Legal

Privacy Policy

How Elite Childcare Agency collects, uses and protects your personal information.

Last updated: 18 June 2026.

This privacy policy explains how Elite Childcare Agency collects, uses and protects the personal information you give us through this website. We are committed to handling your information lawfully, fairly and transparently, in line with UK data protection law: the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Elite Childcare Agency is a childcare staffing agency operating in Scotland. We directly employ childcare practitioners and childcare support workers and place them into nurseries and early years settings, and we process PVG checks as a registered accredited body and countersignatory with Disclosure Scotland.

Elite Childcare Agency is a trading name of Oakfell Limited (registered in Scotland, company number SC783102), whose registered office is 14 City Quay, Dundee, DD1 3JA. Oakfell Limited is the data controller for the personal information described in this policy. That means it is responsible for deciding how and why your information is used.

You can contact us about this policy, or about your information, through our contact form or by phone on 07792 389 364.

What information we collect, and how

We collect the information you choose to give us, mainly through the forms on this website. Depending on which form you use, this can include the following.

General enquiries (contact form)

  • Your name, email address and phone number.
  • The topic of your enquiry and the message you send us.

Nursery staffing requests (For Nurseries form)

  • Your setting name and your contact name.
  • Your email address and phone number.
  • Your location, the type of staff you need, and the dates, times and details of your request.

Staff applications (For Staff form)

  • Your name, email address and phone number.
  • The role you are interested in and whether you hold an SVQ qualification.
  • The locations or areas you can work, and any message or details you share.

PVG enquiries (PVG form)

  • Your name and email address.
  • Whether you are enquiring as an individual or an organisation, and your message.

Local area enquiries (city pages)

  • Your name and email address, whether you are a nursery looking to book staff or someone looking for work, your location, and your message.

Job applications (Current Vacancies)

When you apply for a live vacancy through our Current Vacancies page, your application is handled by RecruiterFlow, the recruitment platform we use. You apply through RecruiterFlow’s own hosted forms, and the information you provide, such as your name, contact details, work history and any documents you upload, is processed in RecruiterFlow on our behalf.

Website analytics

We use Google Analytics (GA4) to understand how visitors find and use our website so we can improve it. This collects information about your visit, such as the pages you view and how you reached the site, in a form that helps us see overall trends. Google acts as our data processor for this. Analytics cookies are only set after you consent. See the Cookies section below for how this works.

We also use Google Search Console, which shows us how our website performs in Google search results, for example the search terms that bring people to the site. This uses aggregated search-performance data from Google and does not set tracking cookies on your device.

How we use your information

We use the information you give us to:

  • respond to your enquiry and provide the information or service you ask for;
  • process staff applications, arrange interviews, and place staff into nurseries and early years settings;
  • provide staffing services to the nurseries and settings we work with;
  • process PVG applications as a registered accredited body and countersignatory with Disclosure Scotland;
  • carry out the checks and registrations required for childcare work, including PVG checks and SSSC registration;
  • meet our legal, regulatory and safeguarding responsibilities;
  • understand how our website is used so we can improve it, using analytics where you have given consent;
  • manage our relationship with you and keep proper records of our services.

We do not sell your personal information, and we do not use it for unrelated marketing without your consent.

Our legal basis for using your information

Under UK data protection law we must have a lawful basis for processing your personal information. Depending on the situation, we rely on one or more of the following.

  • Legitimate interests: to respond to enquiries and to run our staffing business in a way you would reasonably expect.
  • Contract, or steps to enter into a contract: to process staff applications and placements, and to provide staffing services to nurseries.
  • Legal obligation: to meet our duties around PVG checks, safeguarding, employment and tax.
  • Consent: where we ask for it, for example for analytics cookies. Where we rely on consent, you can withdraw it at any time.

Sensitive information and PVG checks

Some of what we do involves more sensitive personal information. In particular, PVG applications can involve criminal records information, which is issued by Disclosure Scotland.

Our role here is as a registered accredited body and PVG countersignatory. This means we collect the information needed for a PVG application, check and countersign it, and securely transmit it to Disclosure Scotland, which carries out the disclosure and issues the result. We do not decide what a disclosure contains, and we do not make decisions based on the detail of anyone’s criminal record. Collecting and transmitting this information is still processing under UK data protection law, so we treat it with particular care: we hold it securely, share it only with those who genuinely need it, such as Disclosure Scotland and the relevant setting or employer, and keep it only for as long as necessary.

This kind of information is treated as special category data, or as criminal offence data, under UK data protection law. Because it is more sensitive, the law sets extra conditions for handling it. We only process it where we are permitted to for our PVG, safeguarding and employment responsibilities, and we apply the additional safeguards the law requires for this kind of data.

Who we share your information with

We share personal information only where we need to, and we put appropriate protections in place. The main organisations we work with are:

  • Disclosure Scotland: for PVG scheme checks and countersigning, as part of our role as a registered accredited body. Disclosure Scotland acts as a separate data controller for the disclosure itself.
  • RecruiterFlow: our recruitment and applicant management platform, which processes job applications on our behalf as a data processor.
  • Brevo: our email delivery provider, which sends the notification emails generated by our website forms on our behalf as a data processor.
  • 20i: our website hosting provider, which stores the website and its data securely on our behalf as a data processor.
  • Google: for website analytics through Google Analytics, which acts as a data processor for this purpose. Analytics information is only collected with your consent.

We may also share information where the law requires it, or with regulators and bodies such as the SSSC or the Care Inspectorate where this is necessary for compliance. We may also use other trusted providers for functions such as payroll, accounting or insurance, and we put appropriate data processing agreements in place with our processors.

How long we keep your information

We keep personal information only for as long as we need it for the purposes set out in this policy, or for as long as the law requires, after which we securely delete or anonymise it. As a guide:

  • General enquiries (contact, local area and nursery enquiry forms): around 12 months after your enquiry has been dealt with.
  • Unsuccessful job applications: around 12 months.
  • Records for staff we employ or place: for the duration of employment and then around 6 years, which reflects legal limitation periods and HMRC requirements for some payroll and tax records.
  • Client and nursery records: for the duration of our working relationship and then around 6 years.
  • PVG and safeguarding records: kept only as long as necessary for safeguarding and regulatory purposes, in line with Disclosure Scotland and SSSC guidance and our legal obligations, under tight, restricted access.

Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you (the right of access);
  • ask us to correct information that is wrong or incomplete (rectification);
  • ask us to delete your information in certain circumstances (erasure);
  • ask us to restrict how we use your information (restriction);
  • ask us to transfer your information to another organisation in certain circumstances (portability);
  • object to us using your information in certain circumstances (objection);
  • withdraw your consent at any time, where we rely on consent.

Some of these rights only apply in certain situations, and there may be times when we cannot act on a request, for example where we have a legal duty to keep information. To make a request, please contact us through our contact form or by phone on 07792 389 364. We will respond within the time limits set by law, normally within one month.

How we keep your information safe

We take appropriate technical and organisational measures to protect your personal information against loss, misuse and unauthorised access. This includes limiting who can see your information to those who need it for their work, and using reputable providers for our website, email and recruitment systems. While no system can be guaranteed completely secure, we work to protect your information and keep our practices under review.

Cookies

Cookies are small files that a website can place on your device, for example to help it work properly or to measure how it is used.

Our website uses analytics cookies set by Google Analytics to help us understand how the site is used, for example cookies named _ga and _gid. These are non-essential cookies. They are only set after you consent: when you first visit the site, a cookie consent banner asks whether you accept or reject non-essential cookies, and the Google Analytics cookies are only loaded if you accept.

Our enquiry forms (Fluent Forms) may also set basic functional cookies that help the forms work, for example to support spam protection. These are essential cookies that let us provide the service you have asked for, so they are not covered by the consent banner.

You can accept or reject non-essential cookies when you first visit, and you can change or withdraw your choice at any time through the cookie banner. You can also block or delete cookies through your web browser settings.

How to complain

If you have a concern about how we handle your personal information, please contact us first so we can try to put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

You can contact the ICO at ico.org.uk or by phone on 0303 123 1113.

Changes to this policy

We may update this policy from time to time, for example to reflect changes in how we work or in the law. When we do, we will change the “last updated” date at the top of this page. Please check back from time to time to stay informed.