BusyBee Au Pairs

SAFETY & PRIVACY POLICY

NOTE: The wording in this document reflects the requirements of the General Data Protection Regulation (GDPR), which will come into effect in the UK on 25 May 2018.

Data controller: BusyBee Au Pairs Ltd, Riven, Lord Street, Hoddesdon, Hertfordshire, EN11 8SL
Tel: 01992 475085 www.busybeeaupairs.com

Data protection officer: Jamie Pullum; 07813 845999 jamie@busybeeaupairs.com

As part of any recruitment process, the Agency collects and processes personal data relating to families. 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 name, address and contact details, including email address, Skype, WhatsApp and telephone number;
  • In depth details of your requirements;
  • Information on your family, children and life in your family
  • Information about your current level of remuneration, including benefit entitlements;
  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, health and religion or belief.

The Agency collects this information in a variety of ways. For example, data may be extracted from an online website application form and then updated following a verbal consultation with you, interview or other forms of assessment.

The Agency may collect personal information/data about you from third parties, such as references from previous Au Pairs or overseas partner agencies that have assisted in previous Au Pair placements that you may have had with another agent. This would only be done once we accept you as a client and will inform you that may do this procedure.

Data, such as your personal full registration to include photos, references, etc will be stored on our secure server management system and can be shared by email only when appropriate to do so ( i.e. at interview request stage of the recruitment process with the applicant of your choice).

 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 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 recruitment 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.

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 recruitment process for families who have a family member 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 recruitment exercise for which you have contracted with is for.

If we do not find you an au pair, the Agency will keep your personal data on file in case there are future au pairs for which you may be suited. The Agency will ask for your consent before it keeps your data for this purpose and you are free to withdraw your consent at any time.

Who has access to data?

Your information will be shared internally for the purposes of the recruitment exercise. Your information will also be shared with our 3rd party partner au pair agencies in EU countries and non EU countries, au pairs, and IT staff if access to the data is necessary for the performance of their roles. 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.

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.

Your data may be transferred outside the European Economic Area (EEA) to our partner agencies for the purpose of finding a suitable au pair, however, the data is limited and no contact details, including addresses are shared unless the client consents to us which would usually be at the interview stage.
A country outside of the EEA or territory would also need to ensure an adequate level of protection or the appropriate safeguards to be in place for your rights and freedom.

Data is transferred outside the EEA on the basis of the specific country having the appropriate visa in place to be able to send Au Pairs to the UK in the firsy place.

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.
All server IT solutions, Web, Computer solutions used by the Agency are contstantly monitored for cyber breaches and are password protected.

For how long does the Agency keep data?

If your application for employment is unsuccessful, the Agency will hold your data on file for up to 5 years after the end of the relevant recruitment process. If you agree to allow the Agency to keep your personal data on file.  If you wish for us to remove your data then you can request for us to withdraw this by writing to the data controller of BusyBee Au Pairs.

If your application to be a client is successful, personal data gathered during the recruitment process will be transferred to your client file [and retained during the time that you have an au pair supplied by us]. The period of time that we hold your data will be for up to 5 years from the last date that you contacted us or, from the end date of the last successful placement that was arranged through the Agency.
If you wish for us to remove your data then you can request for us to withdraw this by writing to the data controller of BusyBee Au Pairs.

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 Jamie Pullum, jamie@busybeeaupairs.com or write to us at: BusyBee Au Pairs Ltd, Riven, Lord Street, Hoddesdon, Hertfordshire, EN11 8SL.

If you believe that the Agency has not complied with your data protection rights, you can complain to the Information Commissioner.

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 and Our Personal Matching Process

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

You must be made aware that, in order to match your needs with an Au Pair, we will have to share the information (data) that we hold on you with partner agencies who act for the Au Pairs.
We do also require a commitment from you that you will not share or pass on ANY information of an Au Pair applicant to any 3rd party either due to such constringent changes within the data and privacy laws.

BusyBee Au Pairs Ltd do fully comply with the Data Protection Act, please see below the guidelines quoted from Information Commissioner’s Office website. The Data Protection Act requires all organisations which handle personal information to comply with a number of important principles regarding privacy and disclosure. The Act states that anyone who processes personal information must comply with eight principles. These state that information must be:

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and up to date
  • Not kept for longer than is necessary
  • Processed in line with individuals’ rights
  • Secure
  • Not transferred to other countries without adequate protection

YOUR INFORMATION

BusyBee Au Pairs do use a secure, UK based server. We collect information from you that’s only relevant to the introduction process of au pairs to families, allowing us to introduce relevant applicants for you to look at. The information is only disclosed to selected members of our team and to potential applicants when BusyBee Aupairs Ltd are an approved Merchant Service Provider with Streamline and are validated to process card payments by phone. Occasionally, we use your data for market research and the tracking of sales data. By using our site you are giving us permission to use your information in this way. BusyBee Aupairs will never disclose your information to other parties without your permission unless we are legally required to do so.

SECURITY OF THIRD PARTY SITES

BusyBee Au Pairs Ltd chose our partners with care and where possible we have partnered with sites who show the same commitment to security. However we cannot be responsible for their policies, even if you access them using links from our website and recommend that you check each site you visit.

USE OF COOKIES ON OUR SITE

A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer’s hard disk so that the website can remember who you are. A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie, and a value, usually a randomly generated unique number. When you visit our website we send you a cookie. Cookies may be used in the following ways:

  • To help us recognise you as a unique visitor (just a number) when you return to our website and to allow us to tailor content or advertisements to match your preferred interests or to avoid showing you the same adverts repeatedly.
  • To compile anonymous, aggregated statistics that allow us to understand how users use our site and to help us improve the structure of our website. We cannot identify you personally in this way.

Two types of cookies may be used on this website, session cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site, and persistent cookies, which remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie). Wording on ’cookies’ sourced from ’all about cookies’ created by Interactive Advertising Bureau Europe. If you have any further questions on our policy then please do call us on: 01992 475085 or write to:

Jamie Pullum – Data Controller
BusyBee Au Pairs Ltd
Riven
Lord Street
Hoddesdon
Hertfordshire
EN11 8SL