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 Trust’s For Baby’s Sake[1] programme as a service user, this may involve your For Baby’s Sake Practitioner asking for your explicit, informed consent[2] to gather and share information, allowing us to provide you with the best possible service as efficiently as possible[3]

• You might have expressed an interest in becoming or have become a donor or supporter of The For Baby’s Sake Trust and/or the For Baby’s Sake programme
• Through your own work or positions you hold, you might be engaging with The For Baby’s Sake Trust and/or the For Baby’s Sake programme, 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
• Like most websites, when you visit ours, we use ‘cookies’ to help us make our site – and the way you use it – better.  Cookies mean that a website will remember you.  They’re small text files that sites transfer to your computer (or phone or tablet) and they make interacting with a website faster and easier.  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.  For more information on use of cookies, please view our Cookies Notice at https://www.forbabyssake.org.uk/cookies/
• We do prospect research to identify people who may be interested in supporting the Trust with their money, time or skills and to look at people who already support us in this way to see if they might be interested in supporting us further. This includes looking at information on current or past supporters, as well as reliable sources in the public domain, including using online intelligence tools.  This helps us prioritise our resource, tailor funding proposals or requests for support, improve our communications and make our work as cost effective as possible.
• We do not ask for consent but rely on legitimate interests as our lawful basis for our prospect research.  We will tell you if we do conduct research on you as soon as possible.  You will be able to see the information we have collected and, if we can’t tell you within six months, we will delete this information from our records.

[1]

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.

[2]

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.

[3]

Except for the Blackpool For Baby’s Sake team which is employed by Blackpool Council and uses public task as its legal basis (see section 4)

If you are already in 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)
• 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 For Baby’s Sake Trust and/or the For Baby’s Sake programme, the ways you’ve supported us and your contact preferences
• We may also gather information that is publicly available, including using online intelligence tools, 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 as service users in For Baby’s Sake, we may seek your consent^2,3 to gather personal details as well as your explicit consent to gather more detailed sensitive personal data (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 will depend on why you are providing it.  We will only ever use your data with your consent^2,3, 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); 
• Perform a public task[4]; 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 Trust’s programme delivery 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

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 undertake prospect research to find people who might be interested in supporting the Trust (we will tell you if we do conduct research on you as soon as possible and, if we can’t tell you within six months, we will delete this information from our records).
• 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

[4]

Only relates to the Blackpool For Baby’s Sake team, employed by Blackpool Council

If you become engaged in For Baby’s Sake as a service user, this may involve us asking for your consent^2,3 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 the For Baby’s Sake programme, 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 necessary and appropriate 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. 

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 electronically 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 teams[5] and 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 with 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.

[5] The For Baby’s Sake Trust’s central systems, including our case management system and the data hub used by the For Baby’s Sake teams; other secure systems, for example, the Star Online system for service users completing an Outcome Star with their For Baby’s Sake Practitioner and the AVIGUK system to capture anonymised service user data relating to their experience of Video Interaction Guidance (VIG), a key component of For Baby’s Sake

We will only use and store information on the systems used by The For Baby’s Sake 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 For Baby’s Sake Trust and the For Baby’s Sake programme and why you have provided the data.  For example:

• For those engaged in For Baby’s Sake as a service user, how long you 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 consent you have given and agreement we have made to contact you (up to your baby’s eighteenth birthday) for research purposes to find out about the difference the For Baby’s Sake programme 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 the For Baby’s Sake programme). 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 For Baby’s Sake 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 For Baby’s Sake 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 Lead by emailing dpofficer@forbabyssake.org.uk or by ringing 01438 873420.

In most cases, For Baby’s Sake service users have young babies and children under the age of 13 years and may be asked 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^2,3 to us gathering and sharing their information.

For all For Baby’s Sake service users, The For Baby’s Sake Trust stores your personal data on its central systems (including its data hub and case management system) and uses it to monitor practitioners’ workloads, For Baby’s Sake teams’ activities and how the programme is being delivered across all sites.  This data allows us to prepare reports about For Baby’s Sake for our local partners and our Board of Trustees and review its impact, using anonymised data that mean service users cannot be identified.  We may work with a third party (like an academic researcher) to review and analyse the data and prepare performance reports to help us improve our services.

After you have left the programme, and if you have given your consent[6], we may use your personal information to follow up with partner agencies, gathering routine data which gives us an insight into the lasting effect For Baby’s Sake has had on your life and that of your co-parent and child(ren) and for understanding how For Baby’s Sake is working.  We may contact former service users directly ourselves, or we may ask a third party (possibly an academic researcher or a market research company) to contact you on our behalf, for research purposes to find out about the difference For Baby’s Sake has made and continues to make in your life and this information may be added to your record on our systems.  Our follow-up might involve contacting another professional, such as a GP or Health Visitor, to ask for your up-to-date contact information.  We may follow up with you until your baby reaches 18 years of age.  The information we gather would be anonymised as part of our evidence about the long-term difference that For Baby’s Sake is making.

For Baby’s Sake service users will be asked for their consent for The For Baby’s Sake 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 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, published in the media or online, we may use profiling techniques (including online intelligence tools), 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 do prospect research (either ourselves or by engaging specialist agencies to support us), gathering data from publicly accessible sources (including online, sometimes using online intelligence tools) to help us identify individuals who may have an affinity with The For Baby’s Sake Trust and the For Baby’s Sake programme 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.

[6] Or, in Blackpool, indicated your understanding

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/Lead 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 dpofficer@forbabyssake.org.uk or write to our Data Protection Lead, The For Baby’s Sake Trust, 1B 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 (www.forbabyssake.org/privacy) 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.

If you wish to make a complaint that relates to your data protection and privacy rights, please contact our Data Protection Lead by emailing dpofficer@forbabyssake.org.uk or writing to our Data Protection Lead, The For Baby’s Sake Trust, 1B 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 For Baby’s Sake Trust’s fundraising activities, you can do so in accordance with The For Baby’s Sake Trust’s Complaints Policy found at www.forbabyssake.org.uk/contact-us 

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, go to www.forbabyssake.org.uk/preferences or email admin@forbabyssake.org.uk (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.

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 October 2023.