NOURISH-TOGETHER.CO.UK

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Nourish Together Privacy Policy

Keeping your personal information safe is of the upmost importance to us. Outlined below is how Charlotte Whitehouse, operating as Nourish Together collects, uses and shares personal information when you contact us via email etc.

• "We", "us", "our" refers to Charlotte Whitehouse, operating as Nourish Together, a sole trader business based in the United Kingdom.

• "You", "your" refers to any individual who uses our services, visits our website, or otherwise interacts with us.

Contact details

Name: Charlotte Whitehouse

Email: charlotte@nourish-together.co.uk

Introduction

We are committed to protecting your privacy and ensuring that your personal data is handled securely and in compliance with applicable laws, including the UK General Data Protection Regulation (UK GDPR). This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our services.

Personal information that we collect, use and why

· Queries. When queries are sent via email, we will use the information you provide to fulfil a specific request made by yourself, such as to answer your question, unless we have your explicit consent to use it for another purpose, such as to add on to our mailing list.

· Providing a service- to provide infant feeding support and advice and storing this information in accordance with regulatory requirements (minimum seven years). We collect or use the following information to provide client care; for both you and where relevant, your baby/babies; Name, address and contact details, gender, date of birth, and relevant health information. Relevant health information may include; GP surgery, type of birth, medication, previous breast/chest or gynae surgery and any other health related information that you share with us.

· To process transactions and comply with HMRC financial requirements.

· Information that enables us to deal with complaints or claims.

· Marketing and promotions – to send emails about our services. This is not something we currently offer, but plan on doing in the near future. Our privacy policy will be updated to reflect this. We will only add you to this list if you provide us with consent to do this and consent can be withdrawn at any time.

· Legal compliance- to adhere to legal requirements.

How we process and store your personal data

• We use GoDaddy's Website Builder to host our website. As such, any personal information you provide to us or that is collected through your use of our website may be stored and processed by GoDaddy in accordance with their privacy policy. For more information on how GoDaddy handles your data, please visit GoDaddy's privacy policy.

• We use the management system Cliniko to store client information and details of any communications including consultations alongside securely storing any paper records of communications discussions. This personal data will be stored for at least seven years in accordance with regulatory requirements. We also use Cliniko to store your invoices for HMRC- we need to maintain records for at least 5 years after the 31 January submission deadline of the relevant tax year. Personal data on this invoice includes your name and address. Cliniko is processed outside of the UK. They have appointed a Data Protection Officer to ensure compliance with GDPR requirements and have a Data Processing Addendum (DPA) which is an agreement that is incorporated into their terms of service and means that although Cliniko and subprocessors aren’t physically in the UK, we are still able to use Cliniko to manage client information whilst remaining GDPR compliant. A link is here: https://www.cliniko.com/files/cliniko-eu-data-processing-addendum-v20221226.pdf A link to their privacy policy is here: https://www.cliniko.com/policies/privacy/

• One Cliniko integration we use Xero, a third-party cloud-based accounting platform. Xero is operated by Xero Limited and complies with GDPR and other relevant data protection laws. Your information, such as name, contact details, and invoice-related data, may be processed through Xero for legitimate business and financial purposes. This data is either entered directly or transferred automatically via integration with Cliniko. Xero stores data on secure servers and implements robust security measures. For more information on how Xero handles data, you can view their privacy policy here: https://www.xero.com/uk/about/legal/privacy/. We only share the minimum necessary data with Xero to fulfil financial recordkeeping obligations and retain such data in accordance with HMRC requirements – at least five years from from 31 January following the tax year that the tax return relates to- and GDPR standards.

• One Cliniko intergration we use is Stripe, a third-party payment processor, to handle transactions securely. When you make a payment, your financial details (such as credit or debit card information) are processed directly by Stripe and are not stored by us. Stripe collects and processes your payment information in accordance with its own Privacy Policy, which you can review here: https://stripe.com/gb/privacy. By making a payment through our website, you acknowledge and agree to Stripe's processing of your payment data. Stripe may collect and process information such as: Payment card details, billing address, transaction amount and date, IP address and device information. We only receive limited transaction details from Stripe, such as confirmation of payment, to fulfill orders and comply with financial record-keeping obligations. This includes for HMRC- we need to maintain records for at least 5 years after the 31 January submission deadline of the relevant tax year.

• We use Microsoft Office 365 for our email communications. Any personal information you provide to us that is communicated via email may be processed and stored by Microsoft in accordance with their privacy policy. This includes emails you send us and our email communications to you. Data may be stored on Microsoft 365 servers located within the UK, the European Economic Area (EEA), or in other jurisdictions. Where data is transferred outside the UK or EEA, appropriate safeguards are in place, such as the UK International Data Transfer Agreement or the EU Standard Contractual Clauses, to protect your personal data. This enables us to comply with UK GDPR. More information about Microsoft’s privacy practices can be found at Microsoft Privacy. For more information on Microsoft's data handling practices, please refer to https://privacy.microsoft.com/en-us/privacystatement.

Sharing your information with other third parties

· We will not sell your data. Other than using third party systems to process and store your details as outlined in the previous sections, we may also share personal information with third parties in the following situations:

o With explicit consent, we may use images that you provide us with, or photos that we take with your consent, testimonials or other information that you share with us on our website or social media platforms, or reproduced for sharing with clients or for other reasons that we may discuss with you.

o Other situations where we have your consent to do so, such as if you give us consent to share information with your healthcare provider.

o If there is a legal requirement (including court orders legal request, audit, or financial regulations) or regulatory requirment to collect, share or use the data.

o In the event of a business tranfer, your data may be transferred.

o Health and safety: In rare cases, your information may be shared without your consent with emergency services or with other professionals, but only if there is a serious concern for yours or another person’s welfare. Whenever possible, this would be discussed with you first and your consent sought.

o As an Infant Feeding Coach I am required to submit certain documents each year. As part of this, during some consultations - I will complete case studies. This will usually be discussed prior to the appointment and will only be undertaken with your consent. Details of the session which will be included in this case study will include details of how many babies breastfeeding/ chestfeeding parent has previously had, age of infant, date of consultation/ observation and location (ie clinic or home visit), details of the observation and nature of support given. These will not include names, date of birth of parent, address or other details that could be used to identify families. This will be submitted to the Infant Feeding Academy.

o I will also be completing an Infant Feeding Support Record Sheet which may be submitted to the Infant Feeding Academy. This includes details: of how many babies breastfeeding/ chestfeeding parent has previously had, age of infant, date of consultation/ observation, location (ie clinic or home visit) and observation details. These will not include names, date of birth of parent, address or other details that could be used to identify families.

o Anonymous information from our sessions may be shared with other members of the Infant Feeding Academy such as via group mentoring via. This is solely for learning purposes and to support the improvement of services. No personally identifiable information will be disclosed, ensuring that all shared data remains fully anonymised (unless you have explicitly consented to sharing this information).

o For safety reasons, if we are having a face-to-face appointment, the address of the session location, including your home address (if applicable), will be shared with my husband. This information will be securely handled and permanently deleted upon my return from the session.

Children’s privacy

Our services are not intended for individuals under the age of 18.

Cookies and Tracking

Our website is hosted on GoDaddy. Our website uses cookies to enhance your browsing experience and to enable certain features. Cookies are small text files stored on your device by websites you visit. We use both session cookies, which expire once you close your web browser, and persistent cookies, which remain on your device for a set period or until you delete them. Our use of cookies includes:

Essential Cookies: Necessary for the website to function and cannot be switched off in our systems.

Optional cookies- Analytical/Performance Cookies: Allow us to recognize and count the number of visitors and to see how visitors move around our website when they are using it. Functionality Cookies: Enable us to provide enhanced functionality and personalization.

Upon visiting our website, you will be presented with a cookie banner where you can accept or reject all non-essential cookies. However rejecting non-essential cookies, may prevent you from taking full advantage of the website.

For more information on how GoDaddy, as our platform provider, uses cookies, please refer to GoDaddy's Cookie Policy linked here https://www.godaddy.com/agreements/privacy)

Links to other websites and embedded content

We may include links on our website to other websites. Our privacy policy doesn’t cover these other websites. To understand how other websites use your information, you would need to view their privacy policy.

Articles on this site may include embedded content (such as videos, images, or articles). Embedded content from other websites functions in the same way as if you were visiting the original website directly. These external websites may collect information about you, use cookies, incorporate additional third-party tracking, and monitor your interaction with the embedded content. This may include tracking your activity if you have an account with the external site and are logged in while interacting with the content.

Your data protection rights:

• 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 correct or delete personal information you think is inaccurate or incomplete.

• Your right to erasure - You have the right to ask us to delete your personal information (and we will be able to comply in certain circumstances)

• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information (and we will be able to comply in certain circumstances)

• Your right to object to processing - You have the right to object to the processing of your personal data (and we will be able to comply 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 (and we will be able to comply in certain circumstances)

• Your right to withdraw consent from future marketing at any time (if given to us)

If you make a request, we have one month to respond to you.

To make a data protection rights request, please contact us at charlotte@nourish-together.co.uk

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

If you have any questions about this Privacy Policy or how we handle your data, you can contact Charlotte Whitehouse at: charlotte@nourish-together.co.uk

Updates to This Policy

We regularly review our privacy policy and may update it from time to time. Please check back periodically to stay informed of any changes. We will display a prominent notice on our website when we make a change. We may also email you to notify of changes.

Last updated: 05/06/25

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