PRIVACY POLICY

Last updated: February 2026

1. WHO WE ARE

The Fairy Birthmother is committed to protecting your privacy and personal information.

Our details:

Business name: The Fairy Birthmother
Contact email: vicky@thefairybirthmother.co.uk
Contact phone: 07858660494
Address: Mayford, Woking, Surrey
Website: www.thefairybirthmother.co.uk

2. WHAT INFORMATION I COLLECT

I collect information that you give me directly and information that helps me provide my services safely and effectively.

2.1 Personal Information

Name (full name)
Contact details (email address, phone number, postal address)
Date of birth or age (to ensure suitability for services)
Emergency contact information (name and phone number)

2.2 Health & Medical Information

To provide my services safely, I collect:

For Pregnancy Services:

Due date
How many weeks pregnant you are
Whether you’re expecting multiples
Any pregnancy complications or concerns
Previous pregnancy history (if relevant)
Medical conditions that may affect participation
GP/midwife contact details

For Postnatal Services:

Date of birth of your baby
Type of birth (vaginal/caesarean)
Any birth complications or injuries
Postnatal health concerns (diastasis recti, pelvic floor issues, etc.)
Whether you’ve had your 6-week postnatal check
GP/health visitor contact details

For Baby Classes:

Baby’s date of birth
Any health conditions or developmental concerns
Vaccination status (for some classes)
Allergies or sensitivities
Feeding preferences (if relevant to class)

For Lactation & Feeding Classes:

Due date / Date of birth of your baby
Type of birth (vaginal/caesarean)
Any health conditions or developmental concerns
Any birth complications or injuries
Postnatal health concerns
How many weeks pregnant you are
Whether you’re expecting multiples
Any pregnancy complications or concerns
Previous pregnancy history (if relevant)
Medical conditions that may affect participation
GP/midwife contact details

2.3 Booking & Payment Information

Booking dates and times
Classes/services purchased
Payment history
Block booking or course progress

2.4 Communication History

Emails, texts, or phone conversations with you
Feedback or reviews you provide
Questions or concerns you raise

2.5 Marketing Preferences

Whether you’ve opted in to receive marketing emails
Your communication preferences

2.6 Technical Information (if you have a website)

IP address
Browser type
Pages visited on our website
Cookie data (see our Cookie Policy)

3. HOW I COLLECT INFORMATION

I collect information:

When you complete my booking form or registration
When you fill in my medical questionnaire
When you contact me by email, phone, or social media
When you make a payment
When you visit my website (through cookies)
During my classes or sessions (if you share information with us)

4. WHY I COLLECT THIS INFORMATION (LEGAL BASIS)

I collect and use your information for the following reasons:

4.1 To Provide My Services (Contractual Necessity)

I need your information to:

Confirm and manage your bookings
Contact you about your classes or appointments
Process your payments
Provide services safely and appropriately for your needs

4.2 To Keep You Safe (Legitimate Interest & Legal Obligation)

I need health information to:

Ensure my services are suitable and safe for you
Modify activities if needed for your circumstances
Respond appropriately in an emergency
Meet my duty of care and insurance requirements

4.3 For Marketing (Consent)

With your permission, I may:

Send you updates about our classes and services
Share tips, articles, or resources
Inform you about special offers or new programs

You can opt out of marketing at any time – just click “unsubscribe” in any email or contact us directly.

4.4 For Legal Compliance

I may need to keep certain information to:

Comply with tax and accounting requirements
Respond to legal requests
Protect our legal rights

5. HOW I USE YOUR INFORMATION

We use your information to:

✓ Confirm your bookings and send appointment reminders
✓ Ensure you can safely participate in my classes or services
✓ Contact you about any changes to scheduled sessions
✓ Process payments and issue invoices
✓ Keep accurate records of your attendance and progress
✓ Contact you in an emergency
✓ Respond to your questions or concerns
✓ Send you marketing emails (only if you’ve opted in)
✓ Improve my services based on feedback
✓ Comply with legal and regulatory requirements

I will NEVER: ✗ Sell your information to third parties
✗ Use your information for purposes you haven’t agreed to
✗ Share your health information without your permission (except in emergencies)
✗ Send you marketing if you’ve opted out

6. WHO I SHARE YOUR INFORMATION WITH

I keep your information private and secure. I only share it when necessary:

6.1 Emergency Services

In a medical emergency, I may need to share your health information with:

Emergency services (ambulance, paramedics)
Hospital staff
Your emergency contact

6.2 Service Providers

I may share limited information with:

- Payment processors (to process card payments) – e.g., Stripe
- Booking systems – e.g., Ticket Tailor (where your data is stored)
- Email platforms – e.g., Mailchimp (if I send newsletters)
- Accountants (for tax and financial record-keeping)

Zoom or online platforms (for online sessions)

All third parties are carefully chosen and required to keep your data secure.

6.3 Insurance & Professional Bodies

I may need to share information with:

My insurance provider (in case of a claim)
Professional bodies or regulatory organizations (if required for qualifications or complaints)

6.4 Legal Requirements

I may share information if required by law:

Court orders or legal proceedings
Safeguarding concerns (if I believe someone is at risk)
Law enforcement requests

6.5 Venue Requirements

If I hire venues, I may need to provide:

Your name for attendance registers
Contact details (if required for venue contact tracing or emergency procedures)

7. HOW I PROTECT YOUR INFORMATION

I take data security seriously and use appropriate measures to protect your information:

✓ Password protection – All digital files are password-protected
✓ Secure storage – I use encrypted, secure platforms
✓ Limited access – Only Victoria Youngman can access your data
✓ Secure communication – We don’t send sensitive health information by unencrypted email
✓ Regular reviews – We regularly review who has access to what

7.1 Where We Store Your Information

Your information is stored:

On secure, password-protected devices
In cloud-based systems (e.g., Google Drive, Dropbox) with two-factor authentication
In my booking system

All storage complies with UK GDPR requirements.

8. HOW LONG I KEEP YOUR INFORMATION

We only keep your information for as long as necessary.

8.1 Active Clients

While you’re actively using our services:

Contact & booking information: For the duration of your use of our services
Health & medical information: Until you stop attending or request deletion
Payment records: Minimum 6 years (legal requirement for tax purposes)

8.2 Past Clients

After you stop using my services:

Financial records: 6 years (HMRC requirement)
Contact details: [1-2 years] (in case you return or I need to contact you about past services)
Health information: [Deleted after 6 months to 1 year of inactivity], unless required for insurance claims

8.3 Marketing

If you’ve opted in to marketing emails:

I’ll keep your email until you unsubscribe or [2 years of inactivity]

8.4 Right to Deletion

You can request deletion of your data at any time (see Section 10 – Your Rights).

Note: I may need to keep some information if:

Required by law (e.g., financial records)
Needed for legal claims or disputes
Necessary for insurance purposes

9. CHILDREN’S INFORMATION

When you bring your baby or child to my classes, I collect minimal information about them:

Name
Date of birth
Any health or developmental information relevant to safe participation

Parental responsibility: By providing this information, you confirm you have parental responsibility or legal authority to share this information.

Photos of children: I will NEVER post photos of babies or children on social media or marketing materials without explicit written consent from a parent/guardian (see our Photo Consent Form).

10. YOUR RIGHTS

Under UK GDPR, you have the following rights:

10.1 Right to Access (Subject Access Request)

You can request a copy of all the personal information I hold about you.

We’ll respond within 30 days
This is free of charge

10.2 Right to Correction

If any information I hold is incorrect or incomplete, you can ask us to correct it.

10.3 Right to Deletion (“Right to be Forgotten”)

You can ask us to delete your information, except where:

I am legally required to keep it (e.g., financial records)
We need it for legal claims
It’s necessary for insurance purposes

10.4 Right to Restrict Processing

You can ask me to limit how I use your information in certain circumstances.

10.5 Right to Data Portability

You can request your data in a common format (e.g., PDF or spreadsheet) to transfer to another provider.

10.6 Right to Object

You can object to:

Marketing communications (opt out at any time)
Processing based on legitimate interests

10.7 Right to Withdraw Consent

If I am processing data based on your consent (e.g., marketing), you can withdraw consent at any time.

How to exercise your rights: Email me at vicky@thefairybirthmother.co.uk or call 07858660494

I’ll respond within 30 days.

11. COOKIES

My website uses cookies to improve your experience.

What are cookies?

Small text files stored on your device that help our website function and remember your preferences.

What cookies we use:

Essential cookies: Allow the website to function (e.g., remembering items in a booking form)
Analytics cookies: Help us understand how visitors use our site (e.g., Google Analytics)
Marketing cookies: [Only if you use Facebook Pixel, Google Ads, etc.]

Managing cookies:

You can control cookies through your browser settings. However, disabling essential cookies may affect website functionality.

12. THIRD-PARTY LINKS

My website [or social media] may contain links to other websites (e.g., booking systems, payment processors).

Please note: I am not responsible for the privacy practices of other websites. I encourage you to read their privacy policies.

13. INTERNATIONAL TRANSFERS

Your data is stored and processed in the UK.

14. CHANGES TO THIS POLICY

I may update this Privacy Policy from time to time to reflect changes in:

How we operate
Legal requirements
Technology we use

When I make changes:

I’ll update the “Last updated” date at the top
The updated policy will be available on my website

I encourage you to review this policy periodically.

15. HOW TO CONTACT US

If you have questions about this Privacy Policy or how we handle your data:

Contact us:

Email: vicky@thefairybirthmother.co.uk
Phone: 07858660494
Address: Mayford, Woking, Surrey

I’ll respond within: 2-5 working days

16. COMPLAINTS

If you’re unhappy with how I’ve handled your data, you can:

Contact me first: Email vicky@thefairybirthmother.co.uk – I’ll do my best to resolve your concern