclosure and Barring Service (DBS) check, including its status and certificate number;
• Your availability, salary expectations and the types of role you are seeking; and
• Correspondence between us.

Website visitors

• Information you provide through our enquiry or contact forms; and
• Limited technical information collected through cookies and similar technologies. See section 10.

More sensitive information

Some of the information we handle is more sensitive. This may include health information relevant to a role, such as allergies or medical needs within a household, and information about criminal records contained in DBS checks.

We only process this type of information where the law allows us to do so — in particular, for the purpose of safeguarding children and vulnerable individuals — and we apply extra care to keep it secure.

3. How we collect your personal data

We collect personal data:

• Directly from you, when you contact us, register with us, complete a form or during the course of a placement;
• From third parties, such as referees you have nominated, or other sources relevant to verifying a Candidate’s suitability; and
• Automatically, through our website. See section 10.
  
  

4. Why we use your personal data and our lawful basis

Data protection law requires us to have a “lawful basis” for using your personal data. We rely on the following:

• To provide our introduction service — to match Candidates with Clients, arrange interviews and trials, and manage placements. Lawful basis: performance of a contract with you, or taking steps at your request before entering into a contract.
• To share relevant information between Clients and Candidates — for example, providing a Candidate’s profile to a Client, or a Client’s requirements to a Candidate. Lawful basis: performance of a contract and our legitimate interests in running the agency.
• To verify a Candidate’s suitability — checking identity, right to work, references, qualifications and DBS status. Lawful basis: our legitimate interests and, for safeguarding-related information, the substantial public interest in protecting children and vulnerable individuals.
• To manage our relationship with you and administer our business — including invoicing, taking payment, keeping records and responding to enquiries. Lawful basis: performance of a contract, our legitimate interests and compliance with legal obligations, such as tax and accounting.
• To send you updates or marketing about our services — where you have asked to hear from us or where we are otherwise permitted to do so. Lawful basis: consent or our legitimate interests. You can opt out at any time.
• To comply with our legal obligations and to establish, exercise or defend legal claims. Lawful basis: legal obligation and legitimate interests.
  
  

Where we rely on legitimate interests, we have considered whether those interests are outweighed by your rights, and we only proceed where we are satisfied they are not.

5. Who we share your personal data with

We share personal data only where necessary and with appropriate safeguards. We may share it with:

• Clients and Candidates — as an essential part of the introduction service;
• Referees you have nominated;
• Service providers who help us run the agency, such as IT, website and payment providers, including Stripe if used for card payments;
• Professional advisers, such as our accountant or legal advisers, where necessary;
• Payroll providers, where we refer you to one; and
• Regulators, law enforcement or other authorities, where we are required to do so by law or to protect a child or vulnerable person.
  
  

We do not sell your personal data to anyone.

6. International transfers

We aim to keep your personal data within the UK. Some of our service providers may store data outside the UK. Where that happens, we take steps to ensure your data is protected to a standard equivalent to that required under UK data protection law, for example by relying on an adequacy decision or approved contractual safeguards.

7. How long we keep your personal data

We keep personal data only for as long as we need it for the purposes described in this notice and to meet our legal and accounting obligations. In general:

• Client and Candidate records are kept for the duration of our relationship and for a reasonable period afterwards, so that we can deal with any queries, re-engagements or claims that may arise;
• Financial records are kept for at least six years, as required by tax law; and
• Where we no longer need your personal data, we securely delete or destroy it.
  
  

If you would like more detail about our retention periods, please contact us.

8. How we protect your personal data

We take appropriate technical and organisational measures to keep your personal data secure and to protect it against loss, misuse and unauthorised access or disclosure. This includes limiting access to your information, using secure systems and passwords, and keeping any physical records securely.

9. Your rights

Under UK data protection law, you have a number of rights over your personal data:

• The right to be informed about how we use your data, which this notice provides;
• The right of access to a copy of the data we hold about you;
• The right to rectification of inaccurate or incomplete data;
• The right to erasure of your data in certain circumstances;
• The right to restrict our processing of your data in certain circumstances;
• The right to object to processing based on our legitimate interests and to direct marketing at any time;
• The right to data portability in certain circumstances; and
• Where we rely on consent, the right to withdraw that consent at any time.
  
  

To exercise any of these rights, please contact us using the details in section 1. We will respond within the time limits set by law, usually one month, and there is normally no charge.

10. Cookies and our website

Our website may use cookies and similar technologies to help it function and to understand how visitors use it. You can control cookies through your browser settings. If we publish a separate Cookie Policy, it will be available on our website.

11. Changes to this notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website, and the date it was last updated is shown at the top of this notice.

12. How to contact us and how to complain

If you have any questions or wish to exercise your rights, please contact us using the details in section 1.

If you are unhappy with how we have handled your personal data, please contact us first so that we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO):

Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk