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 outlines how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and 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 is used for the following purposes:

• To assess your suitability for advertised or potential roles
• To carry out background and reference checks
• To contact you regarding opportunities and interviews
• To comply with legal and regulatory requirements
• To communicate with families, with your consent

3. Lawful Basis for Processing

We rely on the following legal bases to process your data:

• Consent – for sharing your profile with families and storing your data in our system
• Legitimate interest – for assessing 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. for safeguarding or DBS verification)
• Third-party service providers assisting in vetting or compliance, under strict confidentiality agreements

5. Data Retention

We retain your data for up to 2 years from your last engagement with us, unless you request otherwise. After this period, your information will be securely deleted or anonymised.

6. 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)

7. Contact Us

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

Gaia Nannies
Email: info@gaianannies.com