Mum as You Are LTD Privacy Policy

ABOUT OUR PRIVACY POLICY

We are here to provide postnatal peer support currently in the Oxford area. We do this by facilitating one to one meet ups between new parents and more experienced parents, bringing groups of wider groups of new parents together and linking parents in with existing community organisations and resources.

Mum as You Are LTD (MAYA) (‘we’, ‘us’) is a registered company (no.15090542).

We are also registered with the Information Commissioner’s Office (ICO) (no. ZB588703) as a data controller and have a legal duty to protect the personal data that we collect and use.

MAYA is committed to protecting the confidentiality and privacy of personal information shared with us. This Privacy Policy will inform you how we look after your personal data, tell you about your privacy rights and explain how the law protects you. We comply with the Data Protection Act (1998) and the UK General Data Protection Regulation (GDPR).

Please contact us at jess@mumaya.co.uk with questions about this policy or your data protection rights. You can also request more detail about the personal information that we hold about you. You also have the right to contact the ICO if you have any concerns about Data Protection on 0303 123 1113 or at www.ico.org.uk.

This privacy policy aims to give you information about how MAYA collects and processes your personal data through use of the website, including any data you may provide through the website or when you benefit from our service.

This policy also applies to our use of personal information about our service users, people who may volunteer for us, people who may work for us, supporters and other organisations that we may be in contact with.

This privacy policy is to be read in conjunction with any other privacy policy and supplements other notices and privacy policies and is not intended to override them.

We might need to change this privacy notice from time to time. If we do, we will update this page to reflect changes in the law/ to our privacy practices. This private policy was last updated in October 2023.

PERSONAL DATA THAT WE COLLECT

When you use MAYA’s website or contact us through our email or website submission forms, MAYA obtains information about you.

Personal data means any information from an individual from which that person can be identified. We only collect information from you to provide you with the service that you need. We collect data from our service users, including website visitors, subscribers, supporters, stakeholders and perspective volunteers.

This information sometimes includes, but is not limited to:

Your first name and surname,
You contact details: email, phone number, email address, postal address
Your date of birth
Your experiences or interests
Your reasons for coming to us and personal stories and experiences
Details about your qualifications and experience
Information about your organisation (including contact details, employees and stakeholders)

We may also collect, store and otherwise use the following ‘special categories’ of sensitive personal data which need more protection. We only collect sensitive personal data if there is a clear rationale for doing so. These special categories of personal data include:

Your ethnicity
Your philosophical or religious beliefs
Your sexual orientation

You are under no obligation to share the above information. The main reason you may choose to share this information is as a parent-to-be or volunteer and you wish to be matched with a peer with similar ethnicity, philosophical or religious beliefs or sexual orientation.

Other special categories of personal data include:

Information about your health

This information will be collected to best understand your pregnancy or postnatal wellbeing and ensure that our peer-to-peer service is equipped to meet your needs. Given that MAYA has volunteers who will deliver the peer-to-peer support with new parents, it may be that MAYA feels unable to effectively work or support parents with specific or higher level needs. In these cases, we can discuss signposting you to other more suitable local services and organisations.

A further special category of personal data is:

Information about any criminal conviction

This information will be sought from volunteers as part of the DBS checks given that volunteers may be in the vicinity of new babies, perhaps other children in the family and women after giving birth.

We might also collect some information about the babies of our service users such as age, estimated due date (EDD), when they were born. We will only collect this from the parent(s).

HOW WE COLLECT PERSONAL INFORMATION

Most of the personal information we process is provided to us directly our service users, supporters, perspective volunteers, stakeholders or other organisations. We collect personal information from people when they:

Subscribe or contact us through our website
Enquire via email about our service
Apply to use our service
Apply to volunteer with us
Complete a survey or questionnaire or give feedback
Sign up to our newsletters

HOW WE USE PERSONAL INFORMATION

We use the personal information that we collect to:

Provide you with services or information that you have asked for
Keep a record of our relationships with service users, perspective volunteers, stakeholders, supporters, other organisations
Keep records relating to feedback or complaints
Provide people with information about us and our work (such as events, training). We will do this when we have explicit consent from those involved.
Invite people to participate in surveys and research
Undertake research and equal opportunities monitoring
To analyse and improve our work, services, activities and events (including our website), or for our internal records.
To report on the impact and effectiveness of our work.
To run/administer our website, keep it safe and secure and ensure that content is presented in the most effective manner for you and for your device.
To process your application for a volunteer/service user roles.
To register and administer your participation in events or for other administrative purposes.
To satisfy legal obligations which are binding on us, for example for DBS checks – with consent - for perspective volunteers who will work with children and families,
To match beneficiaries with perspective volunteers.
For the prevention of fraud or misuse of services.
For the establishment, defence and/or enforcement of legal claims.

We might not use your personal information for all these purposes – it will depend on our relationship with you, and how you interact with our services, website, and activities.

OUR LAWFUL BASIS FOR PROCESSING

We need a lawful basis to collect and use your personal information. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases for the purposes that we process personal information are:

1. Your consent

Where you have provided your consent for us to use your personal information in a certain way (such as to email you updates, information on services or newsletters, and we may ask for your explicit consent to collect special categories of personal information to help us provide a better service to you based on your needs and preferences). You can remove your consent at any time. You can do this by contacting jess@mumaya.co.uk

2. We have a contractual obligation

We may process your personal data as part of an agreement or arrangement that you have with us such as to administer your application for a volunteer role.

3. We have a legitimate interest

For example, for the purpose of us understanding whether our service could meet your needs, in a questionnaire you may share your identity details and personal information related to your mental health during your pregnancy (the latter falling under the special category of health requiring enhanced consent and greater sensitive handling). This information we would deem as necessary for our legitimate interests in providing appropriate postnatal peer support or otherwise signposting you to other more suitable support.

SHARING AND PROCESSING PERSONAL INFORMATION

We never sell personal information.

We do not pass on data to other organisations unless required to do so by law or with your specific permission.

HOW LONG DO WE RETAIN YOUR PERSONAL INFORMATION

Your information is stored securely electronically. We hold onto your personal information for as long is necessary for the relevant activity and relevant person. We hold all personal information in the strictest of confidence and in accordance with the law. We keep service users’ and volunteers’ relevant information for up to six months following the end of involvement for evaluation purposes. We will then either securely destroy or confidentially anonymise your data. Anonymisation is the process of either encrypting or removing personal information from data sets, so that it is not possible to identify individuals from the data. If your data is destroyed it will be disposed of in line with GDPR protocol, ensuring that data is ‘beyond use’ and that all copies of any data are destroyed from live and backup systems.

You have the right to ask us to delete personal information (right of erasure / right to be forgotten) that we hold about you in some circumstances. Such as, where it is no longer required for processing, you no longer consent to the processing or where you object to processing. If you validly exercise your right of erasure, we will delete your personal data.

YOUR DATA PROTECTION RIGHTS

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at jess@mumaya.co.uk if you wish to make a request.

CHANGES TO THIS POLICY

We might need to change this privacy notice from time to time. If we do we will update this page to reflect changes in the law/ to our privacy practices. We will notify you of significant changes by placing an update on our website and on our emails.

Thank you for taking the time to read our Privacy Policy.

Mum as You Are LTD Privacy Policy

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