Privacy Policy

Last Updated: 29/09/2025

1. Who We Are

Everything Childcare Agency Ltd ("we", "us") operates the Staff Management App and related services. We act as data controller for personal data processed in connection with our staffing and client services.

2. Personal Data We Process

Identity data: name, title, date of birth
Contact data: email, phone, postal address
Employment data: qualifications, right‑to‑work, references
Booking data: assignments, locations, timings, services
Timesheet data: hours worked, approvals
Technical data: device, browser, IP
Location data: optional staff distance search

3. Lawful Bases

Contract – deliver our services to staff and clients
Legal obligation – safeguarding, right‑to‑work, records
Legitimate interests – service improvement and security
Consent – optional features (marketing, location)

4. How We Use Personal Data

Manage staff profiles, bookings, and client requests
Operate calendars, alerts, and timesheets
Communicate essential service information
Maintain system security and prevent misuse

5. Sharing and Transfers

We may share data with clients, referees, and service providers strictly for service delivery and compliance. We do not sell personal data. International transfers (if any) use appropriate safeguards.

6. Retention

We keep personal data for only as long as needed for the purposes described and legal requirements. When no longer needed, data is securely deleted or anonymised.

7. Security

We employ technical and organisational measures including access controls, encryption in transit, audit logs, and secure storage on Synology NAS infrastructure.

8. Cookies and Analytics

Essential cookies support functionality. Optional analytics or marketing cookies are used only with consent. You can manage cookies in your browser settings.

9. Your Rights

You can request access, correction, deletion, restriction, portability, or object to processing. You may withdraw consent where we rely on it.

10. Children

Our services are not directed to children. Any processing of children’s data is limited to legal/safeguarding needs with appropriate controls.

11. Updates

We may update this policy to reflect changes in law or our services. The latest version is available here and in the app.

12. Contact

Data Controller: Gordon Pretorius (Everything Childcare Agency Ltd)
Email: accounts@everythingchildcareagency.co.uk
Address: Sanderson Centre, 15 Lees Lane, Gosport, PO12 3UL
Tel: 0118 4372 742