Privacy Policy for Rosewood Nannies

Last Updated: August 2026

1. Introduction

Welcome to Rosewood Nannies ("we," "our," or "us"). We are committed to protecting and respecting the privacy of our clients, candidate nannies, website visitors, and business partners.

This Privacy Policy explains how we collect, use, store, and share your personal data when you use our website, contact us, or engage our nanny recruitment and placement services.

2. Who We Are (Data Controller)

Rosewood Nannies acts as the Data Controller for the personal information collected through our services.

  • Business Name: Rosewood Nannies

  • Primary Operating Regions: West London & Cheshire, UK (with International Placement Operations)

  • Email Contact: hello@rosewoodnannies.co.uk

  • Data Protection Contact: Privacy Lead

3. The Information We Collect

Because of the nature of high-end childcare recruitment, we collect various types of personal and sensitive data:

A. From Clients (Parents & Households)

  • Contact Details: Full name, email address, phone number, and residential address.

  • Household Details: Information about your home environment, family requirements, children’s ages/schedules, and specific childcare preferences.

  • Billing Information: Invoicing details and payment history.

B. From Candidates (Nannies, Governesses, & Educators)

  • Identity & Contact Details: Full name, date of birth, nationality, home address, phone number, and email address.

  • Vetting & Background Information: Enhanced DBS certificate details, ACRO/overseas police clearances, government-issued ID (passport/driver's license), and proof of right to work.

  • Professional Credentials: CV/resume, work history, references, qualifications (e.g., Norland, CACHE), Paediatric First Aid certificates, and training records.

  • Media & Profiles: Profile photos, introductory video clips, and referee contact details.

C. From Website Visitors

  • Technical Data: IP address, browser type, location data, and website usage statistics via cookies.

4. How We Collect Your Data

We collect data directly from you when you:

  • Fill out a contact, client registration, or candidate application form on our website.

  • Communicate with us via email, phone, WhatsApp, or Instagram DMs.

  • Attend an interview (in-person or online).

  • Provide references or identity documents for vetting.

5. Legal Basis for Processing Your Data

Under UK GDPR, we only process your personal data when we have a legal ground to do so:

  • Contractual Necessity: To perform our recruitment and matching services (e.g., sharing a nanny profile with a registered client).

  • Legitimate Interests: To run and market our business effectively, prevent fraud, and maintain high safety standards in childcare placements.

  • Legal Obligation: To comply with UK employment laws, tax regulations, and background check requirements.

  • Consent: Where you have given explicit consent (e.g., subscribing to marketing or sharing sensitive medical/dietary requirements for child care).

6. How We Share Your Information

We do not sell or rent your personal data to third parties. We only share information in the following circumstances:

  • Between Clients & Candidates: Anonymized candidate profiles are shared with clients first. Full contact details and unredacted CVs are shared only when an interview or trial is agreed upon.

  • Partner Recruitment Agencies (International Placements): For placements outside the UK (e.g., United Arab Emirates), candidate profiles may be shared with vetted partner agencies under strict split-fee and data protection agreements.

  • Service Providers: Trusted IT, CRM, cloud storage, and invoicing software providers that help us run our agency securely.

  • Legal & Regulatory Bodies: When required by law (e.g., police, local authorities, or HMRC).

7. International Data Transfers

When placing candidates abroad (e.g., UAE, Switzerland, Monaco, USA), personal data may be transferred outside the UK/EEA. When making international transfers, we ensure appropriate safeguards are in place (such as standard contractual clauses) to protect candidate and client privacy.

8. Data Security & Retention

  • Security: We use industry-standard encryption, secure cloud servers, and restricted access protocols to safeguard all personal documents (including DBS certificates and passports).

  • Retention:

    • Candidate Data: Retained for as long as you are actively registered with us, or up to 3 years after last contact.

    • Client Data: Retained for the duration of our business relationship and for up to 6 years thereafter for tax and contract enforcement purposes.

    • Vetting Files: Retained in accordance with UK legal requirements.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal information:

  • Right of Access: Request a copy of the personal data we hold about you.

  • Right to Rectification: Request that we correct inaccurate or incomplete data.

  • Right to Erasure ("Right to be Forgotten"): Request that we delete your data (subject to legal retention obligations).

  • Right to Restrict or Object: Limit or object to how we process your data.

  • Right to Data Portability: Request a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please email us at hello@rosewoodnannies.co.uk

10. Cookies & Tracking

Our website uses essential and performance cookies to improve user experience and analyze traffic. You can adjust your browser settings to decline non-essential cookies at any time.

11. Complaints

If you have concerns about how we handle your data, please contact us first so we can resolve the issue. If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) in the UK (www.ico.org.uk).

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our operational practices. Any updates will be posted on this page with an updated revision date.