Little Village Co — a trading name of VC Services Group Ltd
Privacy Notice
How we handle personal data — for parents, Workers, contractors, children, and visitors to our website.
Last updated: 26/10/2026
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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
- Self-employed contractors and preferred partners who provide services to families through us (for example, our parenting support specialists)
- Unsuccessful job applicants who apply to join us as a Worker but are not engaged
- People who visit our website, join our waitlist or sign up to hear from us
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 or the result of a Home Office online share-code check (which can include any work limits that apply to you, such as term-time hours and term dates for students) | To engage you as a Worker, check you can lawfully work and keep within any limits, 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 |
| Driving licence information from a DVLA licence check (using a check code you give us) and your vehicle insurance certificate — only if you drive children on bookings | To decide whether you can drive on bookings, and to keep a record of that decision, so that children are kept safe | Legitimate interests (keeping children safe). You give the DVLA access to your licence details by creating the check code |
| Bank details | To pay you | Contract / legal obligation |
| National Insurance number, tax code | To operate PAYE | Legal obligation |
Contractors and preferred partners
| Data | Why we collect it | Legal basis |
|---|---|---|
| Name, contact details, business name and address, and details of your qualifications and experience | To set up and manage our arrangement with you, and to describe your service to families | Contract / legitimate interests |
| Professional indemnity insurance certificate | To check you hold the cover our agreement requires | Contract / legitimate interests |
| Bank details and invoices | To pay you and keep our accounting records | Contract / legal obligation |
Online parenting support sessions
If you book a session with one of our independent specialists, we share your first name, the booking time and anything you tell us for the session with that specialist. The specialist may keep their own session notes as an independent data controller, under their own privacy notice. We do not record sessions, and a specialist will only record one if you agree.
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.
Photographs and videos. Workers must not take or share photographs or videos of the children they care for. We only use a photograph or video of a child where a parent or guardian has given written consent.
04Website Visitors, Waitlist and Marketing
| Data | Why we collect it | Legal basis |
|---|---|---|
| Waitlist details: name, email, postcode, and whether you are a parent, a childcare professional or a nursery/school | To tell you when we launch in your area and to manage the waitlist (including any launch offer you are eligible for) | Legitimate interests |
| Your email address, where you tick the optional marketing box | To send you news, offers and updates about Little Village Co. The box is never pre-ticked, and you can unsubscribe at any time using the link in any email or by contacting us | Consent |
| Website usage information (such as pages visited, device and browser type) collected through cookies and similar technologies | To keep the site working and, where you agree, to understand how it is used. Non-essential cookies are only set if you accept them in our cookie banner. See our Cookie Policy for the full list | Consent (non-essential cookies) / legitimate interests (essential cookies) |
We advertise on social media, including Facebook and Instagram. At the date of this notice we do not run a tracking pixel on our website. If we add one, we will update this notice and our Cookie Policy first, it will only run if you have accepted advertising cookies, and we will never send data about children to an advertising platform.
You can ask us to remove you from the waitlist or any marketing list at any time, and we will stop contacting you.
05Who We Share Data With
- Our payment provider (Monzo Business), who send you a secure payment link and process parent payments. We do not store your payment details ourselves
- Our website host and form and email providers (including Squarespace), who store and process the details you enter on our website and forms on our behalf
- Our email and video-call provider (Google Workspace), through which we send emails and hold online meetings
- Our DBS umbrella body, to process Enhanced DBS checks for Workers
- The independent specialist you choose to book (for example, one of our parenting support specialists), who receives your first name, the booking time and the information you share for the session
- 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 also use the Home Office online right-to-work service and the DVLA licence check service to carry out checks on Workers. These are checks we run ourselves, using codes you give us.
Some of our providers may store or process data outside the UK. Where they do, we only use providers that protect your data in line with UK data protection law, for example through the UK's adequacy regulations or approved standard contract terms.
We do not sell personal data, and we do not share children's data for any marketing purpose.
06How 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.
- Right-to-work checks: for as long as the Worker is engaged, plus 2 years.
- Driving licence check results and insurance certificates: for as long as the Worker is engaged and 3 years afterwards.
- Contractor and preferred partner records (including invoices and insurance certificates): 6 years from the end of our arrangement.
- Waitlist, marketing, and general enquiries that don't lead to a booking: 12 months from your last contact with us. If you unsubscribe, we keep only your email address on a suppression list so that we do not contact you again.
- Cookie and website usage data: for the periods set out in our Cookie Policy.
07Your 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
- Withdraw your consent at any time, where we rely on it (for example marketing emails or non-essential cookies). Withdrawing does not affect anything we did before
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.
08Keeping 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 and contractors to follow our Data Protection policy in the Staff Handbook when handling family and child information during bookings.
09Changes 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.