1. Who we are
Filipino Domestic Services (FDS) is a London-based domestic staffing and cleaning business. For the personal information described in this notice, FDS acts as the data controller unless we tell you otherwise.
You can contact us about privacy at info@filipinodomesticservices.co.uk or by telephone on +44 (0)20 8040 0120.
2. Information we collect
Household staffing enquiries
When you make a staffing enquiry, we may collect your name, email address, telephone number, postcode, the role you are looking for, working arrangement, preferred days or hours, start date, household requirements and any additional information you choose to include. We also record your acknowledgement of the relevant client terms and privacy information.
Cleaning enquiries
When you request cleaning services, we may collect your name, email address, telephone number, postcode, the cleaning service requested, property type, bedrooms, bathrooms, levels, preferred frequency, approximate hours, preferred days, start date, pet or ironing requirements and other information needed to understand the property and service request.
Candidate registrations
When you register as a candidate, we may collect your name, email address, telephone number, postcode, role interest, preferred working arrangement, availability, relevant experience, preferred start date, areas of London you can work in and additional information you provide. The public registration form records an acknowledgement that acceptable right-to-work evidence will be required before employment starts.
The public candidate form does not ask you to upload a passport, visa or other immigration document. If your registration progresses, we may later request identity, right-to-work, reference, qualification or employment information through an appropriate process.
Information about households and children
A household brief may necessarily include information such as the ages of children, care routines, duties, household composition or scheduling requirements. Please provide only information that is relevant to the staffing or cleaning service you are requesting and avoid including unnecessary sensitive information in a public form.
Communications and service records
If you contact us by email, telephone or during a staffing or cleaning engagement, we may retain correspondence, instructions, interview or introduction records, agreed service details, invoices and other records needed to administer the relationship.
Form submission records
Validated website submissions are sent to our business email and may also be retained in a private administrative record within the WordPress installation. This provides continuity and an audit trail if an email transport problem occurs.
3. How we use information
We use personal information where necessary to:
- respond to enquiries and provide requested information;
- understand household staffing or cleaning requirements;
- assess candidate registrations and communicate relevant next steps;
- arrange candidate introductions, interviews, trials or placements where requested;
- deliver and administer temporary assignments or cleaning services;
- manage client and candidate communications, invoices, complaints and service records;
- carry out appropriate employment, reference, identity or right-to-work processes where relevant to a later stage of an engagement;
- protect the website, forms and business from spam, misuse, fraud or security incidents;
- meet legal, regulatory, tax, accounting or record-keeping obligations; and
- establish, exercise or defend legal claims where necessary.
We do not use nationality as evidence of personality, trustworthiness, work ethic or suitability. Candidate suitability is assessed from information relevant to the role and the applicable checking and matching process.
4. Lawful bases for processing
Depending on the circumstances, we rely on one or more lawful bases under UK data-protection law:
- Steps before a contract and performance of a contract: for example, responding to a service request, arranging introductions or administering an agreed service.
- Legitimate interests: for operating a domestic staffing and cleaning business, managing enquiries and relationships, maintaining appropriate business records, improving service administration and protecting the website and business, where those interests are not overridden by your rights.
- Legal obligation: where we must process information to comply with applicable law, tax, employment, accounting or other legal requirements.
- Consent: where the law requires consent or where we specifically ask you to choose whether a particular use may take place. Where processing is based on consent, you may withdraw that consent at any time, although this does not affect processing that was lawful before withdrawal.
If special-category or other particularly sensitive information becomes relevant at a later stage, we will only process it where there is an appropriate legal basis and it is necessary for the relevant purpose.
5. Who we share information with
We do not sell personal information to advertisers. We may share relevant information only where needed for a legitimate staffing, cleaning or administrative purpose, including with:
- prospective candidates or household clients where an introduction, interview, trial or placement has been requested;
- temporary workers or cleaning personnel where information is necessary to carry out an agreed assignment;
- email, website hosting, IT, payroll, accounting or other service providers that support our operations;
- professional advisers such as accountants, insurers or legal advisers where necessary; and
- HMRC, courts, regulators, law-enforcement bodies or other authorities where disclosure is required or permitted by law.
When arranging a staffing introduction, we aim to share only information reasonably needed for that stage of the process. More sensitive documents should be handled through an appropriate channel rather than placed in a public website form.
6. How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and for any related legal, accounting, complaint or claims requirements. The appropriate period varies according to whether an enquiry proceeds to an introduction, placement, temporary assignment, cleaning service or candidate relationship.
When information is no longer required, we will delete it, securely dispose of it or anonymise it where appropriate. You may contact us if you want to ask about the retention of information relating specifically to you.
7. Security and international processing
We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse or disclosure. No internet or email system can be guaranteed to be completely secure, so please do not send unnecessary sensitive documents through a public website form or ordinary email.
Some service providers may process information outside the United Kingdom. Where an international transfer is subject to UK data-protection restrictions, we take the steps required by law for the relevant transfer, such as relying on an adequacy regulation or appropriate contractual safeguards where applicable.
8. Cookies and website data
The website may use strictly necessary cookies or similar technologies required for security, form operation and WordPress administration. The public site is not currently configured to intentionally serve advertising tracking tags.
Our hosting infrastructure may also create technical logs when the website is requested. Those logs can include information such as the requested URL, date and time, IP address, browser or user-agent information and security events. Such information is used for hosting, diagnostics and security.
If optional analytics, advertising or other non-essential tracking is introduced, we will update this notice and use consent controls where required by law.
9. Your data-protection rights
Depending on the circumstances, UK data-protection law may give you rights to request:
- access to personal information we hold about you;
- correction of inaccurate or incomplete information;
- erasure of information where the legal conditions apply;
- restriction of processing in certain circumstances;
- objection to processing based on legitimate interests;
- data portability where the legal conditions apply; and
- withdrawal of consent where consent is the basis for processing.
These rights are not absolute in every situation. We may need to keep or continue processing some information where the law permits or requires it. We may also need to confirm your identity before responding to a rights request.
10. Contact and complaints
For questions about this notice, to exercise a data-protection right or to raise a concern about how FDS handles your information, contact info@filipinodomesticservices.co.uk or telephone +44 (0)20 8040 0120.
You also have the right to complain to the UK Information Commissioner’s Office (ICO). You can find current complaint guidance at ico.org.uk.
We may update this notice when our services, systems or legal obligations change. The date at the top of the page shows when this version was last updated.