1. Cookie Policy
Last updated: 10/08/2026

This policy explains how Gaia Nannies uses cookies and similar technologies on gaianannies.com.

What cookies are
Cookies are small text files placed on your device when you visit a website. They help the site work, remember your preferences, and give us information about how the site is used.

The cookies we use

  • Essential cookies. Needed for the website to function, such as security and page navigation. These cannot be switched off.

  • Analytics cookies. Help us understand how visitors use the site so we can improve it. These are only set if you accept them.

  • Preference cookies. Remember choices you make, such as your cookie settings.

Managing cookies
When you first visit our site you can accept or reject non-essential cookies through our cookie banner. You can change your choice at any time using the cookie settings button on our site. You can also block or delete cookies through your browser settings, though some parts of the site may not work properly if you do.

Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.

Contact
For any questions about cookies, email info@gaianannies.com.

2. Non-Discrimination Policy

Gaia Nannies is committed to fair and equal treatment of all candidates and clients. We do not discriminate on the grounds of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation, as defined under the Equality Act 2010. All candidates are assessed solely on their qualifications, experience, and suitability for the roles they apply for. We do not accept discriminatory placement requests from clients, and reserve the right to decline instructions that conflict with this policy.

3. Equal Opportunities

We are committed to providing equal access to our services for all candidates and clients. We actively work to ensure that our recruitment practices are free from bias and that all candidates are given fair consideration regardless of background. If you believe you have been treated unfairly in connection with our services, you are encouraged to raise this with us using the complaints procedure below.

4. Complaints Procedure

We take all complaints seriously and aim to resolve them promptly and fairly.

1. Raise the issue: Contact us by email at info@gaianannies.com, setting out the nature of your complaint clearly and any relevant dates or details.
2. Acknowledgement: We will acknowledge your complaint within 3 business days.
3. Investigation: We will investigate and provide a full written response within 14 business days. Where this is not possible, we will keep you informed of progress.
4. Escalation: If you are not satisfied with our response, you may escalate your complaint to the Citizens Advice.

All complaints are treated confidentially and will not affect your standing with the agency.

5. Safeguarding and Safer Recruitment Policy
Last updated: 10/08/2026

Gaia Nannies places nannies with families, and the safety and wellbeing of children is at the centre of everything we do. This policy sets out the standards we hold ourselves to and what families can expect from us.

Our commitment
We are committed to safe recruitment practices that help protect children. Every candidate we put forward is vetted against clear standards before being introduced to a family.

Our vetting standards
Before we put a candidate forward, we require:

  • An Enhanced DBS check

  • A current Paediatric First Aid certificate (issued within the last three years)

  • A minimum of two references from previous childcare roles or employers, which we take up and review

  • Proof of the right to work in the UK

  • A full and up-to-date CV, with employment history reviewed for gaps

Ongoing responsibility
Candidates are required to keep their DBS, First Aid, qualifications, and right to work up to date, and to tell us of any change that could affect their suitability.

Reporting concerns
We take any safeguarding concern seriously. Anyone with a concern about the welfare of a child, or about the conduct of a candidate or member of staff, should contact our Designated Safeguarding Lead:

Ellis Carveth, ellis@gaianannies.com.

Where a child is believed to be at immediate risk, contact the police on 999. Concerns can also be raised with your local authority children's services or the NSPCC helpline on 0808 800 5000.

Our promise to families
An introduction from Gaia Nannies means a candidate has met the vetting standards above. Families remain the employer of the nanny and are responsible for the day-to-day working relationship, and we are always here to support you throughout a placement.

Gaia Nannies is the data controller for the personal information described in this policy. We are registered with the Information Commissioner's Office (ICO) under registration number ZB958266. Our registered business is: 3rd Floor, 45 Albemarle Street, London, England, W1S 4JL.

You have the right to lodge a complaint with the ICO at any time (ico.org.uk), though we would ask that you contact us first so we can try to put things right.

Candidate Privacy Policy

At Gaia Nannies, we are committed to protecting the privacy and personal data of all nanny candidates who engage with our services. This policy explains how we collect, use, store, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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1. Information We Collect

We may collect and process the following personal data from candidates:
- Full name, contact details, and address
- CV, employment history, qualifications, and skills
- Paediatric First Aid and DBS certificates
- References and referee contact details
- Right to work documentation (e.g. passport, visa)
- Notes from interviews and communications
- Any other information relevant to your application

2. How We Use Your Data

Your personal data may be used for the following purposes:

- To assess your suitability for advertised or potential roles
- To carry out background and reference checks
- To verify safeguarding and right to work documentation
- To contact you regarding opportunities, interviews, and placements
- To share your profile with families (with your prior consent)
- To comply with legal and regulatory requirements
- With your consent, to send you newsletters, updates, and resources from Gaia Nannies

3. Lawful Basis for Processing

We rely on the following legal bases to process your data:
- Consent – for sharing your profile with families, storing your data in our system, and sending marketing communications
- Legitimate interest – for assessing your suitability and improving our recruitment process
- Legal obligation – for verifying right to work and safeguarding

4. Data Sharing

We only share your data with:
- Families seeking childcare support (with your prior consent)
- Relevant authorities where legally required (e.g. safeguarding, right to work, or DBS verification)
- Trusted third-party service providers assisting with vetting or compliance, under strict confidentiality agreements
- If you are being considered for an international placement, your personal data may be transferred outside the UK. In such cases, we ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your information.

5. Data Retention

We will retain your data for up to two years from your last engagement with us, unless you request otherwise. After this period, your data will be securely deleted or anonymised.If you withdraw consent, we may need to remove your details from our system to remain compliant with UK GDPR.

6. Data Security

We take appropriate technical and organisational measures to protect your data from loss, misuse, or unauthorised access. Access to candidate records is restricted to authorised Gaia Nannies staff, and all data is stored securely in password-protected systems.

7. Automated Processing

We do not make decisions about candidates based solely on automated processing. While we may use tools such as candidate scoring or CV parsing within our CRM system, all recruitment decisions are reviewed and made by a member of our team.

8. Your Rights

You have the right to:
- Access the personal data we hold about you
- Request correction or deletion of your data
- Withdraw consent at any time
- Object to or restrict processing
- Lodge a complaint with the Information Commissioner’s Office (ICO)

9. Children’s Data

We do not collect or process children’s personal data as part of candidate registration, except where it may be included in references or safeguarding checks where strictly necessary.

10. Updates to This Policy

We may update this policy from time to time. If significant changes are made, we will notify you directly. The latest version will always be available on our website.

11. DBS and criminal records data

As a childcare recruitment agency, we process criminal records information (such as Enhanced DBS certificate details) about candidates. This is classed as special category and criminal offence data under UK data protection law, and we treat it with extra care.

  • Lawful basis. We process this information because it is necessary for the purposes of safeguarding children, and to assess a candidate's suitability for childcare roles, in line with our legal and regulatory obligations. Our lawful basis is legal obligation and substantial public interest (safeguarding of children and individuals at risk) under the Data Protection Act 2018.

  • What we do with it. We use DBS information only to verify a candidate's suitability and to share confirmation of vetting status with families, with the candidate's consent. We do not retain full copies of DBS certificates for longer than necessary to complete our checks.

  • Retention. We keep a record that a valid check was seen and its date and reference, rather than a full copy of the certificate, and we delete or securely dispose of DBS information in line with our retention schedule.

  • Access. Access to this information is strictly limited to staff who need it to carry out vetting.

We maintain an internal Appropriate Policy Document setting out how we comply with the data protection principles when handling this information, as required by the Data Protection Act 2018. A copy is available on request.

Contact Us

For any questions or to exercise your rights, please contact us:
Gaia Nannies

Email: info@gaianannies.com

Client Privacy Notice
Last updated: 10/08/2026

This notice explains how Gaia Nannies collects and uses personal information about families and clients who use our services. Our separate Candidate Privacy Policy covers nannies and other work-seekers.

Information we collect

  • Your name, contact details, and address

  • Details about your household and childcare requirements, which may include information about your children (such as ages and any specific needs) so we can match a suitable nanny

  • Information you share with us during calls, meetings, and correspondence

  • Payment and billing details

How we use your information

  • To understand your requirements and match you with suitable candidates

  • To arrange introductions, interviews, and trials

  • To manage our agreement with you, including invoicing and fees

  • To keep in touch about your search and our services

  • To meet our legal and regulatory obligations

Lawful basis
We rely on performance of our contract with you, our legitimate interest in running our recruitment service, and, where needed, your consent. Where you share information about your children, we handle it only as far as necessary to provide our service and to support safeguarding.

Sharing your information
We share relevant details with candidates we put forward, so they understand the role. We may share information with trusted service providers who help us run our business, and with authorities where the law requires it. We do not sell your data.

Retention
We keep your information for as long as we are working together and for a reasonable period afterwards to meet our legal, tax, and business obligations, after which it is securely deleted or anonymised.

Your rights
You have the right to access the information we hold about you, ask us to correct or delete it, object to or restrict how we use it, and withdraw consent where we rely on it. You can also complain to the ICO. To exercise any of these rights, email info@gaianannies.com.

Contact
Gaia Nannies, 3rd Floor, 45 Albemarle Street, London, England, W1S 4JL. Email: info@gaianannies.com.