At Both Parents Matter we take the privacy of our service users, members, donors, supporters and website users very seriously.
Your rights are protected in line with the following national and international legislation with regards to data protection and user privacy and we are fully committed to ensuring that you have the full protection afforded by legislation:
What information do we collect?
We collect and process personal data that you voluntarily provide or that is necessary for us to deliver our charitable services. This may include:
- Name, email address, postal address, phone number
- Date of birth and demographic information (e.g. gender, postcode, relationship status)
- Information you choose to share about your family situation or support needs
- Volunteer application information (including references and DBS data)
- Payment and donation details (via secure third-party providers)
- Information you provide when registering for events, surveys, meetings, or contacting us via web forms
- If you contact us via the website, we may keep a record of that correspondence
- Internet Protocol address, details of the web browser you use
- Information on how you use the website and use cookies
Lawful basis for processing
We only process your personal data when we have a lawful basis to do so. These may include:
- Consent: When you have actively given permission (e.g. subscribing to a newsletter or marketing communications)
- Legitimate Interests: Where we need to process data to support our charitable work, provided your rights do not override this. Examples include:
- Improving our services through member surveys
- Contacting supporters for non-marketing administrative purposes
- Managing attendance at support group meetings or events
- Legal Obligation: To comply with safeguarding, tax, or regulatory requirements
- Contract: If you enter into a service or donation agreement with us
We conduct Legitimate Interests Assessments (LIAs) where appropriate to ensure that our use of your personal data is necessary and proportionate, and that it does not override your fundamental rights and freedom
Consent
When gaining consent our method will be to:
- Display consent clearly and prominently
- Ask individuals to positively opt-in, in line with good practice
- Give sufficient information to make a choice on consent
- Give individuals the option to opt out.
How we will use your data
We use your data for purposes including:
- Providing information, advice and support services
- Processing donations and managing Gift Aid claims
- Managing memberships and communication preferences
- Administering events, meetings or volunteering roles
- Improving our services through feedback and analysis
- Sending you information that is relevant and meaningful to your involvement with Both Parents Matter (if you’ve opted in)
- Meeting legal, safeguarding and regulatory obligations.
We do not sell or rent your data and will never share it with third parties for marketing purposes.
Criminal offence or sensitive data
We may receive and process sensitive personal data (also known as ‘special category data’), such as information about your mental or physical health, family court circumstances, or criminal offence data. We treat this data with enhanced confidentiality and only process it:
- With your explicit consent
- Where it is necessary to protect someone from risk of harm
- In accordance with safeguarding responsibilities
- In compliance with Articles 9 and 10 of the UK GDPR
Where the data is stored
Your personal data is stored securely using encrypted systems and industry-standard platforms (e.g. Microsoft 365, Beacon, Mailchimp). We apply:
- Role-based access controls
- Regular password updates and encryption
- Data minimisation and secure backups
- Annual audits and policy reviews
Where data is stored by trusted third parties (e.g. payment processors, CRM tools), we ensure they meet UK GDPR standards through formal data processing agreements.
Contact forms and email links
Should you choose to contact us using the contact form or via our email link, none of the data that you supply will be stored by this website or passed to / be processed by any of the third party data processors. Instead the data will be collated into an email and sent to us over SMTP. Our SMTP servers are protected meaning that email content is encrypted and then the content is decrypted via our local computers and devices.
Your Rights
Under UK GDPR, you have rights over your personal data:
- Access: Request to view the data we hold about you
- Rectification: Request corrections to inaccurate data
- Erasure: Request deletion of your data (where applicable)
- Objection: Object to processing or direct marketing
- Restriction: Limit how your data is used
- Portability: Request a copy of your data in a usable format
To exercise your rights, contact:admin@bothparentsmatter.org.uk. We aim to respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been processed unlawfully. For more information, visit: https://ico.org.uk/concerns/
Sharing information – our third party data processors
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation required.
We will only share your data when:
- You have given clear consent
- It is necessary to deliver our services (e.g. referral to a local support group)
- It is required by law (e.g. police, social services, regulators)
- It is handled by secure third-party processors (e.g. Microsoft, Beacon, Mailchimp)
Data Retention
We retain data only as long as necessary and in accordance with our Data Retention Schedule. This may vary based on the nature of your interaction with Both Parents Matter (e.g. volunteer records may be retained longer for safeguarding purposes).
Data Breach
In the event of a suspected data breach, we will:
- Investigate and contain the breach
- Notify affected individuals where required
- Report serious breaches to the Information Commissioner’s Office (ICO) within 72 hours.
Changes to our privacy policy
We may update this policy periodically. The latest version will always be available on our website, with a summary of key changes if applicable.
Contact us
If you have any questions or suggestions, please contact admin@bothparentsmatter.org.uk
Terms of website use
If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use.
- The content of the pages of this website is for your general information and use only. It is subject to change without notice.
- This website contains material which is owned by us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
- Unauthorised use of this website may give rise to a claim for damages and be a criminal offence.
- From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website. We have no responsibility for the content of the linked website(s).
Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.
Cookies and website analytics
This website uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website. Google Analytics records data such as your geographical location, device, internet browser and operating system; however none of this information personally identifies you to us. Google Analytics also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor. Google Analytics makes use of cookies. Disabling cookies on your internet browser will stop Google analytics from tracking your visit to pages within this website. The Google Analytics privacy policy can be read here.
Our website host is 20i and their privacy policy is located here
We may obtain information about your general internet usage by using a cookie file which is stored on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer hard drive. They help us to improve our site and to deliver a better and more personalised service. If you continue to use our site, you have the option to agree to the use of cookies.
The site uses Google Analytics, a web analytics service provided by Google, Inc. (‘Google’). Google Analytics uses cookies to help us analyse how users use the site. The information generated by the cookie about a user’s use of the site (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating the user’s use of the web site, compiling reports on site activity for web site operators and providing other services relating to web site activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate a user’s IP address with any other data held by Google. Users may refuse the use of cookies (as above). By using the site, the user consents to the processing of data about that user by Google in the manner and for the purposes set out above.
Cookies on sites from third party organisations
Whilst browsing the website you may notice some cookies that are not related to Both Parents Matter. This happens when you visit a page with content inserted from a third party. We currently embed links or widgets from the following social networking sites:
- Youtube videos – (Privacy policy)
- Twitter – (Privacy policy)
- Facebook – (Privacy policy)
These websites may place cookies on your computer either when you access certain functionality or a page. We do not control how a third party uses their cookies. You should check these third party websites’ privacy policies for more information about their cookies if you are concerned about this.
Cookie Consent
If you want to restrict or block the cookies we set, you can do this through your browser settings. The ‘help’ function within your browser should tell you how.
Alternatively, you could visit https://www.aboutcookies.org/ which contains comprehensive information on cookies on a wide variety of browsers. You’ll also find details on how to delete cookies from your computer. To learn about controlling cookies on the browser of your mobile device please refer to your handset manual.
