Privacy Policy
Your privacy matters to us
When you come to GEM, you often share a lot. How your pregnancy is going. How feeding feels. How you’re really doing, not just ‘fine, thanks’.
We know that’s personal. So this page explains, in plain English, what information we collect, why we need it, how we keep it safe and what your rights are. If anything here isn’t clear, just ask. We’re always happy to talk it through.
Who we are
Gift Every Mother CIC, known as GEM, is a Community Interest Company registered in England and Wales.
• Company number: 16268328
• ICO registration number: 00011237032
• Address: Springfield Avenue, Warrington
• Email: gifteverymother@gmail.com
• Website: gifteverymother.com
GEM is the ‘data controller’ for your information. That simply means we decide how it’s used and we’re responsible for looking after it. Our founder, Elle, is the person to contact about anything in this policy.
What information we collect
We only ask for what we need to support you well and keep you safe. Depending on how you use GEM, this may include:
• Your contact details: name, address, email and phone number.
• Booking and payment details: what you’ve booked, when, and gift voucher details. Payments are handled by our booking system’s payment provider, so we never see or store your full card details.
• Health and pregnancy information: for example, how many weeks pregnant you are, your birth, any health conditions or medication, and answers to our consultation questions before a massage or treatment.
• Feeding and support notes: notes from your 1:1 feeding support, home visits or postnatal support, so we can remember what we talked about and follow up properly.
• Your baby’s details: such as their name, date of birth and how feeding is going.
• Your GP, midwife or health visitor’s details: only so we can signpost you or get in touch with them if needed.
• Event and drop-in details: your name and contact details when you sign in at a drop-in, workshop or event.
• Photos: only if you say yes (see ‘Photos at our events’ below).
• Messages you send us: through our website form, email or social media.
Some of this, like health and pregnancy information, is called ‘special category data’ in data protection law. It has extra protection, and we treat it with extra care.
How we use your information
We use your information to:
• Manage your bookings, appointments and gift vouchers
• Give you safe, suitable support and treatments
• Keep notes so your care follows on from one visit to the next
• Reply to your messages and questions
• Run our drop-ins, workshops and events
• Send you updates about GEM, but only if you’ve asked to hear from us
• Report to the funders who make our free support possible (more on this below)
• Keep the records we’re required to keep by law, for example for tax and insurance
We will never sell your information. We will never use it for anything unrelated without asking you first.
Our legal reasons for using it
Data protection law (UK GDPR) says we need a clear reason to use your information. Ours are:
• Contract: to provide the service you’ve booked with us.
• Consent: when you say yes to something, like photos or our mailing list. You can change your mind at any time.
• Legitimate interests: to run GEM sensibly, for example keeping drop-in sign-in records and replying to enquiries, in ways you’d reasonably expect.
• Legal obligation: when the law requires us to keep or share something.
• Vital interests: in the rare case that someone’s life or safety is at risk.
For health, pregnancy and feeding information, we ask for your explicit consent before we collect and record it. We’ll explain what we’re asking and why, and you’re always welcome to ask questions first.
Who we share it with
We keep your information private. We only share it when we need to, and only as much as we need to.
The services we use to run GEM:
• JENA: our booking system, where your bookings, payments, consultation forms and client notes are stored.
• Squarespace: hosts our website and receives messages sent through our website form.
• Google (Gmail): for our email.
These companies only use your information to provide their service to us. Some of them may store data outside the UK. Where that happens, they must have proper legal safeguards in place to protect it.
Our funders:
Some of our free drop-ins, events and support are paid for by grant funders. They sometimes ask us to report on who has used our services. Wherever possible, we share numbers and general information only, such as how many families came along. We don’t share your name or personal details with a funder unless you’ve agreed to it.
Other people we may share with:
• Our insurers or professional advisers, if we ever need to
• Your midwife, health visitor or GP, but only with your agreement, unless there’s a safety concern
Keeping everyone safe:
Your wellbeing, and your baby’s, always comes first. If we’re worried that you, your baby or someone else is at risk of serious harm, we may need to share information with the right professionals or services. Wherever it’s safe to, we’ll talk to you about this first.
Photos at our events
We love capturing the warmth of our drop-ins and events. But we will only take or share photos of you or your baby if you’ve said yes.
If you change your mind later, just tell us. We’ll stop using the photo in anything new and remove it from our website and social media where we can.
Young mums
We may support mums under 18. If you’re a young mum, everything in this policy applies to you too.
We’ll explain things in a way that makes sense, and where it’s right for you, we may suggest involving a parent, carer or another trusted adult.
Cookies on our website
Our website is built on Squarespace. We don’t add any extra tracking or advertising cookies. Squarespace itself uses some cookies to make the website work properly and keep it secure. You can control or delete cookies in your browser settings at any time.
How we keep your information safe
• Client notes and consultation forms are stored securely in our booking system, JENA, not on paper.
• Access is password protected and limited to the people who need it.
• We only keep what we need, for as long as we need it.
How long we keep it
We keep your information only for as long as we need it for the reasons above, or for as long as the law or our insurers require. After that, we delete it securely.
Your rights
It’s your information, and you have rights over it. You can ask us to:
• Give you a copy of the information we hold about you
• Correct anything that’s wrong or out of date
• Delete your information, where we don’t need to keep it
• Limit how we use it, or object to us using it
• Move it to another organisation
• Stop using it where you gave consent, such as photos or emails
Just email us at gifteverymother@gmail.com. We’ll reply as soon as we can.
Changes to this policy
We may update this policy from time to time, for example if we add new services. The latest version will always be on this page.
Last updated: [1.11.26]