Terms & Conditions, Privacy Policy and
Terms of Use
Terms and Conditions
Effective Date: 09/08/2025
Company: HappyHugs Childcare Agency Ltd. Company No: 16402197. Registered in
England and Wales
Website: www.happyhugschildcare.com
1. Definitions
“HappyHugs,” “we,” “us,” or “our” refers to HappyHugs Childcare Agency Ltd., a childcare
introduction agency registered in England and Wales.
“Client” means any individual, family, company, or representative using our services to find and/or employ a childcare professional.
“Candidate” refers to any individual (nanny, maternity nurse, babysitter, etc.) introduced by HappyHugs for potential or actual childcare employment.
“Corporates/Agencies” refers to any business, concierge firm, relocation service, family
office, or third-party organisation using our services on behalf of another party.
“Engagement” includes any form of employment, contract, placement, or informal working
relationship between the Client and Candidate, directly or indirectly.
“User” means any visitor using the HappyHugs website.
“Services” refers to all activities provided by HappyHugs Ltd including introductions,
consultations, screenings, vetting, and post-placement support.
“Personal Data” means any information that can identify an individual as defined by the UK GDPR.
“DBS” refers to the Disclosure and Barring Service (UK) background check.
2. Our Services
HappyHugs Childcare Agency Ltd acts solely as an introduction agency, matching families with experienced childcare professionals. We are not the employer of any Candidate and hold no responsibility for the employment relationship or its associated liabilities.
3. Candidate Vetting
All Candidates are vetted and screened by HappyHugs, including:
· In-person/video interviews
· Identity and right-to-work verification
· DBS certificate check (where applicable)
· Reference checks
· Qualification and employment history review
Disclaimer: HappyHugs does not guarantee the authenticity of third-party documents. Clients
are strongly advised to independently verify all documentation (DBS certificates, visas,
qualifications, and references) before finalizing employment.
4. Client Obligations
The Client must:
· Ensure the Candidate’s legal right to work in the UK
· Fulfill employment obligations (contracts, tax, insurance, salary)
· Provide a safe and respectful working environment
· Maintain confidentiality of Candidate information
· Notify the Agency of any engagement or re-engagement of a Candidate within 12 months of introduction
5. Fees & Invoicing
All fees are clearly detailed in our Fee Structure. Placement fees are due within 7 calendar
days of invoice or immediately upon confirmation of engagement, whichever is earlier.
A non-refundable Registration Fee is required to begin the search and initiate candidate
introductions.
· For private families: £150
· For corporates/agencies: £250
If a Candidate is successfully placed, the Registration Fee will be deducted from the final
Placement Fee. The Registration Fee is valid for one search and remains applicable for
three (3) months from the date of payment.
If no placement occurs within this time or a new/different position is requested, a new
Registration Fee will be payable. Failure to pay placement fees on time will void refund eligibility and may incur interest
charges.
6. Refunds & Replacements
If a Candidate leaves within 3 months, and the Client has complied with all terms,
HappyHugs may offer:
· A replacement Candidate, subject to availability
· Or a partial refund, as specified in the Fee Structure
Refunds are not applicable if the engagement ends due to:
· Unreasonable working conditions
· Change in job description or location
· Client’s breach of employment contract
7. Re-engagement
If a Candidate introduced by HappyHugs is re-employed (directly or indirectly) within 12
months of the original introduction, a full placement fee will apply.
8. Cancellations
If a Client cancels a confirmed engagement before the Candidate starts work, 50% of the
placement fee will be charged to cover administrative costs.
9. Liability
HappyHugs is not liable for:
· Misrepresentation or omissions by a Candidate
· Any loss, damage, misconduct, or negligence during or after employment
· Employment disputes, legal claims, or tax issues
10. Confidentiality
All information supplied to Clients is confidential and may not be shared with third parties
without written permission.
11. Data Protection
All data is processed in accordance with GDPR and our Privacy Policy below.
12. Jurisdiction
These terms are governed by the laws of England and Wales. Disputes will be subject to the exclusive jurisdiction of the English courts.
PRIVACY POLICY
1. INTRODUCTION
This Privacy Policy outlines how HappyHugs Childcare Agency Ltd ("we," "us," or "our") collects, uses, maintains, and discloses personal data from users (each, a "User") of our website www.happyhugschildcareagency.com (the “Site”) or use our services.
HappyHugs Childcare Agency Ltd is registered in England and Wales under company number 16402197. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we are the Data Controller.
By using our website, submitting your information, or engaging our services, you acknowledge that you have read this Privacy Policy and agree and consent to the collection, use, storage, and disclosure of your personal data as described in this document. If you do not agree, please do not use our services.
We are required to provide you with this information under the UK GDPR, which governs the processing of personal data in the United Kingdom. Please read this notice (sometimes referred to as a ‘privacy notice’) alongside any other similar notices we may provide when collecting or processing your personal information.
2. INTERPRETATION & DEFINITIONS
Interpretation
The terms in this section have the meanings assigned to them, whether written in uppercase, lowercase, or a combination, and regardless of whether they appear in singular, plural, or gendered form.
Definitions
Company refers to HappyHugs Childcare Agency Ltd ("we," "us," or "our") registered in England and Wales under company number 16402197.
Cookies are small files placed on your device by a website, containing information about your browsing activity to enhance your browsing experience.
Country refers to the United Kingdom.
Device means any device capable of accessing the Service, such as a computer, smartphone, or tablet.
Personal Data is any information relating to an identified or identifiable individual.
Service refers to our website and all related childcare placement and recruitment services provided by HappyHugs Childcare Agency Ltd.
Service Provider refers to any natural or legal person who processes data on behalf of the Company.
Usage Data refers to data collected automatically from the Site, such as pages visited and time spent on each page.
Site or Website refers to the HappyHugs Childcare Agency Ltd website, www.happyhugschildcareagency.com
You, Your or User means any individual or entity accessing or using our Service.
Client means any person or organisation engaging our childcare placement services.
Candidate means any person applying to be placed as a childcare professional through HappyHugs Childcare Agency Ltd.
Registration Form refers to the form or questionnaires that Clients or Candidates complete to provide their personal information and requirements.
3. PERSONAL DATA WE COLLECT
3.1 Clients
We collect, store, and use:
Contact details (name, address, email, phone number).
Service requirements and preferences.
Family details (information about the family, children, educational preferences, interests, languages spoken).
Payment and invoicing details.
Recordings of interviews conducted over Zoom, Whereby, Skype if applicable.
Cookies and automatically collected browsing information.
How we collect it:
Directly from you (email, phone, online forms, WhatsApp or in-person contact).
From us (invoices and payments).
From third parties with your consent (e.g. references).
From Zoom, Whereby, Skype if applicable.
During our placement process.
Automatically via cookies and analytics tools on our Site.
How we use it:
Matching you with suitable candidates.
Communicating about placements and services.
Fulfilling legal obligations.
To improve our services and personalize your experience.
To manage payments and invoices.
Marketing (with opt-out).
Data sharing:
With potential candidates.
For regulatory bodies, tax, and legal compliance.
3.2 Candidates
We collect, store, and use:
Application materials (CV, cover letter, interview notes).
Background documents (ID, right-to-work proof, DBS check, training certificates).
References and results of background checks.
Special category data and sensitive data were provided (health, ethnicity, religion, criminal records).
How we collect it:
Directly from you (email, phone, online forms, WhatsApp or in-person contact).
From third parties with your consent (e.g. references, referrals ).
From Zoom, Whereby, Skype if applicable.
During our placement process.
Automatically via cookies and analytics tools on our Site.
How we use it:
Assessing suitability for roles.
Conducting reference and background checks.
Sharing with potential employers (including outside the UK/EU/EEA with safeguards).
Maintaining recruitment records.
Communicating about placements and services.
Fulfilling legal obligations.
To improve our services and personalize your experience.
Marketing (with opt-out).
4. THIRD-PARTY INVOLVEMENT
We may share your data with:
IT and website maintenance providers.
Data analytics partners.
Payment processors.
Regulatory authorities (HMRC, ICO, etc.).
External links: Our website may contain links to third-party sites. We are not responsible for their content or privacy practices and encourage you to read their privacy policies.
5. INTERNATIONAL DATA TRANSFERS
If we transfer personal data outside the UK, we ensure safeguards are in place, such as:
The UK International Data Transfer Agreement (IDTA).
Adequacy regulations under UK law.
6. DATA PROTECTION PRINCIPLES
We adhere to the UK GDPR principles:
Fair and lawful processing.
Purpose limitation.
Data minimisation.
Accuracy.
Storage limitation.
Integrity and confidentiality.
Accountability.
7. SECURITY MEASURES
We implement appropriate technical and organisational measures to protect your personal data. While we take all reasonable steps to secure information, we cannot guarantee absolute security of data transmitted via the internet or stored electronically. Any transmission is at your own risk.
8. DATA RETENTION
HappyHugs is a nanny introduction service. We are not an employment agency, we do not employ nannies, and we have no responsibility for the care of children. Our role is limited to introducing independent nannies to clients.
We keep personal data only for as long as is necessary for the purposes for which it was collected, or to meet legal and regulatory requirements, whichever is shorter.
For clients and candidates who have used our services, we retain contact details, introduction history, references, DBS check information (date, reference number, and outcome only), and related correspondence for up to six years after the last service provided. This period is based on the standard legal time limit for contract-related claims in the UK. However, HappyHugs’ liability in all cases will not extend beyond one year from the date of the last service, or any shorter period permitted by law.
Financial records such as invoices and payment logs are retained for six years to comply with HMRC requirements.
For clients or candidates who enquire but do not use our services, we keep their data for no more than twelve months unless they give explicit consent for us to retain it longer.
Emails and general correspondence are usually kept for up to six years if related to a service agreement, or up to two years if unrelated to any contract.
All data is securely deleted or anonymised when the relevant retention period ends.
9. DATA PROTECTION RIGHTS
You have the right to:
Access your data.
Correct inaccuracies or incomplete data.
Request erasure.
Restrict processing.
Object to processing.
Data portability.
Withdraw consent at anytime.
To exercise these rights, email happyugschildcareagency@gmail.com with “GDPR Request” in the subject line.
10. CONSENT WITHDRAWAL
Where processing is based on consent, you may withdraw it at any time by contacting us by email happyhugschildcareagency@gmail.com
11. DATA BREACH PROCEDURE
In the event of a data breach likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform affected individuals. We are not responsible for breaches caused by third-party service providers, cyber incidents outside our control, or were you fail to keep your own access credentials secure.
12. COOKIES AND AUTOMATIC DATA COLLECTION
Our Site uses cookies to improve functionality and user experience. You consent to this by using our Site but can manage or disable cookies via your browser settings. Please note disabling cookies may affect Site performance.
13. CHANGES TO THIS POLICY
We may update this Privacy Policy periodically. Changes will be posted on this page with an updated revision date. We encourage you to review the policy regularly.
14. CONTACT DETAILS
If you have questions about this Privacy Policy or your data, please contact:
HappyHugs Childcare Agency Ltd
Email:happyhugschildcareagency@gmail.com
DISCLAIMER
By using our website and services, you acknowledge and agree to the collection, processing, and use of your personal information as described in this Privacy Policy. If you do not agree with our policies, please do not use our Site or provide us with your personal data.
Terms of Use
Last Updated: 09 August 2025
1. INTRODUCTION
These Terms of Use (“Terms”) govern your use of the HappyHugs Childcare Agency Ltd (“we,” “us,” “our”, “HappyHugs”) website www.happyhugs.uk (the “Site”) and all services provided by us.
HappyHugs Childcare Agency Ltd is registered in England and Wales under company number 16402197. By accessing or using our Site or services, you (“User”, “Client”, or “Candidate”) agree to comply with and be bound by these Terms. If you do not agree, please do not use our Site or services.
Our services include the introduction of childcare professionals (“Candidates”) to individuals, families, and organisations (“Clients”). We are not an employer and do not employ Candidates; our role is limited to acting as an introduction agency.
We may update or revise these Terms at any time at our discretion. Any changes will take effect upon posting to the Site, and continued use after such changes constitutes acceptance of the revised Terms.
2. DEFINITIONS
Candidate: Any childcare professional seeking work through HappyHugs Childcare Agency Ltd.
Client: Any person or organisation engaging HappyHugs Childcare Agency Ltd to source a childcare professional.
Engagement: Any form of employment, contract, temporary, or informal work between a Client and a Candidate introduced by us, whether direct or indirect.
Service(s): All activities provided by HappyHugs Childcare Agency Ltd, including introductions, consultations, vetting, and related administrative support.
User: Any visitor to our Site, whether or not they engage our services.
3. USE OF THE SITE
You must be aged 18 or older and legally capable of entering into contracts under English law to use our Services.
You may only use this Site in compliance with these Terms and our Privacy Policy.
You agree not to:
Post or transmit any content except in response to a specific request from us or in line with authorised use of the Site.
Upload or introduce viruses, Trojan horses, worms, or any malicious code.
Attempt to gain unauthorised access to our systems or interfere with the Site’s security.
Impersonate any person or misrepresent your identity or affiliation.
Infringe any intellectual property, privacy, or proprietary rights of another person.
Use a false email address or falsify any content.
Engage in fraudulent activity or unlawful conduct.
Collect or harvest data about other users, including for unsolicited communications.
4. OUR ROLE
We act as an introduction agency and are not responsible for the conduct, suitability, or performance of any Candidate or Client.
We strongly advise that both Clients and Candidates conduct their own due diligence before entering into any Engagement.
We are not a party to any contract between Clients and Candidates and accept no responsibility for the terms, conditions, or performance of such contracts.
5. CLIENT OBLIGATIONS
Clients agree to:
Provide accurate and complete information about their childcare needs;
Treat Candidates fairly, lawfully, and with respect;
Notify HappyHugs immediately if they engage a Candidate introduced by us, whether directly or indirectly;
Pay all applicable introduction fees as set out in our Fee Structure;
Not introduce Candidates sourced through HappyHugs to any third parties without our prior written consent.
6. CANDIDATE OBLIGATIONS
Candidates agree to:
Provide truthful, accurate, and complete personal, professional, and background information;
Hold valid and up-to-date right-to-work documentation for the UK;
Notify HappyHugs immediately if they accept any Engagement with a Client introduced by us;
Keep all Client information confidential and not disclose it to any third parties without permission;
Not accept or seek to arrange alternative work with any Client introduced by HappyHugs without informing us.
7. FEES & PAYMENT
Introduction Fees: Clients are required to pay introduction fees in accordance with our Fee Structure, which is available upon request and on our website.
Non-Refundable Fees: All fees are non-refundable unless otherwise stated in writing.
Payment Terms: Payment terms are as set out in our Terms and Conditions, which are invoiced and must be adhered to in full. Late payments may incur penalties as specified in our Terms and Conditions.
8. INTELLECTUAL PROPERTY
All content on the Site, including text, images, graphics, design elements, and logos, is owned by or licensed to HappyHugs Childcare Agency Ltd. and protected under UK and international intellectual property laws. You may not copy, reproduce, modify, distribute, publish, or create derivative works from Site content without our express written consent.
9. LIMITATION OF LIABILITY
To the maximum extent permitted by law, we exclude all liability for any loss, damage, or claim arising from your use of our Site or services.
We are not liable for any act, omission, or conduct of any Candidate or Client.
Our total liability shall not exceed the introduction fee paid by the Client in relation to the relevant Engagement.
We do not accept liability for loss of data or unauthorised access to your account caused by events beyond our reasonable control.
Nothing in these Terms excludes liability for death or personal injury caused by negligence, fraud, or other liability that cannot be excluded by law.
10. SITE AVAILABILITY, TERMINATION, AND FRAUD PREVENTION
We may alter, suspend, or discontinue all or part of the Site at any time without notice. We may also suspend or terminate your access without notice if you breach these Terms or engage in suspected fraudulent or unlawful behaviour.
Termination will not affect any rights or obligations that by their nature should survive, including intellectual property, indemnities, and limitations of liability.
11. GOVERNING LAW & DISPUTE RESOLUTION
These Terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.
12. ADDITIONAL TERMS
Some parts of the Site or certain services may be subject to additional terms or policies, which will be incorporated by reference into these Terms. If a conflict exists between these Terms and specific service terms, the latter will apply to that particular service.
13. SUBMISSIONS
Any materials or communications you submit to us, including CVs, cover letters, references, photographs, qualification documents, or other information (“Submissions”), will be treated as non-confidential and may be used by us for the purposes of providing our services.
By submitting materials, you:
Grant us a perpetual, worldwide, royalty-free licence to use, reproduce, and adapt them for service provision.
Warrant that your submissions do not infringe third-party rights or contain unlawful, defamatory, or obscene material.
Accept that we are under no obligation to use, return, or compensate you for submissions.
Remain fully responsible for the content of your submissions.
14. LINKS TO THIRD-PARTY WEBSITES
Links from our Site to external websites are provided for convenience only. We do not control and are not responsible for the content, security, or practices of such websites, nor should any link be taken as an endorsement.
15. INDEMNITY
You (“User”) agree to indemnify, defend, and hold harmless HappyHugs Childcare Agency, its officers, employees, agents, and affiliates from and against any and all claims, losses, damages, liabilities, costs, and expenses (including reasonable legal fees) arising out of or in connection with:
Your use or misuse of the Site or services;
Your breach of these Terms; or
Your violation of any applicable law or the rights of any third party.
16. INTERNATIONAL USE
We do not guarantee that the Site or its content is suitable for use outside the United Kingdom. Users accessing the Site from outside the UK are responsible for compliance with local laws.
17. MISCELLANEOUS
These Terms, together with our Terms and Conditions and Privacy Policy, constitute the entire agreement between you and HappyHugs Childcare Agency regarding your use of the Site and the services we provide, and supersede any prior agreements, understandings, or representations (whether written or oral).
If any provision of these Terms is found to be unenforceable or invalid by a court of competent jurisdiction, that provision shall be modified to the minimum extent necessary to make it enforceable, or if modification is not possible, it shall be severed from these Terms. The remaining provisions shall remain in full force and effect.
Our failure to enforce any right or provision of these Terms shall not constitute a waiver of such right or provision, nor shall it prevent us from enforcing it at any time in the future.
You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign or transfer our rights and obligations at our discretion.
18. COPYRIGHT INFRINGEMENT REPORTS
If you believe material on the Site infringes your copyright, please notify us in writing at happyhugscildcareagency@gmail.com including:
Your signature (physical or electronic);
Identification of the copyrighted work;
A description of the infringing material and its location on the Site;
Your contact details; and
A statement confirming your good-faith belief that the use is unauthorised.
19. CONTACT US
For questions about these Terms, please contact:
HappyHugs Childcare Agency Ltd