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Prompt Maternity

Privacy Policy

Full Privacy Policy

At the PROMPT Maternity Foundation we are committed to protecting your personal data.

The details you provide will only be used by The PROMPT Maternity Foundation.  We will never swap, share or sell your details.

We protect any personal information that you share with us, or that we get from other organisations and we keep it safe.  We always aim to be clear with you about how we will use your data and we promise not to do anything with it that you would not reasonably expect.

What is the definition of personal data?

Personal information is any information that can be used to identify you.

It can include information such as:

  • Your name
  • Date of birth
  • E-mail address
  • Postal address
  • Telephone number

The type and quality of information we collect and how we use it depends on why you are providing it.  We promise we will only gather information from you that is adequate and relevant to be used for an explicit and specific purpose.

Where do we obtain personal data from?

We collect information about you when:

  • You complete a Contact Us form on the website
  • Make a donation and/or register for Gift Aid
  • Ask about our activities
  • Share your story with us
  • Register to take part in an activity with us
  • Become a member of the charity
  • Become an employee of the charity
  • Become a volunteer of the charity
  • You are a visitor to the charity

If you register your details for details for on-line fundraising with Just Giving or any other similar organisation, then those organisations will share your data with the charity.  We use this data to contact you to acknowledge your gift and to see if we can offer any support or guidance.

Whenever you provide personal data you should check the Privacy Policy of that organisation to fully understand how that organisation will process your data.

Social Media

We will only contact you through social media sites such as Facebook, Linked In, Instagram or Twitter if your privacy settings give us access to your contact details.

How do we use your information?

We will use your personal information to provide you with the information, support or services you have specifically asked for e.g. information about training courses, events or fundraising activities.
We will use your information to gain a full understanding of your needs so we can develop and offer you the best possible service.
We will use your information for internal administrative purposes (such as our accounting and records) and to let you know about changes to our services or policies.
We will use your information to claim Gift Aid on your donations (if applicable)
We may use your personal information to look into, and respond to, complaints oer other issues.
We will use your bank account details to process a donation you have made to us.

Who do we share your information with?

We will not share or sell your personal data with any third parties with your permission.

Third party organisation who collect data on our behalf

We work with a number of external organisations who collect data on our behalf.  These include, but are not limited to:

We have given these organisations permission to collect data on our behalf and, unless you specify otherwise, they will share that data with us.

How can you ask The PROMPT Maternity Foundation to stop using your personal data?

You have the right to withdraw consent for us to contact you at any time.

You are not required to provide personal data to us, however your failure to do so may affect our ability to provide the services you request.  For example we are unable to process your registration to attend a training event if you do not provide the information required or we are unable to receive a donation from you if you do not provide us with your payment information.

If at any time you wish to withdraw your consent and tell us not to contact you then please contact a member of The PROMPT Maternity Foundation by:

Email: info@promptmaternity.org 
Post: The PROMPT Maternity Foundation, The Chilterns, Women and Childrens Health, Southmead Hospital, Bristol BS10 5NB

We will endeavour to make sure your preferences are updated as soon as possible and within a maximum of 72 hours.

How can I update or correct the personal data the charity has from me?

You can contact us at any time to update the personal details we have on our database – in fact that would be a great help to us.

You can also contact us at any time to inform us if you would like to change your contact preferences or to change what information you would llike to receive from us e.g charity newsletter.

We will endeavour to make sure your preferences are updated as soon as possible and within a maximum of 72 hours.

Your rights

You will always have control over your personal data.  You have the right to request information about the data we hold on you at any time for free.  We promise to provide access to that data within 1 month of your request.

You have the right to correct your data and update your preferences at any time.

You have the right to have your data erased at any time.

You have the right to ask us to stop processing your personal data at any time.

How often will my preferences be refreshed?

We will not pester you, but we do want to make sure we keep your information up to date. Therefore, unless we hear from you sooner, we will make contact with you through your preferred method at least every 24 months.

You can help us to keep the details we have for you up to date by informing us if you move house or change your e-mail address or telephone number.

Who do I speak to if I have a question regarding the use of my data?

If you have any questions or queries about any aspect of how we store, update and use your personal data then we are more than happy to talk to you.  In the first instance please contact our Business Support Manager via email, Debbie Sirett.

How can I lodge a complaint about the way in which the charity has used my data?

In the first instance we would ask you to contact us to discuss your concerns, however if you are unhappy with the way in which we have dealt with a query regarding the use of your data then it is within your rights to lodge a complaint with a supervisory authority.

The ICO (Information Commissioner’s Office) is the UJ’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals.

You can find out more information or report a concern through the ICO website.

How does the charity keep your data safe and who has access to it?

Everyone who handles your data has a responsibility to protect it in accordance with the law.  The charity has a comprehensive Data and Procedure Management policy in place to ensure that staff members are aware of the regulations surrounding the use of personal data.  All staff and volunteers who have access to your data will be trained.

What security is in place to protect the loss, misuse or alteration of your information?

A data breach can be defined as ‘accidental or unlawful destruction, loss alteration, unauthorised disclosure of, access to, personal data’.

In the event of a data breach the charity will contact the ICO (Information Commissioner’s Office) within 72 hours.  The consequences of the breach will be documented with the appropriate actions taken to mitigate the consequences.

The charity has a commitment to our supporters to alert them if the breach poses a high risk to the rights and freedoms.  As a charity, we are committed to notifying the ICO if an individual is likely to suffer ‘some form of damage’, such as identify theft.  We also promise to contact the ICO if the data breach leaves any of our supporters open to financial loss.

Will your Personal Data ever be transferred outside the United Kingdom?

The PROMPT Maternity Foundation is based in Bristol in the United Kingdom and, as the PROMPT Maternity Foundation is your Data Controller (as defined in the GDPR) your personal data will be principally held in the United Kingdom.  In the event that any of your personal data needs to be transferred to another jurisdiction, then such transfers will only occur where the transfer:-

  • Is not repetitive (similar transfers are not made on a regular basis)
  • Involves data related to only a limited number of individuals
  • Is necessary for the purpose of the compelling legitimate interests of the PROMPT Maternity Foundation (in the light of an assessment of all the circumstances  surrounding the transfer) to protect the personal data.

For the avoidance of doubt, all dealings between you and the PROMPT Maternity Foundation shall be governed by and construed in accordance with English Law, and shall be subject to exclusive jurisdiction of the courts of England and Wales.

How will I know if you make changes to this Privacy Policy?

The date in the footer of this document indicates when this document was last updated.  When we make changes to this privacy document we will make an announcement on our website and through social media channels.

 

Updated 3rd June 2018