Privacy Notice – Prospective, Current and former Staff members.
Who does this Notice apply to?
This Notice applies to prospective, current and former staff members and suppliers (including employees, apprentices, students, agency workers and contractors).
A separate Customer Privacy Notice applies to prospective, current and former customers using our services, websites, apps and social media.
Who controls your personal data?
All personal data is kept by Kiddiecare Nurseries via electronic and/or hard copies. Each manager is in control of their own nursery’s data.
What legal basis do we rely on to process your personal data?
Kiddiecare relies on the following legal basis for processing your personal data.
Performance under a Contract: For prospective, current and former staff members and suppliers, some of the personal data we process on you is necessary for the performance of the contract we have with you. For example, all employees and apprentices will have employment contracts with Kiddiecare, and all suppliers will have supplier contracts. These contracts govern pay, duties, responsibilities and obligations of Kiddiecare Nurseries and require the processing of your personal data.
Legal Obligations: For prospective, current and former staff members and suppliers, there are many laws that require us to process your personal data. Examples include laws and regulations for child/adult care, safeguarding, health and safety, tax and employment.
Legitimate Interests: For prospective, current and former staff members and suppliers, we have a legitimate interest in processing some of your personal data. For example, we will process personal data to process a job application for employment or an apprenticeship; process the on-boarding and management of an agency worker; and conduct due diligence on a supplier. We will only process your personal data if our legitimate interests do not materially impact your fundamental rights, freedoms and interests.
Special Categories of Personal Data: For prospective, current and former staff members and suppliers, we may need to process special categories of personal data necessary for the contract we have with you or in order to fulfil our legal obligations. Depending on the circumstances, we may need to process special category personal data as necessary for performance of our rights and obligations in connection with employment or where there is explicit consent from you to process special categories of personal data.
Special categories of personal data that we may process includes:
race
religion or philosophical beliefs
trade union membership
biometrics (where used for ID purposes)
health
sexual orientation.
Processing of Personal Data relating to Criminal Convictions and Offences: For prospective, current and former staff members and suppliers, we may need to process personal data relating to criminal convictions and offences. We would do this as necessary for performance of our rights and obligations in connection with employment.
When do we collect your personal data?
There are a variety of contexts under which we will collect your personal data:
When you apply for a role with Kiddiecare as a prospective staff member, we will collect your personal data when:
Your recruitment agency shares your personal data with us.
You provide personal data necessary for your job application.
You contact us for information about the role or your job application.
You engage with us through social media.
We obtain personal data about you from third parties to process your job application, such as references, qualifications and criminal background checks.
During your on-going relationship with Kiddiecare as a staff member, we will collect your personal data when:
We gain all necessary registration details.
You or we complete electronic and paper forms, assessments and other documentation that processes your personal data.
You engage with us on our social media.
We monitor your IT use on our nursery app, through our tapestry system.
Where Kiddiecare uses your image (either as a photograph provided by you or taken by us), either internally or externally.
When you apply to become a supplier of Kiddiecare Nurseries, as a prospective supplier we will collect your personal data when:
You provide personal data necessary for your supplier application.
You contact us for information about the opportunity or your supplier application.
You engage with us through social media.
We obtain personal data about you from third parties to process your supplier application, such as references, regulatory ratings, qualifications and criminal background checks.
During your on-going relationship with Kiddiecare Nurseries as a supplier, we will collect your personal data when:
We create a supplier account and you update your information.
You or we complete electronic and paper forms, audits, assessments and other documentation that processes your personal data.
When you access a Kiddiecare location, we will collect your personal data when:
You sign into our visitor log and provide the requested information.
What personal data do we collect and process?
If you are a prospective staff member of Kiddiecare Nurseries, we will process the following categories of personal data about you:
All personal data that you provide to us.
Information from third parties about your suitability for your role including, if applicable, disqualification from childcare roles, criminal background records, references and training/qualifications.
Other information, as necessary, to process your application.
Sensitive personal data which could include: information about your race or ethnicity; religious beliefs; sexual orientation (for equal opportunities monitoring purposes);
information about your health as relevant to your role; and
criminal background records.
If you are a current or former staff member, we will process the following categories of personal data about you:
All personal data that you provide to us during the course of your employment.
Employment records that could include, for example, compensation and benefits details, payroll records, tax status information, performance/disciplinary/grievance information, absences for sick and other types of leave, dates of employment, reason for leaving, location(s) of employment, training/qualifications and other general HR and business administrative records.
Photographs and biometric data.
Records of employee contractual and statutory rights.
References about you either given by us or obtained from third parties.
Information that enables us to respond to, and defend, legal claims or to pursue legal claims.
Personal data provided to us in order to meet our legal obligations.
Sensitive personal data could include:
information about your race or ethnicity; religious beliefs; sexual orientation, gender (for equal opportunities monitoring purposes);
information about health or medical conditions to manage our employment law obligations for sick leave/absences, disabilities, and suitability to perform your role;
occupational health advice and other information about your health as relevant to your role; and
criminal background record checks.
Why do we collect personal data?
We limit the collection of personal data to what’s necessary. Below we have highlighted the main reasons for collecting your personal data:
Respond adequately to your requests for information.
Comply with laws, and government regulations/standards.
Comply with our contractual obligations to you.
Support with education, training, communication, administration, and record keeping.
Fulfil tax, reporting, and other financial requirements and obligations.
Prevent or detect unlawful acts.
We don’t sell your personal data to any third parties.
Where do we process and store your personal data?
Electronic Information:
Personal data may remain on electronic storage data systems in the nursery where you work, this may also be emailed through a secure email address onto head office and the accounts department, in order for payroll etc to be processed.
Hardcopy Information:
The hardcopy of personal information we collect remains in the nursery where you work. Copies of these files and further information, such as contracts, will be kept at head office.
Who do we share your personal data with?
We consider your personal data confidential and do not share it with anyone else except as described in this Notice. There are limited circumstances that require us to disclose your personal data to others in order to meet our contractual or legal obligations or legitimate business interests.
Examples include:
Subcontractors and Other Agents: We sometimes employ or contract with other companies and individuals to perform functions on our behalf. Depending upon the type of service they are providing, we may share personal and special category (sensitive) data only as appropriate and necessary. These parties are under contractual obligations to use your personal data only as directed by us and as needed to perform their functions.
Benefit Providers: We share personal data of our employees with benefit providers in order to ensure that they and we are able to provide to you any benefits to which you are entitled.
Comply with Legal Requirements: We share personal data if required by law/regulations or as we reasonably determine to be necessary and as permitted by law, to protect our rights or the rights of others, to prevent harm or damage to persons or property, to fight fraud, enforcement or national security purposes; or the government may require us to disclose personal data for safeguarding or tax compliance purposes.
How long do we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected and as required under law. At the end of that retention period, your data will either be deleted or completely shredded and disposed of.
What rights do you have over your personal data?
You have the right to request:
Access to the personal data we hold about you, free of charge in most cases.
The rectification of your personal data to ensure that it is up-to-date, accurate and complete.
To request copies of your personal data, please email: admin@kiddiecarenurseries.co.uk
If you are a staff member and wish to amend your personal data, you need to speak with your nursery manager.
If you are a supplier and wish to amend your personal data, you may contact us at headoffice@kidiecarenurseries.co.uk.
In circumstances where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data that doesn’t infringe on your rights and freedoms. You have the right to challenge our decision to the Supervisory Authority or seek legal redress through the courts.
If you feel that your personal data hasn’t been handled correctly, or you are unhappy with our response to any requests you have made regarding the use of your personal data, you have the right to lodge a complaint by emailing us at headoffice@kiddiecarenurseries.co.uk.
How do we protect your personal data?
We utilise appropriate technical, organisational, and physical safeguards to protect your personal data we process in both physical and electronic formats. We provide adequate and appropriate data protection, privacy and security training and conduct internal periodic quality assurance audits to ensure we maintain these standards.
However, please note that no computer system or information can ever be fully resilient against every possible hazard or risk. We do maintain appropriate levels of security in accordance with data protection, privacy and security laws and regulations in the territories we operate and keep these under review.
You also play a valuable part in protecting the security of your information. You should never share your password to access any of your accounts with Kiddiecare i.e. tapestry account. Nor should you share details such as salaries, special circumstances etc.
Will this Notice change?
This Notice is subject to change in order to remain compliant with data protection and privacy laws in the territories in which we operate. We will post revisions to this Notice to managers to circulate. This Notice was last updated in February 2020.
Any questions?
We hope this Notice has been helpful in setting out the way we process your personal data and how we do this in a transparent and accountable manner.
If you have any questions that haven’t been covered by this Notice, please contact us at:
Email: admin@kiddiecarenurseries.co.uk; or
Post: Attn: Kiddiecare nurseries, Administrator, Skylark community centre, Pine Place, Hayes, UB4 8RA.