PRIVACY NOTICE FOR HOST FAMILIES
PRIVACY NOTICE FOR HOST FAMILIES
At Just Au Pairs, we protect and respect your privacy in compliance with the General Data Protection Regulation (GDPR).
Our privacy notice explains when and why we collect personal information about people, how we use that information, the conditions under which we may disclose information to others with your consent and how we keep information secure.
We may change our privacy notice from time to time so please check this page periodically to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this policy.
Any questions regarding this notice and our privacy practices should be sent by email to email@example.com or by writing to Just Au Pairs at 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP. Alternatively, you can telephone 020 8905 4400.
WHO ARE WE?
Our company is HILSAM COMPANY LIMITED. We provide services sourcing Au Pairs for host families in the UK. Our trading address is 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP. Our Companies House number is 0467537. We are registered as Data Controllers with the Information Commissioners Office (ICO). Our Data Controller is Samantha Jacobs.
HOW DO WE COLLECT INFORMATION ABOUT YOU?
We obtain information about you when you use our website contact form, send us an email, call us on the telephone or send us information through the post.
WHAT TYPE OF INFORMATION IS COLLECTED FROM YOU?
The personal information we collect with your consent on our website is your name, phone number, email address, telephone number, names and ages of your children and pet information.
On our host family registration form we collect, with your consent, your nationality, religion, profession, details about your family home; the names, dates of birth and gender of your children, your children’s medical information, family photographs, family hobbies and information that could not identify an individual.
Just Au Pairs may also collect personal data about you from third parties, such as references from previous au pairs or overseas partner agencies. The Agency will seek information from third parties only once we accept you as a client and will inform you that we are doing so.
HOW IS YOUR INFORMATION USED?
We may use your information to:
to carry out our obligations arising from any contracts or agreements entered into by you and Hilsam Company Limited
seek your feedback on the services we provide
notify you of relevant changes to our services
send you communications which you have requested and that may be of interest to you for legitimate business purposes
process a placement application
Just Au Pairs processes your data only with your consent. The processing is necessary for a contract we have with you, or because you have asked Just Au Pairs to take specific steps before entering into a contract.
In some cases, Just Au Pairs will need to process data to ensure that it we are complying with legal obligations. As an example, we are required by law to verify a successful applicant's eligibility to live in the UK before any placement is made. Just Au Pairs may also need to process data from families to respond to and defend against legal claims.
Just Au Pairs will not use your data for any purpose other than the recruitment and sourcing exercise for which you have contracted with us for. Just Au Pairs has a legitimate interest in processing personal data during the recruitment and sourcing process and for keeping records of the process. Processing data from families allows Just Au Pairs to manage the recruitment and sourcing process, assess and confirm a family’s suitability to take on an au pair and decide who would be a suitable au pair for your family and keep you informed of suitable candidates as they become available. Just Au Pairs will in the future use your personal data to keep you informed of the services offered by us. This may involve contacting you at any point in the future to advise the au pair market situation and see if Just Au Pairs can assist with any future needs.
Where Just Au Pairs relies on legitimate interests as a basis for processing data, we have considered whether or not those interests are overridden by the rights and freedoms of families and have concluded that they are not.
Just Au Pairs processes special category health information to make reasonable adjustments to the recruitment process for families who have a family member who may have a disability or special medical care requirements.
We do not process data based on profiling or automatic decision making.
If at anytime during the recruitment process you object to your personal information being processed or would like to restrict what information is processed you can make your request to alter the processing in writing via email at firstname.lastname@example.org or write to us at: 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP.
HOW LONG DO WE HOLD ONTO YOUR INFORMATION?
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. Hilsam Company Limited will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with Hilsam Company Limited.
Our current retention policy has the following provisions:
If your family’s application to host an au pair is successful, your personal data submitted during the recruitment process will be transferred to your client file and retained during the period of time that you have an au pair supplied by us. Unless you advise us differently, twenty-four (24) months after the conclusion of your au pairs assignment, your electronic files will be deleted from our system and all hard copies of documents will be shredded with the exception of financial information which we retain for six (6) years for tax purposes. All electronic and hard copy financial records are removed and deleted accordingly six (6) years from the conclusion of your au pairs assignment. If you wish us to retain your data for a shorter period than referenced above, you can withdraw your consent at any time although we will not delete your data whilst you host one of our applicants in your family. Alternatively, we can hold onto your information for a longer period of time provided that you make a data retention extension request in writing prior to the expiration standard 6-year retention term.
If your application to be a client and take on an au pair is unsuccessful, and Just Au Pairs does not start looking for an au pair for your family we will remove/destroy all electronic and hard copy documents and files of your personal information within 12 months of the initial contact. If you wish us to retain the data for shorter or longer than this then you can withdraw consent or make a data retention extension request in writing prior to the expiration of the standard 12-month retention term.
If Just Au Pairs start looking for an au pair for you but are unsuccessful in finding one due to placement requirement changes, another source finding the au pair or family circumstance changes, then the Agency will hold your data on file for 24 months years after the end of the relevant recruitment and sourcing process. If you would like the Agency to keep your personal data on file for consideration for future placement opportunities longer than this 24 months this must be specifically requested in writing. At the end of the requested extension period [or once you withdraw your consent], your data is deleted or destroyed, unless you advise further instructions in writing.
You can make a request at any time to exercise your right to erasure (also known as the right to be forgotten) by making a request in writing via email at email@example.com or write to us at: 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP.
WHO HAS ACCESS TO YOUR INFORMATION?
We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
Your information will be shared internally for the purposes of the recruitment and sourcing exercise. Your information will also be shared with our 3rd party partner au pair agencies in 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.
Third Party Service Providers working on our behalf: We may pass your information to our third-party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond the Hilsam Company Limited Network for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about Hilsam Company Limited services, then you can select your choices by ticking the relevant boxes on our website contact form on which we collect your information.
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email to firstname.lastname@example.org or telephone on 020 8905 4400.
HOW YOU CAN ACCESS AND UPDATE YOUR INFORMATION?
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at email@example.com or write to us at: 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP. Alternatively, you can telephone us on 020 8905 4400.
You have the right to ask for a copy of the information Hilsam Company Limited holds about you. Please submit your request in writing via email at firstname.lastname@example.org or write to us at: 28 HARROWES MEADE, EDGWARE, MIDDX. HA8 8RP.
SECURITY PRECAUTIONS IN PLACE TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION
When you give us personal information, we take steps to ensure that it’s treated securely. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we take great care to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Paper records are kept securely in a locked cabinet. Electronic data files are password protected with strong passwords and stored securely in the Cloud via Microsoft Office 365 Compliance Manager software. All anti-virus software and other software are kept up to date. Website data capture is through SSL. Emails are encrypted and sent via Transport Layer Security (TLS).
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LINKS TO OTHER WEBSITES
16 OR UNDER?
Hilsam Company Limited is dedicated to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.
TRANSFERRING YOUR INFORMATION OUTSIDE OF EUROPE
As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy. Currently our servers are located within the European Union and the United States (covered under the EU-U.S Privacy Shield Framework).
If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Outside of our website, we do not currently transfer Personal Data to third parties outside the United Kingdom or outside of the EU Member States and would never do so without your prior written consent to such transfer. If in the future your data is processed outside the United Kingdom or outside of the EU Member State it will be under strict conditions that comply with the obligations of providing appropriate safeguards, and on condition that enforceable data subject rights and effective legal remedies for data subjects are available.
MAKING A COMPLAINT
If you want to make a complaint about the way we have processed your personal information, you can contact our Data Controller, Samantha Jacobs at email@example.com.
If you are not satisfied with our response, you can complain to the Information Commissioner in the following ways:
By telephone to the ICO on
0303 123 1113.
By post to:
Information Governance Department
Information Commissioner's Office