At Birth And Baby Information, Education, Support (BABIES) we take your privacy seriously and are committed to ensuring that your personal data is protected in accordance with data protection laws and used in line with your expectations.
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how BABIES uses your data; for example we will explain things such as the legal reason for processing your personal data and how we ensure that your data is protected.
When we refer to “we”, “us” or “our”, we mean BABIES.
Who we are
BABIES stands for Birth And Baby Information, Education, Support, a Community Interest Company incorporate in the England and Wales (number 04008327) with its registered office address at 11 Shelley Close, Hitchin, Herts, SG4 0PW.
The legal basis for handling your data
Personal data means any information capable of identifying an individual. It does not include anonymised data.
When collecting your personal data, we’ll always make it clear to you which data is necessary in connection with a particular service.
The law on data protection sets out a number of different reasons for which an organisation may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example when you tick a box to receive email newsletters, or when we send you certain marketing information. We ask for your consent to do this, and we will only send you our newsletter for as long as you continue to consent.
We also rely on consent when you allow us to take images of you during classes.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you order a course manual from us from our website, we’ll collect your address details to deliver your purchase. We require this information in order to process your payment, deliver your goods and fulfil our contract with you. If you book a course with us, we will require contact details in order for us to be in touch with you to confirm your booking and provide you with the relevant details. If you enter into a contract with us we will also need certain information to fulfil the agreement we have with you.
If the law requires us to, we may need to collect and process your data.
For example, where we have child protection concerns we are obligated to pass the information on to law enforcement and the relevant department within the Local Authority.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will combine the booking history of many members to identify trends and ensure we can keep up with demand, or develop new courses/services.
We may also email you after you have filled in our contact form in order to follow up on your interest in our courses and services. We will do this based on our legitimate interest in marketing our courses and services.
When do we collect your personal data?
We collect your personal data when you:
- Visit our websites and book courses or purchase course manuals, redeem vouchers from us, or submit an enquiry, on the phone or online.
- Comment on or review our products and services or take part in one of our competitions.
- Sign up to receive one of our newsletters; we ask for your name and your email address.
- When you communicate with us via social media.
- Choose to complete any surveys and you choose to provide your personal details.
- Have given a third party permission to share with us the information they hold about you in order to use one of our services.
- Apply for a job to work for us.
- Contact us by any means with queries, etc.
What sort of data do we collect and how we use your information?
We want to deliver excellent customer service. In order to achieve this we do need to have relevant information about our service users.
The types of data we collect and how we use it
- When you purchase products from us online, we ask you for your name, billing/delivery address, contact telephone number, email address and payment information. We will use your information to verify your payment details for your purchase, process your order and to send you your goods. We will also send you a receipt via email and we may use your telephone number to contact you regarding your purchase (such as processing returns).
- If you purchase an item on this site or ask us to deliver your purchase to someone else, we ask for the recipient’s name, postal address, and e-mail address. We use this information to send the item to the recipient.
- We may also email you after your enquiry in order to follow up on your interest and ensure that we have answered it to your satisfaction.
- Technical Data that includes data about your use of our website and online services such as your IP address, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant content and advertisements to you and to understand the effectiveness of our advertising.
- You may be able to participate in research, surveys, prize draws and other promotions. If you choose to participate in these surveys, we ask for information such as your name, e-mail address, contact information, feedback and survey responses. We use your personal data to give greater insight and accuracy into our research and we may also contact you to provide further information regarding your response. We will also use your personal data to administer our prize draws (where applicable). If you request further information we will use your personal data to respond to the request. We may also use this information to develop and improve our products and services and our customer relationships (where relevant).
- We will ask for your consent to use your name and email address to email you our newsletter which contains information about our products, special offers, and other relevant information which we feel might be of interest to you.
- If you have a complaint about one of our services we will normally require your name, contact details and relevant information about your concern, in order to be able to resolve the matter.
We do not collect any Sensitive Data about you in a way that could identify you. Sensitive data refers to data that includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. We do not collect any information about criminal convictions and offences.
We ask a person’s nationality when collecting anonymous data in order to help us ensure we are reaching a diverse community.
Receiving information relating to a third party
Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this notice.
Who do we share your data with?
We sometime share your data with trusted third parties which include:
- IT companies that support our website development and support other business related software.
- Banking services to process payments.
- Courier companies that deliver goods on our behalf.
- Marketing companies that help us manage our marketing communications for example an e-newsletter platform, if you have signed up for this.
- Our insurance underwriter (only where applicable).
How do we protect your data?
We take the security of your personal data seriously. We have internal policies and strict controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed and to prevent unauthorised access. Any payment transactions will be encrypted.
Where do we store your data?
All data you provide to us is stored on secure computers located within the UK. We may also store paper records in locked filing cabinets or locked cupboards.
Any bank details provided during a transaction are not stored by us and only necessary details are obtained by our bank to process payments.
For how long do we keep your data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
As a data subject, you have a number of rights. You can:
- request to access and obtain a copy of your data;
- request that we change incorrect or incomplete data; and
- request that we delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
Where we rely on consent to processing your personal data you can request to withdraw your consent at any time for example, you may choose to stop receiving one of our newsletters by clicking the unsubscribe link in any e-mail we send to you.
If you would like to exercise any of these rights, please contact us at firstname.lastname@example.org or write to us at BABIES 11 Shelley Close, Hitchin, Herts, SG4 0PW.
There is no fee for obtaining your data or exercising your rights with regard to the data we hold about you. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
Our website includes links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Changes to this notice
We keep this notice under regular review. Any changes to this notice will be posted on our website, so that you may be aware of how we use your data at all times.
Date of this privacy notice
This privacy notice was last updated on 24th May 2018