Privacy Policy

FOR CLIENTS

We take the security of the information you entrust to us extremely seriously and that includes information which is personal to you, and those around you.

This privacy policy describes how we collect and use personal information about you in accordance with the General Data Protection Regulation (GDPR) and Data Protection Act 2018.

WHO WE ARE

We are Sherpa Nominees Group PTY Ltd (company number 613 298 785) whose registered address is 269 Pulteney Street, Adelaide, South Australia 5000, trading as Sherpa Kids.

HOW TO CONTACT US

Telephone our office team on: 01425 462 523

Send us an email on: info@sherpakids.co.uk

Write to us at our trading address:  Buckman Building, 43 Southampton Road, Ringwood, Hampshire, BH24 1HE

Our Data Protection Officer is:

Jan Biffin 01425 462 523  via email info@sherpakids.co.uk

The kind of information we hold about you

We will collect, store and use the following categories of personal information about you:

  • Personal contact details such as name, title, addresses, telephone numbers, and personal email addresses.
  • Date of birth, gender, marital status and dependants.
  • Next of kin and emergency contact information.
  • Bank account details.
  • Personal information about your child such as name, addresses, date of birth, gender and your hobbies and interests

We may also collect, store and use the following “special categories” of more sensitive personal information:

  • Information about yours and your child’s race or ethnicity, religious beliefs, sexual orientation and political opinions.
  • Information about your child’s health, including any medical conditions, health and sickness records.

How is your personal information collected:

We collect personal information about you and your child through our enrolment process.  We may sometimes collect additional information from third parties such as the school your child attends.

How we will use information about you

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

  1. Where we need to enter into a contract with you to perform our services.
  2. Where we need to comply with a legal obligation.
  3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests, such as reviewing the quality of the services we provide to you.

We may also use your personal information in the following situations, which are likely to be rare:

  1. Where we need to protect your interests (or someone else’s interests).
  2. Where it is needed in the public interest or for official purposes.

Situations in which we will use your personal information

We need all the categories of information in the list above primarily to allow us to provide our services to you as well as enabling us to comply with legal obligations.  In some cases we may use your personal information to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests.  The situations in which we will process your personal information are listed below.

  • Assessing our capability to provide our services.
  • Reviewing and improving our services, standards and procedures.
  • Ensuring the safety and welfare of the children in our care.
  • Determining performance requirements.
  • Education, training and development requirements.
  • Complying with health and safety obligations.
  • Business management and planning, including accounting and auditing.

Sensitive Information

The personal data which we collect includes information which is considered to be special category data. We need to collect and process this information in order to ensure the safety of the children in our care. Our lawful basis for doing so is that such processing is necessary for complying with legal obligations and providing treatment to a child who becomes unwell in our care.

Who has access to your data

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so. Some of your information may be shared with:

  • Relevant members of our staff, who need to know this information in order to provide our services. We will only share your information with our staff who need to know in order to carry out their job;
  • Our office personnel involved in the management and administration of providing our services;

What about other third parties?

We may need to share your personal information with a regulator or to otherwise comply with the law.

Transferring information outside the EU

We will transfer the personal information we collect about you to the following country outside the EU – New Zealand in order to perform our franchise agreement with you.  There is an adequacy decision by the European Commission in respect of that country. This means that the country to which we transfer your data are deemed to provide an adequate level of protection for your personal information.

However, to ensure that your personal information does receive an adequate level of protection we have put in place the following appropriate measure[s] to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the EU and UK laws on data protection: binding franchise agreement to licensor based in New Zealand.  If you require further information about this protective measure[s], you can request it from the Director.

How long we keep your data

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

To comply with our obligations to the HMRC and Regulators we have to retain:

  • Your financial records and records kept electronically on our system for 7 years from the date of last entry;
  • All paper records containing your personal data for 7 years from the date of last entry.

Once 7 years have passed, we will delete or anonymise your data in accordance with applicable laws and obligations.

Your Rights

Because the data we hold about you is your data, you have the right to:

  • Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below).
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes.
  • Request restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
  • Request the transfer of your personal data to you or to a third party.
  • Withdraw consent at any time where we are relying on consent to process your personal data.

If you would like to exercise any of the above rights, please contact us using the contact details above.

Your Duty to Inform us of Changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

Right to Complain

If you have any concerns about our handling of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”) by visiting https://ico.org.uk/concerns/ or by telephoning the ICO helpline on 0303 123 1113.