Avon Valley Baby Bank is the data controller for the personal information we hold. This notice explains what we collect, why, and what you can ask us to do about it. Email the chair at privacy@avonvalleybabybank.org.uk with any question.
What we collect
- Families we support: parent or carer name, contact details, address, baby’s date of birth or due date, ages of other children, and a brief note of the reason for referral and the items needed.
- Referrers: name, organisation, role and contact details.
- Donors and supporters: name and contact details, and Gift Aid declarations where given.
- Trustees and volunteers: contact details, declarations of interest and, where required, DBS check outcomes.
Why we hold it, and our lawful basis
- To provide items to families in need: our legitimate interests as a charity in carrying out our purposes, and the consent of the parent or carer given at referral.
- Where a referral includes information about health, or about a child’s welfare: we rely on the substantial public interest condition for safeguarding, and on explicit consent where it is given.
- To thank donors and claim Gift Aid: legitimate interests and legal obligation.
- To manage trustees and volunteers: legal obligation and legitimate interests.
Who we share it with
We share family details only with the referring professional and, where a delivery is arranged, with the volunteer making it. We do not sell or pass information to anyone else. We will share information with statutory services where necessary to protect a child or adult at risk, or where the law requires it.
How long we keep it
- Referral records: 12 months after our last contact with the family, then deleted.
- Safeguarding records: 6 years, or longer if a statutory body asks us to retain them.
- Gift Aid declarations: 6 years after the last donation, as HMRC requires.
- Trustee and volunteer records: for the period of service and 6 years after.
How we keep it safe
Records are held in a password-protected system accessible only to the trustees and volunteers who need them. Paper referral forms are scanned and then shredded.
When you visit this website
We use Rybbit, an analytics tool we run on our own server. It sets no cookies, it does not follow you to other websites, and it sends nothing about your visit to any third party. We see which pages people read and roughly where in the country they are, not who they are.
We use no Google Analytics, no advertising trackers, no social media pixels and no fonts loaded from another company’s servers. That is why this site shows no cookie banner. There is nothing to consent to.
Our web server keeps standard access logs, including IP addresses, which we use to keep the site running and secure.
Your rights
You can ask to see the information we hold about you, ask us to correct or delete it, or object to how we use it, by contacting the chair. If our response leaves you unhappy you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Avon Valley Baby Bank (CIO, registration pending). Adopted by the trustees on 17 September 2026. Version 1.0. Reviewed annually.