1. Introduction
My Big Buddy is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use and store your data, and outlines your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. The Data We Collect
We collect and process personal data from:
- Clients—families seeking Buddies or Mannies
- Candidates—Buddies or Mannies applying to be placed
For clients, we may collect:
- Names, addresses and contact details
- Family and household information
- Details about children, including ages, needs and preferences
- Service preferences and booking history
For candidates, we may collect:
- Names, addresses, contact details, passport, driving licence and two proofs of address
- CV, employment history and references
- DBS information and safeguarding or first-aid certificates
- Interview notes and profile information
- Preferences for roles, locations and hours
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3. How We Use Your Data
We use your personal data to:
- Provide tailored placement services
- Assess the suitability of Buddies for specific families
- Communicate about roles, interviews and matches
- Maintain administrative and compliance records
- Meet our legal obligations
We only collect data relevant to the service we provide, and we do not use it for marketing without your explicit consent.
4. Lawful Basis for Processing
We process personal data under the following lawful bases:
- Contract: to provide our placement service to clients and candidates
- Consent: where we request and obtain your clear agreement
- Legal obligation: to comply with safeguarding and right-to-work checks
- Legitimate interest: to ensure quality of service and appropriate matching
5. Data Sharing
We only share personal data where necessary, including:
- With families or Buddies as part of the matching process, always with your knowledge
- With professional service providers, such as payroll or legal providers, where necessary
- When required by law or for safeguarding reasons
We never sell or trade your personal data.
6. Data Storage and Security
We store data securely using password-protected digital systems. Access is restricted to authorised staff only. Paper records are minimised and securely stored or shredded.
7. How Long We Keep Your Data
We retain personal data only as long as necessary:
- For candidates: up to 2 years after last contact
- For clients: up to 6 years for tax and legal purposes
- You can ask us to delete your data at any time—see Section 8
8. Your Rights
Under UK GDPR, you have the right to:
- Access your data
- Correct inaccurate or incomplete data
- Request data deletion, where applicable
- Object to or restrict processing
- Withdraw consent at any time
- Lodge a complaint with the ICO at www.ico.org.uk
To exercise any of these rights, contact us at office@mybigbuddy.com.
9. Updates to This Policy
We may update this policy from time to time to reflect changes in legislation or our services. The latest version will always be available on request or via our website.
10. Contact Us
For any questions about this policy or your data, please contact office@mybigbuddy.com.