Introduction

At N Family Club, we have set out to re-think early years, and we’re passionate about building the best team to create exciting experiences for children and offer real value to families.

Your personal data is an important part of our recruitment process. From the moment you submit an application, we use your data to process your submission and to communicate with you throughout the various stages of our recruitment process.

Below you can find an FAQ which summarises how we treat your data responsibly during our recruitment process. Our Candidate Privacy Notice can be found on the following page, please read this to understand how we collect and use your data.

FAQ’s

What personal data do you need from me and how do you collect this?

We need two main types of information to run our recruitment process. These are your contact details, and the type of information that you would normally include in your CV.

We use our Applicant Tracking System, Pinpoint, to collect applications for the roles listed on our careers website. If you have applied via a third party job board or recruitment agency, we would be provided with this information when you submit your application and you should familiarise yourself with their privacy policy.

We store your personal data on Pinpoint and this is kept for 12 months after your initial application date before being anonymised. If there is any new activity within this 12 month period, your data would then be retained for a further 6 months. For example, if we contacted you 11 months after your initial application to check interest in another role, and you respond. If you are hired, we will keep your data for 6 years in line with legal requirements.

What do you use my personal data for?

We use your personal data to assess whether you would be a suitable fit for a specific job role and the company, and to communicate with you about your application.

Do you share my personal data with anyone?

We may share your data with other team members within N Family Club, such as members of the interview panel and members of the people team. We may also share this with trusted third parties who provide their services to us, for example storing your personal data securely using Pinpoint, our Applicant Tracking System. In addition, any applications for an apprenticeship will be reviewed by our apprenticeship provider, Inspiro. This is for the purpose of initial vetting on the apprenticeship requirements and conditions.

Can I speak to a member of your team if I’d like more information?

Absolutely - if you’d like to speak to someone about our Candidate Privacy Policy, please feel free to contact us using the details provided in our Candidate Privacy Notice below. If you do have any questions, we’d recommend reading the Candidate Privacy Notice fully beforehand, as this may answer any questions you have.

N Candidate Privacy Notice

Updated: 1st March 2024

This privacy notice applies to anyone applying for a role at N Family Club. We’ve tried to make the following notice as easy to read as possible, but if anything is unclear, please contact us at careers@nfamilyclub.com, and we’ll be happy to clarify.

Contents of this notice

As an organisation that relies on the use of personal data, N Family Club (“we”, “us”) are committed to protecting and respecting your privacy. This Privacy Notice sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us in connection with our recruitment process.

For the purpose of the General Data Protection Regulation (“GDPR”) the Data Controller is N Family Club. We are responsible for collecting and using your data in a safe and responsible way, beginning with informing you of how we collect, use and protect your personal data.

This notice sets out:

The type of personal data we may collect;
How and why we collect and use your personal data;
Why we may share your personal data within N Family Club; and
The rights and choices you have when it comes to your personal data.

Where you apply for an opportunity posted by us, these Privacy Notice provisions will apply to our processing of your personal information, in addition to our other Privacy Notice which is available on our website.

The personal data we collect

In this section we explain what personal data we may collect when you apply for a role at N Family Club, as well as data that we may collect from other sources. We use Pinpoint, an online software product provided by The Infuse Group Ltd (t/a Pinpoint Software), to assist with our recruitment process. We use Pinpoint to process personal information as a data processor on our behalf. Pinpoint is only entitled to process your personal data in accordance with our instructions.

Data we collect from you

When you apply for a role with us, you provide us with the data that allows us to assess your suitability for the role. The table below describes some or all of the types of personal data we will collect and process from you during the recruitment process.

Before applying:

Details of your visits to our careers website including, but not limited to, traffic data, location data and other communication data, the site that referred you to our careers website and the resources that you access. If you contact us, we may keep a record of that correspondence

When you send us your job application, we collect:

Personal and contact details such as your name, date of birth email address, phone number, address
Details about your eligibility and right to work
Information that you have included in your application and CV or covering letter, such as employment history and gaps of employment, qualifications, skills and experience
This includes information provided through an online application, via email, in person at interviews and/or by any other method

We may contact you over the phone or email for additional information, including:

Additional information that will help us to progress your application and assess your suitability for a role with us, for example salary expectations, notice period and information that will help us schedule an interview.

Should you be selected to attend an interview, we collect:

Any information that you provide to us during the interview, either in response to specific questions we ask or other information that you volunteer to us; this information will be recorded in note-form or on Pinpoint by our interviewers

We will retain your data for a period of 12 months after your initial application date, to demonstrate that we have conducted a fair recruitment process. If you consent to us doing so, we may use the information supplied to us to contact you about other roles at N Family Club, which we think you may be interested in. If you are hired, we will keep your data for an additional 6 years in line with legal requirements, and we will then delete your personal information in accordance with our data retention policy.

Personal data collected from other sources

Pinpoint provides us with the facility to link the data you provide to us with other publicly available information about you that you have published on the Internet - this may include sources such as LinkedIn and other social media profiles.

Pinpoint’s technology enables us to search various databases, which may include your personal data, to find possible candidates to fill our job openings. Where we find you in this way we will obtain your personal data from these sources.

We may also collect personal data from the following other sources:

Job boards and recruitment agencies, from which we collect contact information and any other information that you have uploaded to that site or provided to them to register; for example, if you apply through LinkedIn we will receive a summary of your public job board profile, and your CV if you choose to share it, and we may use the LinkedIn Recruiter tool to communicate with you.

Our apprenticeship provider, Inspiro from which we collect contact information and any other information that you have uploaded to that site or provided to them to register

Referrers, from which we collect information that a referrer sends to us for the purposes of demonstrating your suitability for a role.

Legal grounds for processing your personal data

N Family Club is committed to the lawful, fair and transparent use of personal data. We rely on legitimate interest as the lawful basis on which we collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

If you are unsuccessful for a role, we will ask for your consent to retain your details so we can contact you about other roles in the future. In addition, our processing of personal data can be necessary in order to exercise or defend our legal rights or in order to comply with our legal obligations.

If you have any questions about the grounds under which we process your personal data, or would like to find out more about the approach we take to determine that these grounds apply, please contact our Data Protection Officer using the details in the ‘How to contact us’ section below.

How and why we use your personal data, and who we share it with

In this section we explain how and why we use information held about you. We use the data that you share with us, or that we receive from the other sources mentioned above, to communicate with you and to assess your suitability for the roles that we are recruiting. Our uses of personal data are described in more detail in the table below.

We use personal data to:

Assess your suitability for roles that we are recruiting, whether this in respect of your application or in respect of another role we believe you may be suitable for. We will look at the skills, qualifications and work history described in your application to determine whether you meet the shortlisting requirements, and will combine that with any information you provide in an interview process to decide whether to offer you a role in line with our Safer Recruitment Policy.
Communicate with you about the recruitment process and/or to enhance any information that we receive from you with information obtained from third-party providers. We will use your email address and phone number to contact you to obtain more information or arrange an interview; if you are unsuccessful for a role (and you have consented to us doing so) we may then contact you about other roles in future.
Document our hiring process. We carefully document the hiring process so we are prepared for the rare cases where we need to exercise or defend our legal rights in connection to our recruitment process

In order to use your personal data in the ways described above, we may share it within N Family Club and with trusted third parties who provide services to us. Here is some more information about the types of organisation and what we may share with them:

N Family Club

Some of the personal data that we collect may be transferred across N Family Club teams, for example when we are recruiting for a role that is nursery-based, our central talent team may share this with the nursery team conducting an interview.

Our service providers

We work with trusted service providers that carry out certain functions on our behalf so we can provide our services to you. These organisations process data on our behalf.

They only have access to the personal data that they absolutely need to provide the specific service to us, and in all cases we have contractual safeguards in place to ensure that they do not disclose or use it for any other purposes.

In some cases, these organisations may need to process your personal data for their own specific purposes, for example to improve their services and to ensure they are compliant with regulations or laws governing their own sectors.

Our service providers fall within the following categories (and process your data in the following location(s): Cloud data storage (EEA, UK)

Other organisations

These circumstances are unusual, but we may share personal data with other organisations if:

We have to share your information to comply with legal or regulatory requirements (or we reasonably believe that we need to disclose your information for such purposes);
We need to share personal data in order to establish, exercise or defend our legal rights, including with our legal and other professional advisors;
We restructure our business or if we buy or sell any business or assets we may share your data with the prospective buyer or seller;
All or substantially all of our company assets are acquired by another party, your data will be one of the transferred assets

If you fail to provide information when requested, which is necessary for us to consider your application (such as evidence of qualifications or work history), we will not be able to process your application successfully. For example, if we require references for this role and you fail to provide us with relevant details, we will not be able to take your application further.

Automated decision making/profiling

We may leverage Pinpoint’s technology to help us select appropriate candidates for us to consider based on criteria we have identified. The process of finding suitable candidates is automatic, however, any decision as to who we will engage to fill the job opening will be made by our team.

How we store and protect your personal data

We understand the importance of protecting your personal data while we have this.

We take appropriate measures to ensure all personal data is kept secure including security measures to prevent personal data from accidental disclosure, alteration, loss and destruction as well as unauthorised access or use.

The data that we collect from you and process using Pinpoint’s Services will be transferred to and stored at one of several data centre locations in Amsterdam (Netherlands) and may be synchronised to one of several data centre locations in London (United Kingdom) for backup and redundancy purposes. By submitting your personal data, you agree to this transfer, storing or processing.

Below are some of the measures we take to ensure that your personal data is secure:

We use data centres that have a high level of physical security measures to host and protect your data and our systems;
We use encryption and/or passwords to secure your personal data whilst it is in transit;
We limit access to attributable data (by which we mean data that directly identifies you) only to those N Family Club employees who have a genuine business need to view it, e.g. our talent team to allow them to respond to you when you contact us;
Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality
We make security the responsibility of all our employees and we train our team to identify security risks and protect your data;
We have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted through any online means, therefore any transmission remains at your own risk.

Our website may from time to time contain links to and from other websites. If you follow a link to any of those websites, please note that those websites ought to have their own privacy notices which we advise you to check before submitting your information to them. We do not accept any responsibility or liability for those websites.

Your rights

Under the General Data Protection Regulation you have a number of important rights.

This section summarises the rights you have in relation to the personal data we hold about you, which are designed to give you more choice and control over your personal data:

The right to request access to your personal data and certain other supplementary information that this Privacy Notice is already designed to address. You can request a copy of the data we hold about you and related information, in a structured, commonly-used and machine-readable format.
The right to request rectification of personal data. You can ask us to correct any inaccurate data about you and to complete any incomplete data that we hold about you.
The right to request erasure of personal data. In certain situations, you can request that we delete the personal data we hold about you.
The right to request a restriction on processing of personal data. In certain situations, you can request that we restrict our use of your data to storage only, that we stop using it for all other purposes or that we retain data that was due for deletion.
The right to object to the continued processing of personal data. In certain situations, you can object to certain types of processing of your personal data in certain specific circumstances.
The right of data portability. For any personal data that you have given consent for us to process, you have the right to receive a copy of your personal data in a structured and machine-readable format and, where possible, have this sent to another organisation.
The right to withdraw consent. You always have the right to withdraw any consent that you have given, at any time.

Exercising your rights

You can exercise any of these rights by using the contact details below. Once you have submitted your request we may contact you to request further information to authenticate your identity (because we want to make sure it is actually you requesting your data) or to help us to respond to your request. Except in rare cases, we will respond to you within 1 month of receiving this information or, where no such information is required, after we have received full details of your request. As noted above, while some rights apply generally, some are only available in certain circumstances, so if we feel that any right is not available to you we will let you know along with the reason for our decision.

Online: Pinpoint’s Manage Your Data tool

Email: careers@nfamilyclub.com

Mail: Data Protection Officer, 47-49 Charlotte Road, London, United Kingdom EC2A 3QT

Lodging a complaint with a regulator

We hope that we can resolve any query or concern you raise about our use of your information.

The General Data Protection Legislation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live, or where any alleged infringement of data protection laws occurred.

You can find the contact details of the appropriate regulator online, for example by searching for ‘Data Regulator’ and the country you live or work in.

However, we encourage you to contact us before making any complaint and we will seek to resolve any issues or concerns you may have.

How to contact us

If you have questions about this notice, or about how we collect, store and use personal data, you can contact our Data Protection Officer via our talent team.

Email: careers@nfamilyclub.com

Mail: Data Protection Officer, 47-49 Charlotte Road, London, United Kingdom EC2A 3QT