Privacy Policy | Nearest & Dearest Nannies

NEAREST AND DEAREST NANNIES PTY LTD
PRIVACY & CONFIDENTIALITY POLICY
Last updated: 20/09/2026

1. About this policy

Nearest and Dearest Nannies (“we”, “us”, “our”, “the Agency”) provides a nanny recruitment and placement service, matching client families (“Families”) with prospective nanny candidates (“Nanny Applicants” or “Candidates”). This Privacy Policy applies to both Families and Nanny Applicants, and explains what personal information we collect, why we collect it, who can access it, how it is stored, when it is disclosed, and the rights you have in relation to it.

This Policy is written to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By submitting our online Family Enquiry Form or Nanny Application Form, ticking any required consent checkbox, or otherwise providing us with personal information, you acknowledge that you have read and understood this Policy.

Before you submit a form on our website:

Our forms ask for detailed personal information — including sensitive information such as a child's medical conditions and allergies, or a Nanny Applicant's police check and Working with Children Check results — so that we can safely match Families with suitable nannies. Please read this Policy, in particular clauses 2 (What We Collect), 7 (Disclosure), and 8 (Overseas Providers), before submitting a form. You must accept this Policy to submit an enquiry or application.

2. What information we collect

2.1 Families:

When you submit an enquiry, complete our Family Enquiry Form, or otherwise engage with our services, we may collect information reasonably necessary for recruitment and placement, including:

Parent/guardian names and contact details.
Suburb and address where required for interviews or placements, and children’s ages and relevant care needs.
Household information relevant to a placement, such as duties, expectations, pets and travel requirements.
Schedule, budget, and start-date requirements for your nanny search.
Health information relevant to safe care, such as allergies or medication, where you choose to provide it.
Any other information you choose to provide, including responses to our Discovery Interview.

2.2 Nanny Applicants / Candidates:

When you register with us as a prospective nanny, we may collect:

Copy of your current photo identification (driver's licence or passport).
National Police Certificate (or equivalent State/Territory-issued criminal history check).
Working with Children Check / Blue Card / equivalent State clearance.
Resume/CV, including work history and qualifications.
Contact details and written records of conversations with your nominated referees.
Written notes from your personality/character interview and scenario-based interview responses.
Your direct contact phone number and email address.
Any other information you voluntarily provide, such as certificates, First Aid qualifications, or portfolio photographs.

Some of the above (health information, and criminal history information) is “sensitive information” under the Privacy Act. We only collect sensitive information with your consent, and only to the extent reasonably necessary to provide our matching service safely.

2.3 Newsletter Subscribers:

If you subscribe to our newsletter or mailing list (whether or not you submit a Family Enquiry or Nanny Application), we collect your first name, surname, and email address, so that we can send you newsletter content, updates, and other communications you have signed up for. You can unsubscribe at any time using the link included in every newsletter email, or by contacting us directly (see clause 20).

3. How we collect information

We collect personal information when you submit an online form, upload documents, communicate with us by phone, email or in writing, participate in interviews or discovery calls, or otherwise provide information to us. We may also collect information from referees where a Candidate has provided their details and consent, and from verification providers or official portals where this is reasonably necessary to verify checks such as Working with Children Check or Blue Card status.

4. Why we collect and use your information

To assess a Family's care needs and prepare a Family Profile to attract suitable Nanny Applicants.
To assess a Nanny Applicant's suitability, verify their credentials, and prepare their candidate portfolio.
To match Families with, and introduce them to, prospective Nanny Applicants.
To arrange and coordinate interviews between Families and Nanny Applicants.
To communicate with you about your enquiry or application, the search process, and our services generally.
To prepare and administer our Service Agreements, Confidentiality Agreements, invoices, and related documentation.
To comply with our legal, regulatory, and record-keeping obligations.
To improve our services, including keeping internal records of interviews and placement outcomes.

5. Who can access your information

Access to your personal information within the Agency is limited to staff and contractors who reasonably require it to perform recruitment, placement, administrative, or compliance functions.
All Agency staff and contractors who access personal information are bound by confidentiality obligations, and must handle it in accordance with this Policy.
We engage third-party service providers (for example, our website host, email provider, e-signature platform, and customer/candidate database software) who may access your information solely to provide services to us, and who are contractually restricted from using it for any other purpose.
We do not sell, rent, or otherwise provide your personal information to any third party for marketing purposes.
Beyond the above, your information is only accessed by the other party to a prospective placement (a Family or Nanny Applicant) in the limited, staged circumstances described in clause 7.

6. Storage and security

We store your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including APP 11 (security of personal information).
Electronic records are stored on access-controlled systems, protected by password/authentication controls, and (where applicable) encrypted. Any physical documents are kept in a locked, access-restricted location.
We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

7. Disclosure between Families and Candidates

As a core part of our matching service, the following disclosures occur between Families and Nanny Applicants:

7.1 Disclosure of a Nanny Applicant's Information to a Family:

A Nanny Applicant's candidate portfolio (which may include their resume, interview notes, scenario-interview responses, and reference-check summaries) is presented to prospective Families for review and assessment.
Confirmation that a Nanny Applicant has required checks, such as a National Police Certificate and Working with Children Check or Blue Card status, may be disclosed to Families. We do not provide a copy of a candidate’s police certificate unless the candidate separately consents.
A Nanny Applicant’s direct contact details are only released to a Family once that Family has confirmed the Applicant’s engagement and any relevant placement fee has been paid.

7.2 Disclosure of a Family's Information to a Nanny Applicant:

A Family Profile describing the Family's care requirements and household is shared with prospective Nanny Applicants to assist in attracting suitable candidates.
To protect a Family's privacy during the early stages of matching, the Family Profile shown to Nanny Applicants includes only the parent(s)' first name(s) and suburb — not surname, street address, or other identifying detail.
A Family's surname and residential address are only released to a specific Nanny Applicant once an interview has been arranged with that Applicant, and only to the extent reasonably necessary to facilitate that interview.

7.3 Other Circumstances We May Disclose Information:

Where required or authorised by law, including to a regulatory authority or law enforcement agency.
Where necessary to protect the safety of a child, which may override a request for confidentiality in exceptional circumstances.
With your consent, or as otherwise described in this Policy.

8. International providers

Some of the third-party service providers we use to operate our business (for example, cloud-based email, hosting, e-signature, or database/CRM providers) may store or process personal information on servers located outside Australia.
Where this occurs, we take reasonable steps, in accordance with APP 8, to ensure that any overseas recipient handles your personal information consistently with the Australian Privacy Principles, including by using reputable providers with their own privacy and security safeguards.
Some Nanny Applicants may need to obtain international police clearances as part of our screening process. Where this is required, the Applicant is responsible for obtaining the relevant clearance from the appropriate overseas authority or provider.
Other than as described in this clause, we do not disclose personal information to recipients located outside Australia.

9. Retention and deletion

We retain your personal information only for as long as reasonably necessary for our recruitment, placement, administration, legal, insurance, safeguarding and record-keeping purposes.
Certain records (for example, signed agreements and financial records) may be retained for longer where required by law.

10. Deletion requests

You may request deletion of your personal information at any time. We will consider and action reasonable deletion requests within a reasonable time, except where we need to retain information for legal, insurance, safeguarding, dispute-resolution or record-keeping purposes, or where retention is otherwise required or authorised by law.
Where your information has already been lawfully disclosed to a Family or Nanny Applicant in connection with a completed or in-progress introduction prior to a deletion request, we cannot compel that party to delete information already provided to them.

11. Data breaches

In the event of a data breach likely to result in serious harm to you, we will comply with our obligations under the Notifiable Data Breaches (NDB) scheme in Part IIIC of the Privacy Act 1988 (Cth).
This includes notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) where required, and taking reasonable steps to contain and remediate the breach.

12. Access & correction rights

You may request access to, or correction of, personal information we hold about you. We will respond within a reasonable time.

13. Complaints

If you believe we have mishandled your personal information, you can make a privacy complaint by contacting us at welcome@nearestanddearest.com.au. We will consider and respond to your complaint within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

14. Want to know what we hold about you

It's simple — just contact us at welcome@nearestanddearest.com.au and let us know what you'd like to check, correct, or update. We'll respond as promptly as we can and talk you through exactly what information we hold and why.

15. Withdrawing your consent

You may withdraw your consent to our future collection, storage, or disclosure of your personal information at any time by providing written notice (email is sufficient) to us.
Withdrawal of consent will not affect the lawfulness of any collection, storage, or disclosure that occurred before we received your withdrawal notice.
If you withdraw consent, we may no longer be able to continue matching you with a suitable Family or Nanny Applicant.

16. Website use & cookies

Our website is hosted by Netlify, Inc. Our website does not use analytics, advertising or marketing cookies, and we do not track your activity across other websites.

16.1 Cookies and Technical Data:

Essential Technical Data: like all websites, our hosting provider processes basic technical information (such as your IP address, browser type and the pages you request) so that it can deliver our website securely, protect it from misuse and keep it running reliably.
Fonts: our website uses Google Fonts. When a page loads, your browser connects to Google's servers to download the fonts, which means Google receives your IP address. Further information is available in Google's Privacy Policy at policies.google.com/privacy.
If we introduce analytics, functional or marketing cookies in the future, we will update this Policy and ask for your consent before they are used.

16.2 Our Online Forms:

When you submit our Family Enquiry Form or Nanny Application Form, the information you enter is received and stored by Netlify (our website host) and sent to us by email. Netlify may store this information on servers located outside Australia (see clause 8).
You can manage or block cookies at any time through your browser settings. Doing so will not prevent you from submitting our Family Enquiry Form or Nanny Application Form.

16.3 Third-Party Websites & Our Hosting Provider:

Our website may contain links to third-party websites, including our social media pages. We are not responsible for the privacy or cookie practices of those websites, and encourage you to review their policies separately.
As our website is hosted by Netlify, Netlify acts as a service provider that processes certain technical and usage data to operate, secure, and improve its platform. Further information is available in Netlify's Privacy Policy at www.netlify.com/privacy.

17. Information about children

We collect information about children only from a parent/guardian or authorised person, and only for recruitment and placement purposes. We do not knowingly collect information directly from children.

18. Website content disclaimer

Our website may include general information, guidance or commentary, including FAQs or blog content about topics such as hiring a nanny, engaging a nanny, payroll, insurance or other practical considerations for families.

Any such content is provided for general informational purposes only and does not constitute legal, financial, insurance, taxation, or other professional advice.
This content reflects our general understanding at the time of writing, and we do not guarantee its accuracy, completeness, or currency — laws, industry practices, and third-party product or service offerings (such as payroll or insurance providers) can change over time.
Before relying on or acting on any general information, guidance or commentary published on our website, you should independently verify it and seek professional advice appropriate to your circumstances, including from an insurance broker, accountant, employment lawyer or the Fair Work Ombudsman where relevant.
To the maximum extent permitted by law, we exclude all liability for any loss, damage, or cost arising from reliance on general content published on our website, except to the extent such liability cannot lawfully be excluded, including under the Australian Consumer Law.
This disclaimer applies in addition to, and does not limit, the screening disclaimer and limitation of liability set out in our Nanny Placement & Recruitment Services Agreement.

19. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The updated version will be posted on our website with a revised “Last updated” date. We encourage you to review this Policy periodically.

20. Contact us

If you have any questions about this Privacy Policy, or wish to access, correct, or withdraw consent to your personal information, please contact us at:

Email: welcome@nearestanddearest.com.au
Phone: 0447 695 540
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

21. Your consent

By ticking the consent checkbox and submitting our Family Enquiry Form or Nanny Application Form, you confirm that you have read and understood this Privacy Policy, and you consent to the collection, use, storage, and disclosure of your personal information (including any sensitive information) as described in this Policy, including the staged release of information described in clause 7 and the overseas disclosures described in clause 8.

Privacy policy.