Privacy Policy

At Maa we value your privacy, we only collect essential information within the guidelines of data protection laws.

Sections

Summary

This section summarises how we obtain, store and use information about you. It is intended to provide a very general overview only. It is not complete in and of itself and it must be read in conjunction with the corresponding full sections of this Privacy Policy.

Data controller:

Maternal Aid Association

How we collect or obtain Data about you:

  • When you provide it to us (e.g. by contacting us, placing an order on our website and by signing up to our e-newsletter),
  • From your use of our website, using cookies and similar technologies, and
  • From third parties.

Data we collect:

Name, contact details, payment information e.g. your credit or debit card details, IP address, information from cookies, information about your computer or device (e.g. device and browser type), information about how you use our website (e.g. which pages you have viewed, the time you have viewed them and what elements you have clicked) the geographical location from which you accessed our website (based on your IP address), company name or business name (if applicable), VAT number (if applicable).

How we use your data:

For administrative and business purposes (to contact you and process orders you place on our website, to improve our business and website), to fulfil our contractual obligations, to advertise our goods and services, to analyse your use of our website, and in connection with our legal rights and obligations.

Disclosure of your data to third parties: In instances necessary to run our charity, to inform our service providers, to fulfil any contracts we enter with you, where required by law or to enforce our legal rights.

Do we sell your data to third parties (other than in the course of a business sale or similar event):

No

How long we retain your Data:

For no longer than necessary, taking into account any legal obligations we have (e.g. to maintain records for tax purposes), any other legal basis we have for using your data (e.g. your consent, fulfilment of a contract with you or our legitimate interests as a business). For additional factors and specific retention times, please refer to the How long we retain your data section.

How we secure your Data:

Using appropriate technical and organisational measures such as storing your information on secure servers, encrypting transfers of data to and from our servers using Secure Sockets Layer (SSL) technology, encrypting payments you make on or via our website using Secure Sockets Layer (SSL) technology, only granting access to your information where necessary.

Use of cookies and similar technologies:

We use cookies and similar information-gathering technologies such as web beacons for essential website operations. 

Transfers of your data outside the European Economic Area:

We will only ever transfer your information outside the European Economic Area if we are required to do so by law.

Use of automated decision making and profiling:

We use profiling through the use of web analytics, cookies, web beacons and server log analysis tools.

Your rights in relation to your data:

  • To access your data and to receive information about its use.
  • To have your data corrected and/or completed.
  • To have your data deleted.
  • To restrict the use of your data.
  • To receive your data in a portable format upon request.
  • To object to the use of your data.
  • To withdraw your consent to the use of your data.
  • To complain to a supervisory authority.

Sensitive personal information:

We do not knowingly or intentionally collect ‘sensitive personal information’. Please do not submit your sensitive personal information to us. For more information, refer to the ‘Sensitive Data’ section. 

Our Contact Details

If you have any questions about our privacy policy or your data please contact us.

Data Controller: 

Maternal Aid Association (UK Registered Charity 1166021) 

Address:

23 Anglebury House, 80 Talbot Road, W2 5LE

Contact Email:

[email protected]

Data We Collect When You Visit Our Website

We collect and use data from website visitors in accordance to this section and the ‘Additional uses of your data’ section

Web server log information:

We use a third party server to host our website called IONOS, the privacy policy of which is available here. Our website server automatically logs the IP address you use to access our website as well as other data about your visit such as the pages accessed, the date and time of the request, the source of access to our website (e.g. the website or URL (link) which referred you to our website), and your browser version and operating system.

Use of website server log information for IT security purposes:

Our third party hosting provider collects and stores server logs to ensure network and IT security . This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber attacks, by detecting unusual or suspicious activity.

Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our hosting provider to make, any attempt to identify you from the information collected via server logs.

Legal basis for processing – Compliance with a legal obligation to which we are subject (Article 6(1)(c) of the General Data Protection Regulation).

Legal obligation – We have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.

Legal basis for processing – Our and a third party’s legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests – We and our third party hosting provider have a legitimate interest in using your information for the purposes of ensuring network and information security.

Use of website server log information to analyse website use and improve our website:

We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit and the operating system and browser used.

We use the information gathered from the analysis of this information to improve our website. For example, we use the information gathered to change the information, content and structure of our website and individual pages based according to what users are engaging most with and the duration of time spent on particular pages on our website.

Legal basis for processing – Our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest- Improving our website for our website users and getting to know our website users preferences so our website can better meet their needs and desires.

Cookies and similar technologies:

Cookies are data files which are sent from a website to a browser to record information about users for various purposes. We use cookies and similar technologies on our website, including essential, functional, analytical cookies and web beacons. You can reject some or all of the cookies we use on or via our website by changing your browser settings (or non-essential cookies by using our cookie control tool, but doing so can impair your ability to use our website or some or all of its features). For further information about cookies, including how to change your browser settings, please see our cookies policy

 

Data We Collect When You Contact Us

We collect and use information from individuals who contact us in accordance with this section and the ‘Additional uses of your data’ section.

Email:

When you send an email to us we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email).

Legal basis for processing – Our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests – Responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing – Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

When fulfilling a contract – Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so).

Transfer and storage of your information:

We use a third party email provider to store emails you send us. Our third party email provider is Google G Suite located in Ireland. Their privacy policy is available here

Contact form

When you fill out our contact form, we collect your name, email address and IP address and any other information you provide in the form.

If you do not provide the mandatory information required by our contact form, you will not be able to submit it and we will not receive your enquiry.

If you do not supply the optional information required by our contact form, i.e, whether you want to subscribe to our newsletter, you will not receive our email newsletter and updates.

Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interests: Responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

When fulfilling a contract: Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

Transfer and storage of your information:

Messages you send us via our contact form will be stored within the European Economic Area on our third party email providers servers provided by Google G Suite. They are based in Republic of Ireland and their privacy policy is available here.

Phone

When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us. We do not record phone calls.

Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interests: Responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

When fulfilling a contract: Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

Transfer and storage of your information:

Information about your call, such as your phone number and the date and time of your call, is processed by our third party telephone service provider, which is located in the UK.

Post

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

Legal basis for processing: Our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation)

Legitimate interests: Responding to enquiries and messages we receive and keeping records of correspondence.

Legal basis for processing: Necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

When fulfilling a contract: Where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

Information we collect when you interact with our website

We collect and use information from individuals who interact with particular features of our website in accordance with this section and the section entitled ‘Disclosure and additional uses of your information’.

E-Newsletter

When you opt to receive news and offers from us by entering your name and email address and clicking subscribe, we collect your name and email address.

Legal basis for processing: Your consent (Article 6(1)(a) of the General Data Protection Regulation).

Consent: You give your consent to us sending you our e-newsletter by signing up to receive it using the steps described above.

Transfer and storage of your information:

We use a third party service called MailChimp to send out our e-newsletter and administrate our mailing list. Their privacy policy is available here.

Information you submit to subscribe for our e-newsletter will be stored outside the European Economic Area on our third party mailing list providers servers in the United States of America. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled ‘Transfers of your information outside the European Economic Area’.

Use of web beacons and similar technologies in emails:

We use technologies such as web beacons (small graphic files) in the emails we send to allow us to assess the level of engagement our emails receive by measuring information such as the delivery, open and click through rates. We will only use web beacons in our emails if you have consented to us doing so.

For more information on how we use web beacons in our e-newsletter emails, see our cookies policy.

For more information about our third party mailing list provider and how they use web beacons, please see their privacy policy.

Data Collected When You Place An Order

Mandatory information:

When you place an order for goods or services on our website, we collect your name, email address, billing address, shipping address, company name (if applicable) and VAT number (if applicable). If you do not provide this information, you will not be able to purchase goods or services from our website or enter into a contract with us.

Legal basis for processing: Necessary to perform a contract (Article 6(1)(b) of the General Data Protection Regulation).

Legal obligation: We have a legal obligation to issue you with an invoice for the goods and services you purchase from us where you are VAT registered and we require the mandatory information collected by our checkout form for this purpose. We also have a legal obligation to keep accounting records, including records of transactions.

When fulfilling a contract: We need the mandatory information collected by our checkout form to establish who the contract is with and to contact you to fulfil our obligations under the contract, including sending you receipts and order confirmations.

Optional information:

We also collect optional information from you, such as your phone number.

If you do not supply the optional information requested at checkout, we will not be able to contact you by phone.

Legal basis for processingour legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interests: to be able to contact the customer by phone where (if necessary) in relation to their order

AND

Legal basis for processing: your consent (Article 6(1)(a) of the General Data Protection Regulation).
Legitimate interests: you consent to us processing any optional information you provide by submitting that information to us.

Processing your payment

After you place an order on our website or in person you will need to make payment for the goods or services you have ordered. In order to process your payment we use a third party payment processor. Your payment will be processed by Paypal (Europe) via a payment gateway or through the use of a card processor.

Paypal collects, uses and processes your information, including payment information, in accordance with their privacy policies. You can access its privacy policy via the following link: https://www.paypal.com/uk/webapps/mpp/ua/privacy-full.

Transfer and storage of your information

Paypal (Europe) is located in Luxembourg. Information relating to the processing of your payment is stored outside the European Economic Area on our third party payment processor’s servers in the United States of America.

For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the European Economic Area.

Legal basis for processing: necessary to perform a contract (Article 6(1)(b) of the General Data Protection Regulation).
Reason why necessary to perform a contract: to fulfil your contractual obligation to pay for the goods or services you have ordered from us.

Marketing communications

Our goods and services

You can opt in to receiving marketing communications from us in relation to our goods and services by email by ticking a box indicating that you would like to receive such communications on our website or by contacting us through our contact form.

We will send you marketing communications in relation to our goods and services only if you opt-in to receive them.

Legal basis for processing: consent (Article 6(1)(a) of the General Data Protection Regulation).
Consent: you give your consent to us sending you information about our goods and services by signing up to receive such information in accordance with the steps described above.

Transfer and storage of your information

We use a third party service to administer our mailing list, MailChimp.

Information you submit to subscribe for our e-newsletter will be stored outside the European Economic Area on our third party mailing list provider’s servers in the United States of America. For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy below entitled Transfers of your information outside the European Economic Area.

Use of web beacons and similar technologies in emails

We use technologies such as [web beacons (small graphic files) in the emails we send to allow us to assess the level of engagement our emails receive by measuring information such as the delivery rates, open rates and click through rates which our emails achieve. We will only use web beacons in our emails if you have consented to us doing so.

For more information on how we use web beacons in our emails, see our cookies policy which is available here:

For more information about our third party mailing list provider and their use of web beacons, please see their privacy policy which is available here: https://mailchimp.com/legal/privacy/

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Bank: Barclays Bank

Sort Code: 20-36-06

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