Privacy Policy Nina.care

1. About Us

Nina.care B.V. (“Nina.care”, “we”, “our”, “us”) operates the website www.nina.care and related mobile applications (the “Platform”).

We are registered at:
Herengracht 255, 1016 BJ Amsterdam, The Netherlands.

We act as the data controller for personal data processed through our Platform, unless otherwise stated.

Data Protection Officer (DPO)

Our appointed Data Protection Officer is Jasmijn Kok.
📧 jasmijnkok@nina.care

General contact

Email: info@nina.care
Phone: +31 6 30229413

2. Personal Data We Collect

We collect and process personal data you provide directly to us, that is generated through your use of the Platform, or that is shared with us by trusted partners.

Categories include:

Identification and contact data: first name, last name, gender, date of birth, residential address, phone number, email.
Profile data: profile photos, childcare experience, CV/resume, references, reviews, availability, preferences, and other information provided by you in your Profile.
Sensitive data: profile photos may reveal racial or ethnic origin or other sensitive characteristics. We only process such information on the basis of your explicit consent.
Financial data: bank account details, payment history, billing information.
Technical data: device information, browser type, IP address, log files.
Usage data: location data, app usage, website activity, browsing behavior across websites (via cookies or similar technologies).
Childcare-related data: information about family composition, children to be cared for, schedules, and services requested.
Minors’ data: We do not knowingly collect personal data from children under the applicable minimum age (see Section 8).

3. Purposes and Legal Bases

We process personal data only where we have a lawful basis under applicable law.

Purposes include:

To register and manage your account.
To enable communication between Hosts and Childcarers.
To process payments and provide services.
To send service-related communications (such as confirmations, intake invitations, account updates, or mandatory notifications). These are essential for the use of our Platform and cannot be opted out of, except where notification preferences can be adjusted within the app.
To send newsletters or promotional content (only where legally permitted and with your prior consent).
To analyze usage and improve our services.
To comply with legal obligations (e.g., tax, immigration, record-keeping).
To use your Profile (including photos and reviews) for promotional purposes, where you have provided consent.

Legal bases under GDPR include:

Contract performance (Article 6(1)(b))
Legal obligation (Article 6(1)(c))
Legitimate interests (Article 6(1)(f))
Consent (Article 6(1)(a)) for newsletters, cookies, sensitive data, and promotional use of Profiles.

4. Special Note – IND Obligations (Netherlands)

Where Nina.care acts as a recognized sponsor (“erkend referent”) for au pair exchanges under Dutch law, we are legally required to retain personal data and documents for at least five (5) years. This includes contracts, placement files, and correspondence required for compliance with the Immigration and Naturalisation Service (IND).

5. Automated Decision-Making

We make decisions based on automated processing. Our Platform may provide candidate suggestions through search filters and algorithms, but the final choice always rests with Users.

6. Retention Periods

We retain personal data only as long as necessary for the purposes described, unless longer retention is legally required.

Account and profile data: until account deletion or erasure request.
Newsletter subscriptions: until you unsubscribe.
IND compliance (Netherlands): 5 years minimum.
Financial records (invoices, tax): 7 years (as required under Dutch law).
Video interview recordings: only as long as necessary for quality assurance and training, then securely deleted.

7. Sharing Data with Third Parties

We may share personal data with carefully selected third parties where this is necessary for providing our services, supporting business operations, or meeting legal obligations. Categories of third parties include:

Technology and hosting providers (e.g., cloud services, communication platforms).
Payment service providers (e.g., Stripe, mollie Adyen).
Partner agencies and affiliates that help match candidates, facilitate placements, or provide local support.
Professional service providers (e.g., auditors, consultants, insurers, legal advisors).
Marketing and analytics providers that help us improve our services and run campaigns.
Authorities and regulators where legally required (e.g., IND, tax authorities, courts, supervisory authorities).

We do not sell personal data. Where data is shared, we require third parties to apply appropriate technical and organizational measures to protect your personal data. Where legally required, we establish data processing agreements.

8. Children’s Data

In the EU/EEA and UK, the minimum age for providing consent directly varies by country (13–16). We set the minimum age for registration at 16 years.
In the United States, the Children’s Online Privacy Protection Act (COPPA) applies. We do not knowingly collect data from children under 13 years.
If we learn that we have collected data from a minor without appropriate consent, we will delete it.

9. Cookies and Similar Technologies

We use functional, analytical, and tracking cookies. These help the Platform operate, remember preferences, and show tailored content and advertising.

On first visit, we request your consent for tracking cookies. You can withdraw consent at any time through your browser settings. For details, see our [Cookie Policy].

10. Your Rights

Depending on your jurisdiction, you may have the following rights:

Under GDPR (EU/EEA), UK GDPR, and LGPD (Brazil):

Right of access, rectification, and erasure.
Right to restrict or object to processing.
Right to data portability.
Right to withdraw consent.

Under CCPA/CPRA (California, USA):

Right to know categories and sources of personal information collected.
Right to request deletion.
Right to opt-out of the “sale” or “sharing” of personal information (Nina.care does not sell data, but you may opt out of tracking and targeted advertising).
Right to non-discrimination when exercising your rights.

Under PIPEDA (Canada):

Right to access personal information.
Right to correction.
Right to withdraw consent.

Under Australia Privacy Act:

Right to request access.
Right to correction.
Right to lodge complaints with the OAIC.

11. How to Exercise Your Rights

You can submit a request via info@nina.care.
We may ask for proof of identity (e.g., copy of ID with photo, MRZ, and ID number blacked out).

We will respond within 30 days (GDPR/UK/LGPD) or 45 days (CCPA).

For EU/EEA residents, you may lodge a complaint with your local supervisory authority. Our lead authority is the Autoriteit Persoonsgegevens (Netherlands).

12. International Transfers

As an international company, we may transfer your data outside the EU/EEA, including to:

Hosting (AWS, Google Cloud) – global servers.
Payment processors (Stripe, Adyen) – global.
Communication tools (email, messaging).

Where transfers occur:

To countries with an EU adequacy decision (e.g., UK, Switzerland, Japan).
To other countries, under EU Standard Contractual Clauses (SCCs) plus risk assessments (TIAs).

13. Security Measures

We take appropriate technical and organizational measures to protect data, including:

SSL encryption.
Access restricted to authorized staff only.
Regular security audits and monitoring.
Staff training on data protection.

If you suspect misuse or a breach, please contact us at info@nina.care.

14. Video Recordings

Intake and selection interviews may be recorded for quality assurance and training.

Accessible only to authorized Nina.care staff and, if needed, trusted partner agencies.
Not shared externally.
Deleted after the defined retention period.

15. International Addenda

UK (UK GDPR)

We comply with the UK GDPR. UK users have the same rights as EU users and may complain to the Information Commissioner’s Office (ICO).

USA (CCPA/CPRA)

California residents have the rights listed in Section 10. To exercise them, email info@nina.care with “CCPA Request” in the subject line. You may designate an authorized agent.

Brazil (LGPD)

Brazilian users have all rights under LGPD. For complaints, you may contact the Brazilian ANPD (National Data Protection Authority).

Canada (PIPEDA)

Canadian users may contact the Office of the Privacy Commissioner of Canada if unsatisfied with our response.

Australia

Australian users may contact the Office of the Australian Information Commissioner (OAIC) if unsatisfied with our response.

16. Consent Process

When registering, Users must agree to this Privacy Policy and our Terms & Conditions. Consent records (date and time) are stored in our system.

17. Changes

We may update this Privacy Policy from time to time. Users will be notified before changes take effect. Continued use of the Platform constitutes acceptance.

18. Contact

For questions, please contact:
📧 info@nina.care
📞 +31 6 30229413
📍 Herengracht 255, 1016 BJ Amsterdam, The Netherlands