Privacy Policy
This policy explains what personal information we collect, why we collect it, and what you can do about it. We teach children, so we hold information about children as well as adults, and we treat that with particular care.
1. Who we are
AYNAM Limited, trading as Smartmonies, is the data controller for the information described here. We are registered in England and Wales, company number 13693137, at 167–169 Great Portland Street, London W1W 5PF.
For anything about your data, email info@smartmonies.co.uk.
2. Information we collect
About the parent or guardian
- Your name and email address
- Billing details needed to take payment
- Your account login details
- Messages you send us
About your child
- First name only
- Age or school year, so we can pitch lessons at the right level
- Anything you choose to tell the teacher in the optional notes field
- Which classes they attended and which lessons they completed
Collected automatically
- Basic technical information such as browser type and pages visited
- Cookies, as described in our Cookie Policy
Payment information
Card details are handled directly by our payment provider and never reach our systems. We see only enough to identify the transaction.
3. Why we use it, and our lawful basis
| What for | Lawful basis |
|---|---|
| Delivering classes and managing your account | Performance of a contract |
| Matching your child to the right lesson level | Performance of a contract |
| Taking payment and issuing receipts | Performance of a contract |
| Keeping accounting and tax records | Legal obligation |
| Safeguarding children in our care | Legal obligation and substantial public interest |
| Improving our teaching and website | Legitimate interests |
| Marketing emails | Consent, which you can withdraw at any time |
4. Who we share it with
We do not sell your data. We share it only with service providers who help us run Smartmonies, and only as much as they need:
- Our payment provider, to process payments
- Our video platform, to run live classes
- Our email provider, to send confirmations and reminders
- Our website hosting provider
- Our teachers, who see your child’s first name, age and any note you leave
We may also disclose information where the law requires it, or where we have a safeguarding concern about a child’s welfare. Safeguarding is the one situation in which we may share information without your agreement.
5. How long we keep it
- Account and booking records — while your account is open, then up to two years
- Payment and invoice records — six years, as tax law requires
- Marketing consent — until you withdraw it
- Safeguarding records — as long as necessary, which may be longer than the periods above
6. Where your data is held
Some of our providers operate outside the UK. Where data is transferred abroad, we rely on UK adequacy regulations or on approved contractual safeguards.
7. Your rights
Under UK data protection law you can ask us to:
- Give you a copy of the information we hold
- Correct anything inaccurate
- Delete information we no longer need
- Restrict or object to how we use it
- Transfer it to another provider
- Stop sending marketing, at any time
You can exercise these rights on your child’s behalf. Email info@smartmonies.co.uk and we will respond within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first so we can put it right.
8. Security
We use encrypted connections, restrict access to those who need it, and require our providers to meet appropriate security standards. No system is perfectly secure, but we take this seriously — particularly for information about children.
9. Changes
If we change this policy we will update the date at the top. Significant changes affecting how we use your information will be emailed to you.