Privacy Notice

Version 1 Sept 2025

This Privacy Notice explains what personal information we collect at Mama to Mama, from whom we collect that information and for what purposes; how we keep it safe and for how long we hold personal data. This document is part of our Data and Information Policy.

Note: This Privacy Notice does not cover website users. We have a different privacy policy statement that sets out how Mama to Mama uses and protects any information that you give us generally, and when you use our website

1. We currently collect and process the following information, including Special Category Data:

  • Family first and last name, email address, phone number, mailing address, DOB

  • Family relationship data: including age and number of children

  • Demographic data

  • Employee and freelancer contractors’ data

  • Website user data, including IP addresses and cookie identifiers

  • Individual donors first and last name, email address, phone number, mailing address

  • Referral Partner data, including organisation/workplace

  • Volunteer data

  • Trustee data

  • Partner data

2. How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you or through a referral partner with your consent; for one of the following reasons:

  • We want to collect limited personal information of our beneficiaries, in order to fulfil a baby bank referral and or to signpost families/individuals that want participate in our extended support projects or activities.

  • We want to contact individuals who have received our support to inform them about changes to our service or events which might be of interest to them.

  • We want to collect personal information from our referral partners and volunteers for our service to ensure good communication.

  • We want to maintain a list of people who have donated to us before, so that we can contact them to ask them to do so again.

  • We want to maintain a list of people who have donated physical items to say thank you and to ask if they would like to hear from us further.

  • We want to claim gift aid on a person’s donations.

  • We want to use to research the donors’ financial background using public sources to work out what kind of approach to make to them.

  • We want to maintain accurate records of beneficiaries to anonymise data to use in funding applications and publicity.

  • We want to maintain accurate records to ensure we comply with legislation concerning Safeguarding and/or Health and Safety recording and/or for insurance purposes.

  • We want to use the limited personal data we collect and store for 5 years before anonymising for long term use to assess the impact of our services.

  • We want to maintain a list of people who have explicitly told us that they don’t want to be contacted by us again.

  • We want to maintain contact information for anyone who has volunteered for Mama to Mama so we can contact them about future volunteering opportunities.

  • We want to keep our volunteer, beneficiaries, referral partners and donor’s database information up to date.

  • We want to maintain accurate staff and contractors’ records, in line with our HR policies.

  • We want to keep a list of people who have expressed an interest in/given permission for their photos and/or stories to be used for media purposes, either anonymously and/or named.

3. We also receive personal information indirectly, from the following sources in the following scenarios:

  • Referral partners when they are sharing their client’s information, in order to enable us to provide support.

  • We may share this information with local authorities, funding bodies and other voluntary organisations, but only with your consent.

  • We may share information with third parties without your consent, in order to carry out our legal or safeguarding duties.


4. Legislation

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You can remove your consent at any time. You can do this by contacting hello@mama-to-mama.co.uk or sending a request by post to or office:

Unit 77 The Laurels
Manston Business Park
Ramsgate
CT12 5NQ

(b) We have a contractual obligation

(c) We have a legal obligation

(d) We have a vital interest

(e) We need it to perform a public task.

(f) We have a legitimate interest.


5. Use of AI “Analysis of my data”.

We do not currently process personal data using AI. With technology moving so fast, we keep this under review and will aim to balance operational efficiency with data privacy. A separate AI Use policy outlines our full approach to AI, which includes an AI Risk Assessment. Any use of AI to process personal data will involve a Data Impact Assessment.

6. How we store your personal information

Your information is securely stored on an encrypted system and/or secure spreadsheets.

We keep your name and contact details for 5-years, or 6-years in the case of meeting our obligations to the HMRC in relation to gift aid.

For inactive volunteer contacts who have not consented to be kept on our marketing database, we dispose of their records after 5-years.

Anonymised data may be kept for longer.

We will then dispose of your information by deleting any electronic records and securely shredding paper records.

For further information about our retention schedule please contact our Operations Lead sol@mama-to-mama.co.uk


7. Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights.

If you make a request, we have 28-days to respond to you. Please contact the Operations Lead at sol@mama-to-mama.co.uk if you wish to make a request.


8. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at hello@mama-to-mama.co.uk

For further information about complaints, we have a policy published on our website: insert link

You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk