Privacy Policy

Last updated: August 2026

The safety and privacy of our families and candidates is paramount. This notice explains how Smart Childcare Agency ("the Agency") collects and uses personal data, in accordance with UK data protection law (UK GDPR and the Data Protection Act 2018).

Data controller: Smart Childcare Agency. Data protection contact: Tuuli Liiskmaa, hello@smartchildcareagency.com.

Information we collect — families

• Your name, address and contact details, including email address and telephone number;
• Details of your childcare requirements, your family members and family home;
• The hours required, proposed pay and other benefits;
• Reference contact details supporting your application to become a client.

Information we collect — candidates

• Your name, address, date of birth and contact details;
• Details of your experience, qualifications and preferences;
• Identity documents, right-to-work evidence, references, background and criminal record checks (DBS or country equivalent), collected directly or via trusted partner agencies.

Why we process personal data

We process data to take steps at your request prior to entering into a contract with you, and to perform that contract. In some cases we process data to comply with legal obligations — for example, checking a candidate's eligibility to work in the UK before any placement is made.

The Agency has a legitimate interest in processing personal data during the recruitment and matching process: it allows us to assess suitability, make well-matched introductions, keep you informed of relevant candidates or families, and respond to or defend against legal claims. Where we rely on legitimate interests, we have considered whether they are overridden by your rights and freedoms and concluded they are not.

Who has access to your data

Your information is shared internally for the purposes of recruitment and placement support, and — only as necessary — with prospective matches (families or candidates), our trusted partner agencies, referees, background-check providers and the Disclosure and Barring Service. Candidate data may be transferred outside the UK/EEA only where an adequate level of protection or appropriate safeguards are in place. We will not disclose your information to other parties without your permission unless legally required to do so.

How long we keep data

Many of our families and candidates return to us over the years, so we retain registration and profile data for up to 4 years after our last meaningful contact, in case future opportunities suit you. You may ask us to delete your data at any time and we will do so promptly.

Where a placement is made, the contractual and financial records of that placement are retained for 6 years after the placement ends, in line with the legal limitation period for contractual matters.

Criminal record (DBS) certificate details are not retained beyond the placement decision; we keep only a record that the check was satisfactorily completed and its date.

Your rights

• Access and obtain a copy of your data on request;
• Require us to correct incorrect or incomplete data;
• Require us to delete or stop processing your data where no longer necessary;
• Object to processing based on legitimate interests.

To exercise any of these rights, contact Tuuli Liiskmaa at hello@smartchildcareagency.com. If you believe we have not complied with your data protection rights, you may complain to the Information Commissioner's Office (ico.org.uk).