Privacy Policy

This page contains the following information:

1. Privacy Notice to Host Families Engaging The Little Au Pair Agency for Au Pair Introductions

2. Privacy Notice to Au Pairs Engaging The Little Au Pair Agency for Host Family Introductions

3. Use of Cookies on our Website

1. Privacy Notice to Host Families Engaging The Little Au Pair Agency for Au Pair Introductions

We are registered with the Information Commissioner’s office and comply with the Data Protection Act. This policy has been written in accordance with the principles and safeguards set out in the General Data Protection Regulation (“GDPR”). 

Data controller and Data Protection Officer: The Director and Owner at The Little Au Pair Agency is the data controller and data protection officer and is responsible for your Personal Data, including determining when, why and how to Process Personal Data..

Our email address: emma@thelittleaupairagency.co.uk

Our postal address: The Little Au Pair Agency Limited, 18 The Knoll, Bromley, BR2 7DH

We collect and process personal data from you that is relevant to the introduction process of Au Pairs to Host Families, allowing us to introduce relevant Au Pair candidates to you. The Agency is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the Agency collect?

The Agency collects a range of information about the family. This includes:

  • Your Contact Details: your name, address and contact details, including email address, skype id and telephone number;
  • Details about your Family & Home: children’s details, hobbies and interests, pets, description of your home
  • Your au pair requirements: start date, length of stay, duties needed, weekly pocket money
  • Proof of name and address: such as a copy of a utility bill or your drivers licence

The Agency collects this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through phone conversations or emails.

The Agency will also collect personal data about you from third parties, such as references using referee contact details you provide. The Agency will seek information from third parties only once we accept you as a client and we will inform you that we are doing so.

Data will be stored in a range of different places, including on your application record, and on other IT systems (including email).

It is important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing emma@thelittleaupairagency.co.uk

Why does the Agency process personal data?

You are aware that in order to fulfil our obligations as an Au Pair agency, it is necessary to work with agencies in Europe for them to see and be privy to the information offered on our Host Family Registration Form. This of course contains full personal details of a Host Family.

The Agency needs to process data to take steps at your request prior to entering into a contract with you. It also needs to process your data to enter into a contract with you.

In some cases, the Agency needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to live in the UK before any placement is made.

The Agency has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from families allows the Agency to manage the au pair introduction process, assess and confirm a family’s suitability to take on an au pair and decide who would be a suitable au pair for you and keep you informed of available candidates as they arise and keep you informed of the services offered by us. The Agency may also need to process data from families to respond to and defend against legal claims.

The Agency needs to process personal data in order to process your invoice, manage payments, fees and charges, and to collect and recover money and any debts owed to us.

The Agency needs to process personal data to manage our relationship with you, including notifying you about changes to our terms or privacy policy. This is necessary to comply with a legal obligation and for the performance of our contract with you.

The Agency needs to process personal data to administer and protect our business and our website, for example troubleshooting, data analysis, system maintenance, support, reporting and hosting data. This is necessary for our legitimate interests for running our business, provision of administration and IT services, network security and to prevent fraud and to comply with our legal obligations.

Where the Agency relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of families and has concluded that they are not.

The Agency processes health information if it needs to make reasonable adjustments to the introduction process for families who have a family member who may have a disability.

Who has access to data?

For the purposes of the au pair introduction process, your information will be shared internally and with our third party partner au pair agencies and au pairs in EU countries. The Agency will share your data with your referees to provide references for you.

We may also have to share your Personal Data with the parties set out below for the purposes set out above (see section “why does the agency process Personal Data”):

  • IT and system administration services
  • Professional advisors including lawyers, accountants, auditors and insurers who provide consultancy, banking, legal and accounting services
  • HM Revenue and Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting or processing activities in certain circumstances

We require all third parties to whom we transfer your data to respect the security of your Personal Data and to treat it in accordance with the law. We only allow third parties to process your Personal Data for specified purposes and in accordance with our instructions.

Personal Data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.

How does the Agency protect data?

The Agency takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. In addition, we limit access to our Personal Data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.

For how long does the Agency keep data?

If we are unable to introduce an au pair for your family, the Agency will hold your data on file for 6 months from the point of registration. At your request, the Agency will keep your personal data on file for a further 6 months for consideration for future introduction opportunities. At the end of that period or once you withdraw your consent, your data is deleted or destroyed.

If your application to be a host family is successful, personal data gathered during the introduction process will be transferred to your client file and retained during the time that you have an au pair supplied by us. By law we must keep information about our clients for 4 years after they cease being clients for tax purposes.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the Agency to change incorrect or incomplete data;
  • require the Agency to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Agency is relying on its legitimate interests as the legal ground for processing; and ask the Agency to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Agency’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Emma Harrison by email emma@thelittleaupairagency.co.uk

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve if for you.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Agency during the introduction process. However, if you do not provide the information, the Agency may not be able to process your application properly or at all.

Automated decision-making

Recruitment processes are not based solely on automated decision-making.

2. Privacy Notice to Au Pairs Engaging The Little Au Pair Agency for Host Family Introductions

PRIVACY NOTICE TO AU PAIRS LOOKING TO BE PLACED WITH A FAMILY

We are registered with the Information Commissioner’s office and comply with the Data Protection Act. This policy has been written in accordance with the principles and safeguards set out in the General Data Protection Regulation (“GDPR”).

Data controller and Data Protection Officer: The Director and Owner at The Little Au Pair Agency is the data controller and data protection officer and is responsible for your Personal Data, including determining when, why and how to Process Personal Data..

Our email adderss: emma@thelittleaupairagency.co.uk

Our postal address: The Little Au Pair Agency Limited, 18 The Knoll, Bromley, BR2 7DH

As part of any introduction process, the Agency collects and processes personal data relating to Au Pairs allowing us to introduce relevant Host Families to you. The Agency is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

What information does the Agency collect?

The Agency collects a range of information about the Au Pair. This includes:

  • Your contact details: your name, address, date of birth and contact details, including email address and telephone number;
  • General information: childcare experience, education, language skills, hobbies and interests, photos, dear family letter etc
  • Details of your placement requirements: placement preferences such as location, preferred dates, length of stay etc
  • References: a minimum of 1 childcare and 1 character reference will be required and verified
  • Equal opportunities monitoring information: including information about your ethnic origin, health and religion or belief.
  • Proof of name and address: passport and/or id card

The Agency collects this information in a variety of ways. For example, data might be contained in application forms, obtained from your passport or other identity documents, or collected through interviews or other forms of assessment, phone conversations or emails.

The Agency will also collect personal data about you from third parties, such as references, information from background check providers and information from criminal records checks. The Agency will seek information from third parties only once we accept you as a client and you have been made and will inform you that it is doing so.

Data will be stored in a range of different places, including on your application record, in HR management systems and on other IT systems (including email).

It is important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing emma@thelittleaupairagency.co.uk

Why does the Agency process personal data?

The Agency needs to process data to take steps at your request prior to entering into a contract or arrangement with you.

In some cases, the Agency needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check a successful applicant’s eligibility to live in the UK before any placement is made.

The Agency has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from Au Pairs allows the Agency to manage the introduction process, assess and confirm an Au Pair’s suitability to be placed with a family and keep you informed of available families as they arise and keep you informed of the services offered by us. The Agency may also need to process data from au pairs and host families to respond to and defend against legal claims.

Where the Agency relies on legitimate interests as a reason for processing data, it has considered whether or not those interests are overridden by the rights and freedoms of families and has concluded that they are not.

The Agency processes health information if it needs to make reasonable adjustments to the introduction process for Au Pairs who may have a disability.

For some roles, the Agency is obliged to seek information about criminal convictions and offences. Where the Agency seeks this information, it does so because it is necessary for it to carry out its obligations and exercise specific rights in relation to employment.

The Agency will not use your data for any purpose other than the introduction exercise for which you have contracted with us for unless we are legally required to do so.

Who has access to data?

Your information will be shared internally for the purposes of the introduction exercise and with host families looking for Au Pairs. The Agency will then share your data with referees to provide references for you, background check providers to obtain necessary background checks and the Disclosure and Barring Service to obtain necessary criminal records checks.

We may also have to share your Personal Data with the parties set out below for the purposes set out above (see section “why does the agency process Personal Data”):

  • IT and system administration services
  • Professional advisors including lawyers, accountants, auditors and insurers who provide consultancy, banking, legal and accounting services
  • HM Revenue and Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting or processing activities in certain circumstances

We require all third parties to whom we transfer your data to respect the security of your Personal Data and to treat it in accordance with the law. We only allow third parties to process your Personal Data for specified purposes and in accordance with our instructions.

Personal data shall not be transferred to a country or territory outside the EEA unless that country or territory ensures an adequate level of protection or the appropriate safeguards are in place for your rights and freedoms.

How does the Agency protect data?

The Agency takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. In addition, we limit access to our Personal Data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your Personal Data on our instructions and they are subject to a duty of confidentiality.

For how long does the Agency keep data?

If we do not find you a suitable family to be placed with, the Agency will delete your data after the end of the relevant recruitment process. If you agree to allow the Agency to keep your personal data on file, the Agency will hold your data on file for a further 6 months for consideration for future placement opportunities. At the end of that period (or once you withdraw your consent), your data is deleted or destroyed.

If your application to be an Au Pair is successful, personal data gathered during the recruitment process will be transferred to your file and retained during the time that you are placed by us. By law we must keep basic information about our clients for 4 years after they cease being clients for tax purposes.

Your rights

As a data subject, you have a number of rights. You can:

  • access and obtain a copy of your data on request;
  • require the Agency to change incorrect or incomplete data;
  • require the Agency to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Agency is relying on its legitimate interests as the legal ground for processing; and
  • ask the Agency to stop processing data for a period if data is inaccurate or there is a dispute about whether or not your interests override the Agency’s legitimate grounds for processing data.

If you would like to exercise any of these rights, please contact Emma Harrison at The Little Au Pair Agency by email emma@thelittleaupairagency.co.uk

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues. We should be grateful if you would contact us first if you do have a complaint so that we can try to resolve if for you.

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Agency during the recruitment process. However, if you do not provide the information, the Agency may not be able to process your application properly or at all.

Automated decision-making

Introduction processes are not based solely on automated decision-making.

3. Use of Cookies on our Website

To make this site work properly, we sometimes place small data files called cookies on your device. A cookie is a small text file that a website saves on your computer or mobile device when you visit the site.

How do we use cookies?

The only cookies in use on our site are for Google Analytics. Google Analytics is a web analytics tool that helps website owners understand how visitors engage with their website. Google Analytics collects information anonymously. It reports website trends without identifying individual visitors.

Like many services, Google Analytics uses first-party cookies to track visitor interactions as in our case, where they are used to collect information about how visitors use our website. We then use the information to compile reports and to help us improve our website experience.

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

How to control cookies

You can opt out of Google Analytics without affecting how you visit our website – for more information on opting out of being tracked by Google Analytics across all websites you use, visit this Google page.

You can also control and/or delete cookies as you wish – for details, see aboutcookies.org. You can delete all cookies that are already on your computer and you can set most browsers to prevent them from being placed. If you do this, however, you may have to manually adjust some preferences every time you visit a site and some services and functionalities may not work.

Wording on the use of cookies on our website was sourced with free resources provided by Cookie Clarity and the EU Commission’s “Information Providers Guide – the EU Internet Handbook.”