Privacy Policy
This Privacy Policy applies to information we collect about individuals who interact with our organisation.
The Birth Partner Project ( hereinafter referred to as TBPP ) is committed to ensuring that your privacy is protected and that any information you provide will only be used in accordance with our Privacy Policy. This policy explains what personal information we collect, how that information is stored and how we use it. TBPP may change this policy from time to time; the most up to date version will always be stored on our website. The current version of this policy is effective from October 2019.
If you have any comments or questions about this policy, please contact us at info@birthpartnerproject.org
1. The Data Protection Principles
TBPP applies the following Data Protection Principles to data that it uses or ‘processes’:
Personal data will be obtained only for the purpose specified.
Personal data will not be kept for longer than is necessary for purpose.
Personal data will be deleted or corrected if found to be inaccurate, as soon as reasonably practicable.
Personal data will be processed in accordance with the rights of data subjects.
Appropriate technical and organisational measures will be taken against unauthorised or unlawful access to and processing of personal data.
Personal data will not be transferred outside of the organisation without your permission or unless we are required to do so by law.
Anonymised information may be used to provide aggregated data for reports to donors and to respond to enquiries by third party organisations, where relevant to TBPP.
Information we hold is stored within the European Economic Area only.
2. The information we record and use
If you contact TBPP with an enquiry
If you contact us with a general or specific enquiry, we will use the information you send us to provide an appropriate response. When we use your personal data for this purpose, we do so for our legitimate business interest in communicating with you in accordance with your wishes and expectations.
We will only keep your information for as long as is necessary in order to manage your query.
We usually keep records of routine queries for 6 months.
We will share your data with our service providers, service users, and our management team if this is relevant to the enquiry.
If you volunteer with TBPP
If you apply to volunteer with us, we will use the information you send us to:
Assess your suitability to volunteer with the women we support, including obtaining references in support of your application
Inform you about volunteer opportunities
Meet our responsibilities in relation to the protection of vulnerable adults, children and safeguarding
Send you additional Project-related communications relevant to your role
If you are successful in applying to volunteer with us, we will record and use the following information:
DBS status including the certificate number and expiry date. All records of personal documents provided will be destroyed once the check has been processed
Your engagement as a volunteer
Project-related feedback you provide consent for us to share (otherwise this may be used anonymously).
When we use your personal data for these purposes above, we do so for our legitimate business interest in accordance with the volunteer agreement you have applied for/entered into.
We will usually keep volunteer records for three years after an active volunteer role has finished.
We will share your data on a need to know basis with our management team, and with our service users (with your permission), as relevant to your role. We will also keep anonymised data for reporting to donors, trustees and other organisations as relevant to TBPP purposes.
If you make a referral to TBPP
We will use referral information to assess eligibility for TBPP support and to respond to such requests appropriately. Any referral for TBPP support should be made with the consent of the expectant (or new) mother. A referral is managed in a confidential manner, only by designated TBPP coordination personnel.
Once a referral is agreed upon, we only use the personal data it contains with the consent of the expectant (or new) mother who has consented to TBPP support (separate service user agreement, which also describes who personal information will be shared and for what purpose).
We usually retain personal data supplied in connection with a referral only for as long as necessary to assess eligibility for TBPP support. If we are unable to offer support, identifiable information will be deleted.
If a woman is supported by TBPP, relevant personal information will be stored securely for up to 2 years. We will also keep records in an anonymised form for donor reporting and impact assessment purposes.
If you make a donation to TBPP
If you use our website or fundraising website to make a donation, we will keep a record of your donation and your contact details, as is necessary for the purpose of our legitimate interests in maintaining record-keeping and accounts. We will not use it for any other purpose without requesting consent.
We keep information regarding your donations for 3 years.
If you sign up for the TBPP newsletter
If you sign up for our newsletter, we will keep a record of your contact details to email the newsletter to you. You can withdraw your consent by emailing info@birthpartnerproject.org or by clicking ‘unsubscribe’ at the bottom of the newsletter.
We will keep your contact information for as long as you are interested to receive the newsletter.
We share these data with our volunteers responsible for managing the distribution of the newsletter.
3. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded onto your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg: remembering your preferences and counting the number of people looking at a website. It is necessary for us to store a small amount of information, usually through cookies, to deliver the website functionality that you would expect.
We also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about the usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available here.
4. Your rights
You have a range of rights over your data, which include the following:
Where data is processed on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example, by including a link to enable you to unsubscribe at the bottom of our emails).
You have the right to ask for rectification and/or deletion of your information
You have the right to access the information we hold on you. You can make a request to see this information at any time by emailing info@birthpartnerproject.org or writing to us at:
Trinity Centre
Piercefield Place
Cardiff
CF24 1LE
You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website.
We may modify this Privacy Policy from time to time and will make the most current version available on our website.