DRAFT — NOT YET ADOPTED. This notice describes what the website currently does. The decisions marked in square brackets have not been taken by the trustees. Remove this box only once the notice has been adopted at a trustees’ meeting and minuted.
Who we are
Avon Valley Baby Bank, a charitable incorporated organisation with registration pending at the Charity Commission. Registered office: [REGISTERED OFFICE ADDRESS]. For anything about your data, email chair@avonvalleybabybank.org.uk.
We are the data controller for the information described here. [CONFIRM WHETHER THE CHARITY NEEDS TO PAY THE ICO DATA PROTECTION FEE — some not-for-profit processing is exempt, but the exemption is narrower than most people assume. Check at ico.org.uk before publishing.]
When you visit this website
We use Rybbit, an analytics tool we run on our own server. It does not set cookies, it does not follow you to other websites, and no data about your visit is sent to any third party. We see which pages are read and roughly where in the country visitors are, not who they are.
We do not use Google Analytics, advertising trackers, social media pixels, or fonts loaded from another company’s servers. That is why this site has no cookie banner: there is nothing to consent to.
Our web server keeps standard access logs, including IP addresses, for [SERVER LOG RETENTION PERIOD]. These are used to keep the site running and secure.
When a professional refers a family
This is the most sensitive information we hold, and we try to hold as little of it as possible.
What we collect
- The referrer’s name, role, organisation and contact details
- The family’s name and contact details
- The children’s ages and clothing sizes
- What the family needs, and a delivery address where we are delivering
We ask referrers not to send case notes, medical history or safeguarding detail, and we delete it if they do.
Why we can hold it
[LAWFUL BASIS TO BE CONFIRMED BY TRUSTEES. The realistic options are consent, given by the family through the referrer, or legitimate interests. They have different consequences for how long you may keep the data and what rights the family has. Do not publish this page until one has been chosen and recorded.]
How long we keep it
[RETENTION PERIOD TO BE SET. We suggest deleting referral records a short, fixed time after the bundle is delivered, keeping only an anonymous count for reporting to funders. A baby bank has very little reason to hold a family’s address for years.]
Who can see it
[WHICH TRUSTEES AND VOLUNTEERS HAVE ACCESS, AND HOW THAT IS CONTROLLED.] We do not sell data, we do not share it for marketing, and we do not pass it to other charities.
When you email or volunteer
We keep what you send us for as long as we are in contact, and for [RETENTION PERIOD] afterwards. Volunteer records are kept for [VOLUNTEER RECORD RETENTION].
Where your data is held
On servers in the United Kingdom. Our email is hosted in [CONFIRM — the mail server for this domain, or Microsoft 365 if routing changes]. Nothing is transferred outside the UK or European Economic Area.
Your rights
You can ask us what we hold about you, ask us to correct it, ask us to delete it, and object to us holding it. Email chair@avonvalleybabybank.org.uk and we will reply within one month.
If you are unhappy with how we have handled your information you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would rather you told us first.
Changes
This notice was last reviewed on [DATE ADOPTED].