Little Village Co — a trading name of VC Services Group Ltd
Privacy Notice
How we handle personal data — for parents, Workers, and children.
Last updated: 23/09/2026
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01Who We Are
VC Services Group Ltd, trading as Little Village Co (company number 17402400, registered office 167-169 Great Portland Street, 5th Floor, London, W1W 5PF) is the data controller for the personal data described in this notice. Our ICO registration number is ZC228158.
02Who This Notice Covers
This notice explains how we collect and use personal data about:
- Parents and guardians who enquire about or book our services
- Children cared for during a booking
- Workers (sitters and nannies) engaged by us
- Unsuccessful job applicants who apply to join us as a Worker but are not engaged
Where we refer to a "child's data" below, this is provided to us by a parent or guardian on the child's behalf, as children cannot consent to this themselves.
03What We Collect and Why
Parents and guardians
| Data | Why we collect it | Legal basis |
|---|---|---|
| Name, address, phone, email | To arrange and deliver bookings, and contact you | Contract |
| Payment details | To process payment (handled by our payment provider — we don't store card details ourselves) | Contract |
| Booking history | To manage your account and provide the service | Contract |
| Enquiry/contact form details | To respond to enquiries | Legitimate interests |
Children
| Data | Why we collect it | Legal basis |
|---|---|---|
| Name, age/date of birth | To match a suitable Worker and provide appropriate care | Contract |
| Allergies, medical conditions, additional needs | To keep your child safe during a booking | Vital interests / explicit consent (special category data) |
| Emergency contact details | In case of an incident during a booking | Vital interests |
Workers
| Data | Why we collect it | Legal basis |
|---|---|---|
| Name, address, date of birth, right-to-work documents | To engage you as a Worker and meet legal requirements | Contract / legal obligation |
| Enhanced DBS check result | Safeguarding — required for all childcare Workers | Legal obligation (processed under our Safeguarding Policy, in line with the DBS Code of Practice) |
| References, qualifications, first aid certificates | To verify suitability for the role | Contract / legitimate interests |
| Bank details | To pay you | Contract / legal obligation |
| National Insurance number, tax code | To operate PAYE | Legal obligation |
Some of the data above (health/medical information, and criminal record data from a DBS check) is "special category" or criminal offence data under UK GDPR, which we handle with extra care and only for the specific purposes set out here.
04Who We Share Data With
- Our payment provider (Monzo Business), to process parent payments
- Our DBS umbrella body, to process Enhanced DBS checks for Workers
- NEST Pensions, to administer workplace pensions
- HMRC, for PAYE and tax purposes
- Any institutional/nursery/school partners, where a Worker is placed with them, and only the information that placement requires
We do not sell personal data, and we do not share children's data for any marketing purpose.
05How Long We Keep Data
- Booking/family records: 6 years from the end of the booking relationship (longer, until the child's 25th birthday, for any record involving a safeguarding concern — see Safeguarding Policy).
- Welfare & quality check-in records: kept in line with booking/family records above, for the same reasons.
- DBS check results: certificate content destroyed within 6 months of the recruitment decision; a reduced record (date, type, reference number, decision) kept for the duration of engagement.
- Unsuccessful job applicants: where an application does not proceed, we keep the application and related correspondence for 6 months from the date of that decision, after which it is deleted. We may keep it for longer where needed to respond to a legal claim. If you would like your data deleted sooner, let us know and we will action this on request.
- Payroll/tax records: 6 years from the end of the relevant tax year.
- Waitlist, marketing, and general enquiries that don't lead to a booking: 12 months from your last contact with us.
06Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Ask us to correct inaccurate data
- Ask us to delete your data, where we're not required to keep it
- Object to or restrict certain processing
- Request a copy of your data in a portable format
To exercise any of these rights, contact us at hello@littlevillagevcgroup.com. If you're not satisfied with our response, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.
07Keeping Data Secure
We limit access to personal data to those who need it to do their role, use secure systems for storing records, and require Workers to follow our Data Protection policy in the Staff Handbook when handling family and child information during bookings.
08Changes to This Notice
We may update this notice from time to time. The current version will always be available on our website.
See also our Cookie Policy for how we use cookies on our website.