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.

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. Contact Us

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

Email: info@gaianannies.com