At The For Baby's Sake Trust we operate with openness, honesty, integrity and in compliance with the law. We are committed to protecting your personal information and being transparent about what we do with it.
This privacy notice sets out how we collect and use your personal data, and how we keep it private and secure in accordance with data protection regulations.
This privacy notice explains:
How we collect your personal information
What information we may collect from you
How we use information
Who we share your information with
How we protect and store your information
How long we keep your information for
Children and young people
Research and profiling
Your choices regarding the information we hold
How to change the way we contact you
Changes to this privacy notice
Please read this privacy notice carefully; by providing us with your personal information, you consent to the collection and use of any information you provide in accordance with this policy. Any changes we make to it will be posted on this page so please check back from time to time. If you have any questions about this notice, please contact our Data Protection Officer by emailing firstname.lastname@example.org or by ringing 01438 873420.
How we collect personal information
To ensure that The For Baby's Sake Trust offers the best possible services, communicates with you in a timely and appropriate way and operates as efficiently as possible in everything we do, we may collect personal information from and about you as follows:
- If you become engaged in the For Baby’s Sake programme as a service user, this may involve your For Baby’s Sake Practitioner asking for your explicit, informed consent to gather and share information, allowing us to provide you with the best possible service as efficiently as possible
- You might have expressed an interest in becoming or have become a donor or supporter of the Trust and/or For Baby’s Sake
- Through your own work or positions you hold, you might be engaging with the Trust and/or For Baby’s Sake, either directly coordinating your efforts with us or indirectly connected as a member of our wider network of stakeholders
- You might attend one of our events or meet a member of Trust staff or Board of Trustees at a conference or other event
- We may have contacted each other (or been introduced to each other) because you, the Trust or the person introducing us realised we have common interests and it might be helpful to stay in touch
- You may have signed up to receive our regular newsletters or other communications
- You may have applied for a job or voluntary position with The For Baby's Sake Trust
- You may have sought a grant or donation from The For Baby's Sake Trust
- When you visit our website, we may gather information, such as which pages you visit or how long you spend reading a particular page. This helps us to improve your online experience, for example by adding new features or removing elements that make the website difficult to use.
- If information about you is available publicly, for example from sources such as Companies House or published in the media, we may combine it with the information we already have in order to gain a better understanding of you and how you might be interested in supporting us. This enables us to improve our communications, fundraising methods and services and make our work as cost effective as possible.
 For Baby’s Sake is a programme that works with expectant co-parents to make changes in their lives and end hurtful or harmful behaviour so they can feel safe, respected and good about themselves and create a positive future for their baby and any other children in their family.
 Your consent (and that of your child(ren) should they be aged over 13 years) may be sought, except when the sharing of information could prevent a crime or protect a child, you or another person from abuse or harm. We will always try to tell you when information is being shared unless it is not safe to do so or if we cannot contact you and we believe your vital interests or that of another adult or child at risk.
What information we collect
Depending on how you come into contact with us, the information we collect may include the following:
- Personal details (for example, name, email address, postal address, telephone and/or mobile number, date of birth, gender)
- Financial details (for example, the donations you’ve made, bank details and taxpayer status where necessary to understand if we can claim Gift Aid)
- Details of your interests and preferences, for example, the actions you’ve taken in support of the Trust and/or For Baby’s Sake, the ways you’ve supported us and your contact preferences.
- We may also gather information that is publicly available to build up a better picture of you and your interests, so we can consider how best to ask for your support. We are mostly likely to do this desk research ourselves, though we may contract another organisation to do this work for us and/or may use third party subscriptions to help us understand things such as the demographic information associated with your postcode, an estimate of your age, information about directorships and shareholdings, employment and earnings as well as your charitable interests and giving history. We do this to make sure our communications to you are appropriate and tailored – something we know means a lot to supporters.
For those who engage in For Baby’s Sake, we may seek your consent to gather personal details as well as your explicit consent to gather more detailed sensitive personal data (now known as ‘special category data’) such as information relating to your race, ethnic origin, religion, health, personal history, marital/ relationship status, family situation. This enables us to work with you to assess your needs as fully as possible and match them to the service and support we provide.
How we use your information
How we use your information will depend on why you are providing it. We will only ever use your data with your consent, making clear what purpose or purposes your information is being collected for, or where it is necessary in order to:
- Enter into, or perform, a contract with you;
- Comply with a legal duty;
- Protect your vital interests (or those of a child); or
- Fulfil our own lawful interests (legitimate interests), in order to carry out our activities, having considered carefully and balanced any potential impact on you and your rights, for example:
For administrative purposes:
- To keep a record of your relationship with us
- For internal administrative purposes, for example, accounting and records of all of our donors, supporters, stakeholders and volunteers, to contact you with a query about a donation or where you have contacted us with a question or concern
- To let you know about changes to our services or policies where relevant
- To process your donations or other payments, verify financial transactions and claim Gift Aid on donations if appropriate
- To look into, and respond to, complaints, legal claims or other issues
- To process a job application
For The For Baby's Sake programme, grant-making and other activities:
- To provide you with the information, services and support you ask for, or that we feel might be of interest to you, and reasonably expected by you
- To provide updates on our work and the difference we are making
- To carry out statistical analysis and research in order to help us to understand how we are performing and how we can improve our services
- To ask you to participate in surveys or research
- To keep track of your progress and impact if we have given you a donation or grant
For donors and supporters:
- To analyse the personal information we collect about you alongside publicly available information to understand you better and ensure our communications are tailored to you
- To carry out due diligence on potential or actual donors in accordance with our internal policies
For our website:
- To analyse and improve our website, services or information
- When you enter information into a form on our website and start but don’t complete a form or make a donation, we may send you an email to check if there is any help we can give or any problems you encountered
Who we share your information with
If you become engaged in For Baby’s Sake as a service user, this may involve us asking for your consent1 to gather and share information allowing us to provide you with the best possible support as efficiently as possible. Should you have a child or children over the age of 13 years who will be engaged in For Baby’s Sake, they may be asked to give their own informed consent to us gathering and sharing their information.
Once agreement is given, your information will only be shared as is necessary and appropriate in order to protect and support you, your co-parent and child(ren) and when there is a clear and legitimate purpose to do so. Your For Baby’s Sake Practitioner will take you through this process when they first meet with you and will make sure that you know who they may share information with and for what purpose whenever possible.
For the stakeholders and donors and supporters of The For Baby's Sake Trust, we may share your information when we partner with other organisations, for example, if you register for an event being jointly organised by us and another organisation, or with our partners, suppliers and sub-contractors for the performance of any contract we enter into with them.
We will keep your personal information confidential and, where we do provide it to other third parties as outlined above, we will only do so under terms specifically agreed with them, on conditions of confidentiality and security, and only for the purposes for which you have provided your information to us. We will never sell your personal data.
How we protect and store your information
We use a variety of physical and technical measures to keep your data safe and prevent unauthorised access to, or use or disclosure of, your personal information once we receive it from you. However, we cannot guarantee the security of any information you might transmit to us by electronic means before it reaches our systems so you do so at your own risk.
We make every effort to ensure your information is secure on the systems used by the Trust and For Baby’s Sake teamsand control who has access to it (using both physical and electronic means). Should we need to share your information with others, we do so securely.
All staff who have access to your personal data understand the importance of keeping your information safe and secure at all times and are given training to support them in this.
 This includes the secure systems used by the For Baby’s Sake teams’ host local authority partners; central Trust's systems, including our central data hub (Kim); and other secure systems, for example, the Star Online system for service users completing an Outcome Star with their For Baby’s Sake Practitioner.
How long we keep your information for
We will only use and store information on the systems used by the Trust and For Baby’s Sake teams for as long as necessary for the purposes it was collected for, and to meet any legal or regulatory requirement.
These retention periods depend on the nature of your contact with the Trust and For Baby’s Sake and why you have provided the data. For example:
- For those engaged in For Baby’s Sake as a service user, how long your and your child(ren)’s data will be kept for will take into account the retention periods in use in your local authority area, which may include:
- Up to 15 years for those accessing family support services
- 15 years after the closure of a Child in Need case by children’s social care
- 50 years from the disclosure of a child protection or safeguarding concern that has been investigated by social care
How long we keep your records will also depend on legal or regulatory requirements, including those relating to our insurance cover, and the agreement we have made to contact you in future to find out about the difference For Baby’s Sake continues to make for you and your family over the longer term
- If you have applied for a job or voluntary position with The For Baby's Sake Trust, we will keep your information for six months if you’ve been unsuccessful or, if you got the job, for seven years from the end of your employment (or 25 years if you’ve been employed to work with children or vulnerable adults to deliver For Baby’s Sake). With your consent, we may keep some of your information for longer, for example, if you want to keep in touch with our work or would like us to let you know if paid or voluntary opportunities arise in the future
- If you have made a donation to the Trust or have entered into a partnership / collaborative agreement with us, we will keep the information for up to 20 years from the date of your last donation or the date of the agreement and for longer, with your consent, for example to inform our future decision-making or help us evidence the history of the Trust. This retention period recognises the long-term nature of our relationship with donors and collaborative partners
- If you have subscribed to our regular newsletters or other communications, you can unsubscribe at any time
If you would like full details of these retention periods, please contact our Data Protection Officer by emailing email@example.com or by ringing 01438 873420.
Children and young people
In most cases, For Baby’s Sake service users have young babies and children under the age of 13 years and may be to consent for gathering and sharing information on their behalf. However, should you have a child or children over the age of 13 who will be engaged in For Baby’s Sake, they may be asked to give their own informed consent to us gathering and sharing their information.
Your rights regarding the information we hold
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which include the right to:
Access your personal information (known as a ‘subject access request’);
Object to processing of your personal information;
Object to automated decision-making and profiling;
Restrict the processing of your personal information;
Portability of your personal data;
Correction of your personal information; and
Erasure of your personal information
Please keep in mind that not all of the rights listed above are absolute and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you are a For Baby’s Sake service user and have any queries or concerns, please do not hesitate to talk to your For Baby’s Sake Practitioner or their Team Manager, who may be able to answer all of your questions or else will put you in touch with the relevant Data Protection Officer who will make sure you have the specific information and contact details you need.
Alternatively, if you would like further information about your rights or would like to exercise them, please email firstname.lastname@example.org or write to our Data Protection Officer, The For Baby's Sake Trust, 4 Meadway Court, Rutherford Close, Stevenage SG1 2EF.
Whilst you do not have to use it, if you wish to request a copy of the information we hold about you, we can provide a template subject access request form which includes guidance on how to make your request (and should help us respond more quickly). We won’t charge an administration fee for considering and/or complying with any requests to exercise your rights, unless we believe the request is excessive in nature. If we are unable to fulfill your request for any reason, we will provide you with the reason why.
A link to the subject access request form can be found by clicking here- subject access request form
Making a complaint about data protection or privacy
If you wish to make a complaint that relates to your data protection and privacy rights, please contact our Data Protection Officer by emailing email@example.com or writing to our Data Protection Officer, The For Baby's Sake Trust, 4 Meadway Court, Rutherford Close, Stevenage SG1 2EF.
If you are not happy with the way we have handled your data and are unable to resolve the issue with us, you have the right to lodge a complaint directly with the Information Commissioner’s Office, the UK’s independent body set up to uphold information rights (https://ico.org.uk/concerns/).
If you wish to complain about a different matter, including those related to the Trust’s fundraising activities, you can do so in accordance with the Trust's Complaints Policy found at www.forbabyssake.org.uk/contact-us
How to change the way we contact you
We always want you to be happy with the communication you receive from us. If you want to change how you hear from us, or to update your details, simply go to www.forbabyssake.org.uk/preferences or email firstname.lastname@example.org (or you can also use the unsubscribe link in any email from us). If you tell us that you no longer want to hear from us for marketing purposes, please be aware that we may still contact you for administration purposes, such as about any donations you make and Gift Aid, or providing you with information you’ve requested or in helping resolve a query.
Research and profiling
For those For Baby’s Sake service users in London and Hertfordshire who have agreed to take part in the programme’s research evaluation by King’s College London, your data will be shared with the research team in line with the specific consent you have given. And, in future, if the Trust appoints research partners to find out whether For Baby’s Sake had, and continues to have, an impact for you and your family, we will ask for your consent to share your contact details with them.
For Baby’s Sake service users will be asked for their consent for the Trust to use your data to prepare anonymous quotes and case studies to help explain the programme and highlight the difference For Baby’s Sake has made for you.
For all For Baby’s Sake service users, the Trust stores your personal data on its central data hub and uses it to monitor practitioners’ workload, For Baby’s Sake teams’ activities and how the programme is being delivered across all sites. We use this data to prepare (anonymised) performance reports for our local partners, our Board of Trustees and partnership groups and to monitor the implementation of the programme and its impact.
For our wider groups of stakeholders, donors and supporters, we may use your data to help us to understand you as individuals or groups in order to target the information we share with you more effectively and to ensure our communications are relevant and timely.
If information about you is available publicly, for example from sources such as Companies House or published in the media, we may use profiling techniques, combining it with the information we already have in order to gain a better understanding of you and to improve our communications, fundraising methods and services. From time to time, we may engage specialist agencies to support us to gather data from publicly accessible sources and to help us identify individuals who may have an affinity with the Trust and For Baby’s Sake but with whom we are not already in touch. If you would prefer us not to use your data in this way, please contact us.
Changes to this Privacy Notice
We’ll amend this privacy notice from time to time to ensure it remains up to date and accurately reflects how and why we use your personal data. The current version of our privacy notice will always be posted on our website. This privacy notice was last updated in August 2020.
To download a subject request access form please click on document below-