This policy explains, in plain English, what personal information Smoothly Operating Nursery collects about you, why we collect it, how we keep it safe, and the rights you have. We only collect what we genuinely need to respond to you and provide our services.
In short: we use your details to reply to your enquiry, arrange calls and deliver the support you ask for. We do not sell your data. You can ask us to show, correct or delete your information at any time by emailing hello@smoothlyoperatingnursery.com.
1. Who we are
Smoothly Operating Nursery is a sole trader business run by Marzena Monit, providing practical nursery operations support, templates and improvement planning to nursery owners and managers in the UK.
For the purposes of UK data protection law, Smoothly Operating Nursery is the "data controller" — this means we decide how and why your personal data is used. You can contact us about anything in this policy using the details in section 12.
- Business name: Smoothly Operating Nursery (Marzena Monit, trading as Smoothly Operating Nursery)
- Email: hello@smoothlyoperatingnursery.com
- Postal address: [Add your business address]
- ICO registration number: [Add if registered — see the note in section 13]
2. What information we collect
We only collect information you choose to give us, plus a small amount of technical data created automatically when you visit the site.
Information you give us
When you complete the enquiry form, book a call or email us, we may collect:
- Your name and email address
- Your nursery name, your role, and your location (if you provide them)
- Approximate nursery size
- The areas you would like help with and the type of support you are interested in
- What is currently causing you difficulty, and any deadlines or timescales you mention
- Whether you have consented to receive occasional tips and template updates
- Any other information you include in messages to us
Please only share what is necessary. We do not need — and ask that you do not send us — information about identifiable children, families or staff (for example safeguarding records or individual staff files). Describe your operational challenges in general terms.
Information collected automatically
Like most websites, our hosting provider and any analytics we use may record basic technical information such as your device type, browser, approximate region and the pages you visit. This helps keep the site secure and working properly. See section 9 for cookies and analytics.
3. Why we use your information, and our legal basis
UK data protection law requires us to have a valid reason ("lawful basis") for using your data. Ours are:
| What we do | Why | Lawful basis |
|---|---|---|
| Reply to your enquiry and suggest the right next step | To respond to a request you made and answer your questions | Legitimate interests / steps before entering a contract |
| Arrange and hold a consultation, remote review or nursery visit | To deliver the service you asked for | Performance of a contract |
| Send occasional operations tips and template updates | Marketing you have opted into | Consent (you can withdraw it any time) |
| Keep basic records, invoices and correspondence | To run the business, keep accounts and meet tax obligations | Legal obligation / legitimate interests |
| Keep the website secure and improve it | To protect the site and understand how it is used | Legitimate interests |
Where we rely on legitimate interests, we have considered whether this is fair to you and believe our use of your data is reasonable and expected. You can object at any time (see section 8).
4. Marketing
We will only send you marketing emails if you have ticked the box to opt in, or where the law otherwise allows it. Every marketing email includes an easy way to unsubscribe, and you can also ask us to stop at any time by emailing us. Opting out of marketing will not affect any service you have asked us to provide.
5. Who we share your information with
We do not sell or rent your personal data to anyone. We share it only where necessary to run the business, and only with trusted providers who process it on our behalf under contract. These may include:
- Website hosting — to run this site (e.g. Vercel)
- Booking software — to schedule calls (e.g. Calendly)
- Form and email tools — to receive and manage enquiries (e.g. Tally, Google Workspace / Gmail)
- Payment providers — to take payment for paid services (e.g. Stripe). We do not see or store your full card details
- Accountants or professional advisers — where needed to meet legal and tax duties
We may also share information if we are required to by law, or to protect our legal rights.
6. Sending data outside the UK
Some of the providers above may store or process data outside the UK. Where that happens, we take reasonable steps to make sure your data is protected to a standard recognised by UK law — for example by relying on providers covered by an adequacy decision or by appropriate safeguards such as standard contractual clauses.
7. How long we keep your information
We keep your personal data only for as long as we need it:
- Enquiries that do not become work: normally up to 12 months, then deleted.
- Clients: for the length of our work together and for a reasonable period afterwards.
- Financial records: for at least 6 years, as required by UK tax law.
- Marketing contacts: until you unsubscribe or ask us to remove you.
8. Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the personal data we hold about you
- Ask us to correct anything that is wrong or incomplete
- Ask us to delete your data ("right to be forgotten") where there is no good reason for us to keep it
- Ask us to restrict or stop using your data in certain situations
- Object to us using your data for direct marketing, or where we rely on legitimate interests
- Ask us to transfer your data to you or another provider (data portability), where this applies
- Withdraw consent at any time, where we rely on consent
To exercise any of these, just email hello@smoothlyoperatingnursery.com. We will respond within one month. Using your rights is free.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You also have the right to complain to the UK regulator, the Information Commissioner's Office (ICO), at ico.org.uk or by calling 0303 123 1113.
9. Cookies and analytics
This website uses only the cookies and technologies needed to make it work and keep it secure. If we add analytics (such as Google Analytics, Plausible or Fathom) to understand how the site is used, we will use privacy-friendly settings and update this policy. We do not use advertising or tracking cookies to build profiles about you. You can control or block cookies through your browser settings.
10. Keeping your information secure
We take reasonable technical and organisational steps to protect your data against loss, misuse or unauthorised access — for example using reputable providers, secure connections and access controls. No system can be guaranteed 100% secure, but we take your privacy seriously and act promptly if a problem arises.
11. Children's data
Our service is aimed at nursery owners, managers and staff — that is, adults acting in a professional capacity. This website is not directed at children, and we do not knowingly collect personal data about children through it. As noted in section 2, please do not send us information that identifies individual children in your setting.
12. Contact us
If you have any questions about this policy or your personal data, please contact:
Smoothly Operating Nursery
Email: hello@smoothlyoperatingnursery.com
13. Changes to this policy
We may update this policy from time to time. When we do, we will change the "last updated" date at the top of the page. Please check back occasionally so you are aware of any changes.
Note for the site owner (remove before publishing): Add your business address and, if you process personal data as a sole trader, register with the ICO and pay the annual data protection fee (usually required unless you qualify for an exemption) — then add your registration number in section 1. Update the list of providers in section 5 to match the tools you actually use. Consider having this policy reviewed by a solicitor for your specific circumstances.