At Fox & Cubs, accessible from www.foxandcubs.com, and our sister agency www.french-nanny-london.co.uk, we are committed to protecting the privacy and personal data of our clients, candidates, partners, and website visitors.

This Privacy Policy explains what personal data we collect, how we use it, how we store it, and the rights you have in relation to your data.

If you have any questions regarding this policy or how we handle personal data, please contact us using the details at the end of this document.

1. Data Controller

Fox & Cubs is the Data Controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the EU GDPR where applicable.

2. Lawful Basis for Processing Personal Data

We collect and process personal data only where we have a lawful basis to do so. This may include:

• Where processing is necessary to perform our duties with you

• Where you have given consent

• Where processing is necessary for our legitimate interests, including recruitment, safeguarding, record-keeping, and business operations

• Where processing is required to comply with legal obligations

3. Personal Data We Collect

a) Clients & Website Visitors

• Name, email address, phone number

• Enquiry details and correspondence

• Technical data such as IP address, browser type, and usage data

b) Candidates (Nannies & Private Staff)

• Name, contact details, CV and employment history

• Interview notes and suitability assessments

• References and reference feedback

• Passport, Right-to-work information, DBS status, First Aid and any other relevant documents provided as part of the recruitment process (diplomas, driving licence, etc.)

• Availability, role preferences, and placement history

Some of this data may be considered sensitive and is handled with additional care and security.

4. How We Use Personal Data

We use personal data to:

• Provide recruitment and placement services

• Communicate with candidates: Candidates receive Job emails and Agency operational updates.

• Maintain clear communication with the client to ensure a full understanding of their needs and requirements.

• Communicate with partners to give them updates about our business 

• Maintain accurate recruitment records

• Comply with safeguarding and legal obligations

• Improve our services and website experience

• Defend against potential disputes or claims

We do not sell personal data.

5. Data Retention

We retain personal data for the purposes outlined above. 

This allows us to:

• Avoid re-collecting information unnecessarily

• Maintain accurate historical recruitment decisions

• Protect the agency, clients, and candidates

Candidates  and clients may request deletion or update of their data at any time. We will delete the files within 30 days.

Specifically for clients: 

• Client Minimal records (name, contact details, interview outcomes) will be retained for record-keeping, safeguarding, and legitimate business interests. This is particularly useful for returning clients, as this helps us understand their search better.

• Clients that have not started a search with us (that did not sign our terms and conditions) – will be kept active for 5 years in the system to allow us to know them if they come back with a future query then deleted. 

Specifically for candidates:

Candidates

• Active candidates: full records retained while working with us

• Inactive candidates:

  • Full files retained for 5 years as it is very common that active candidates find a role then come back to us when they are looking for their next roles. 

  • Thereafter, sensitive documents (such as ID or DBS copies) may be deleted

  • Minimal records (name, contact details, interview outcome, CV and status) may be retained for longer periods for record-keeping, safeguarding, and legitimate business interests

• Unsuccessful candidatess:

• • We will keep your initial application information provided in the email you sent us, which would include your CV

  • Basic notes such as “not suitable / not retained”

  This is covered by legitimate interest to:

  • Track who applied

  • Avoid re-processing unsuitable candidates

  • Demonstrate fair recruitment decisions

  • Protect the agency (safeguarding / disputes)

6. Sharing Personal Candidate Data

We may share relevant personal data:

• Candidate CVs will be shared with families or clients upon application to a role. Additional documents will be shared if the candidate is in the trial/ offer process and is about to confirm an offer with a family. At this stage, the verification of the documents by the family is essential.

• With service providers who support our operations (e.g. CRM, website hosting), under strict confidentiality and data processing agreements

• Where required by law or regulatory authorities

7. Log Files

Like most websites, Fox & Cubs uses log files. These may include:

• IP addresses

• Browser type

• Internet Service Provider (ISP)

• Date and time stamps

• Referring pages

This information is used for website administration and analytics and is not linked to identifiable individuals.

8. Cookies

We use cookies to:

• Improve website functionality

• Understand how visitors use our site

• Enhance user experience

You may disable cookies via your browser settings. More information can be found in your browser’s help section.

9. Third-Party Services

Our website may contain links to third-party websites or services. We are not responsible for their privacy practices and encourage users to review their privacy policies separately.

10. Your Data Protection Rights

If you are located in the UK or EEA, you have the right to:

• Access your personal data

• Request correction of inaccurate data

• Request deletion of your data

• Object to or restrict processing

• Request data portability

• Withdraw consent at any time

Requests can be made by contacting us using the details below. We will respond within the statutory timeframe.

11. Equal Opportunities

Fox & Cubs is committed to equal opportunities and fair recruitment practices. We do not discriminate on the basis of sex, gender identity, sexual orientation, marital status, age, disability, race, nationality, ethnic or national origin, religion or belief, political views, or trade union membership.

12. Consent

By using our website, submitting an enquiry, or registering with our agency, you acknowledge that you have read and understood this Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

Director :Fanny Di Domenicantonio

fanny@foxandcubs.com

Fox & Cubs
14 Barnard Road
London, SW11 1QS