Privacy Policy

1. Introduction

At The Bear Club Collective Limited we are committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use, and store personal information about our clients, candidates, and website visitors, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We are the Data Controller for the personal data we process.

2. Information We Collect

From Families / Clients

Full name and contact details (address, telephone number, email)
Information about childcare needs, household requirements, schedules, and
preferences
Feedback or references about candidates

From Nannies / Candidates

Full name, contact details, date of birth
Employment history, qualifications, and CV
Identification and right-to-work documentation (passport, visa, driving licence)
DBS or police check information
References and employment verification
Emergency contact details

Automatically (Website Visitors)

If you visit our website, we may collect:
- IP address, browser type, and device information
- Cookies and usage data (see Section 8)

3. How We Use Your Information

We process personal information for the following purposes:

To match families with suitable nannies or childcare professionals
To assess candidate suitability and verify information
To communicate regarding placements, interviews, and agency services
To manage contracts, payments, and record-keeping
To comply with legal and regulatory obligations
To improve our services and website performance

We do not use your personal data for automated decision-making or profiling.

4. Legal Bases for Processing

Under the UK GDPR, we rely on the following lawful bases:

Consent: when you provide explicit consent for us to process your data
Contract: where processing is necessary to perform or prepare a contract with you
Legal obligation: where we must comply with UK law (e.g., right-to-work checks)
Legitimate interests: for our business operations, such as maintaining service quality or preventing fraud

5. Sharing Your Information

We may share your personal data with:

Families and candidates, for the purpose of introducing suitable matches
Third-party service providers (e.g., background check companies, payroll processors)
Professional advisers (e.g., accountants, legal consultants, public authorities), if required by law

We never sell, rent, or trade your personal data to third parties.

6. Data Retention

We keep personal information only for as long as necessary:

For candidates: typically up to 2 years after last contact unless you ask us to retain your details for future placements
For clients: typically up to 6 years for accounting and legal purposes

When data is no longer needed, we securely delete or anonymise it.

7. Data Security

We use appropriate technical and organisational measures to keep your information secure, including encryption, secure servers, and restricted access to authorised personnel only.

8. Cookies & Website Tracking

Our website may use cookies to improve functionality and gather anonymous analytics data (e.g., via Google Analytics).

You can control cookies through your browser settings.

9. Your Rights

Under UK data protection law, you have the following rights:

To access your personal data
To rectify inaccurate or incomplete information
To erase your data (“right to be forgotten”)
To restrict or object to processing
To data portability (receive your data in a reusable format)
To withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us using the details below.
If you are unhappy with how we handle your data, you also have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Contact Us

If you have any questions about this Privacy Policy or your data, please contact the Data Protection Officer:

The Bear Club Collective Ltd
Address: 5 Laundry Cottages, North Sydmonton, Newbury, United Kingdom, RG20 9AE
Email: hello@thebearclubcollective.com

11. Updates to This Policy

We may update this Privacy Policy periodically. The most recent version will always be available on our website.

Last Updated – 1st July 2026