Privacy Policy

This Privacy Policy explains how we collect, use, share, and protect personal data when you use our website www.mumcircleltd.com (the "Site"), book events, or interact with our services. It forms part of our Terms and Conditions.

As a community and support network for new and expectant mothers, we handle personal data relating to both you and your child(ren). We aim to be as open and transparent as possible about our data practices, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

By using the Site or our services, you consent to the practices described in this Policy. If you do not agree, please do not use the Site.

 

 1. Data We Collect
We collect personal data to provide and improve our services, including event bookings, community forums, and resources on maternal wellness and baby development. The types of data we collect include:

- Identity and Contact Details: Your full name, email address, postal address, phone number, and date of birth (if provided).
- Child Information: Name(s), age(s), and date(s) of birth of your child(ren) to ensure events are suitable (e.g., for babies up to 13 months).
- Booking and Attendance Records: Details of events booked, attended, or rescheduled, including dates, locations (virtual or in-person), and session notes.
- Payment Information: Payment details (e.g., card information) are processed securely by third-party providers; we do not store full card details.
- Usage Data: Information about your interactions with the Site, such as IP address, browser type, device information, pages visited, and time spent (via cookies and analytics).
- User Contributions: Content you post in forums, reviews, or blogs, which may include personal stories or images.
- Communication Preferences: Opt-in details for newsletters, rebooking reminders, or promotional offers.

We collect this data directly from you (e.g., via booking forms or account registration) or automatically through your use of the Site.

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 2. How We Use Your Data
We use your personal data for the following purposes:
- To process and manage event bookings, confirm attendance, and ensure suitability based on your child's age.
- To communicate with you about your bookings, rebooking opportunities, event updates, or community interactions.
- To administer payments and process refunds or transfers in accordance with our Refund Policy.
- To operate and improve the Site, including personalizing content (e.g., tailored parenting tips) and analyzing usage trends.
- To send marketing communications (e.g., offers on events or resources) if you have opted in; you can withdraw consent at any time.
- To comply with legal obligations, such as health and safety records for in-person events or resolving disputes.
- To prevent fraud, maintain security, and enhance user experience (e.g., through forum moderation).

We process data based on your consent, contractual necessity (for bookings), legitimate interests (e.g., Site improvement), or legal requirements.

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 3. Sharing Your Data
We do not sell or share your personal data for marketing purposes without your explicit consent. We may share data with trusted third parties who help us operate, including:
- Service Providers: Website hosts, payment processors (e.g., Stripe or PayPal), email platforms (e.g., Mailchimp), and video tools (e.g., Zoom for virtual events). These providers are bound by data processing agreements.
- Professional Advisers: Accountants, lawyers, or insurers, as needed for business operations.
- Legal Authorities: If required by law, court order, or to protect our rights, safety, or property.

All third parties are required to protect your data and use it only for the specified purposes. We ensure appropriate safeguards for international transfers, if any.

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 4. Communications and Marketing
When you book an event, we encourage you to opt in for communications to keep you informed about rebooking (as events can fill quickly), special offers, wellness tips, or community updates tailored to your child's development stage.

- Opt-In: You control preferences during booking or via your account settings.
- Opt-Out: Unsubscribe links are in every email; alternatively, email [email protected] to update preferences.
- If you do not opt in, we will still contact you for essential booking matters.

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 5. Your Rights
Under UK GDPR, you have rights regarding your personal data:
- Access: Request a copy of the data we hold about you.
- Rectification: Correct inaccurate or incomplete data.
- Erasure: Request deletion (subject to legal retention requirements).
- Restriction: Limit processing in certain cases.
- Objection: Object to processing based on legitimate interests or for marketing.
- Portability: Receive your data in a structured format.
- Withdraw Consent: At any time, without affecting prior processing.

To exercise these rights, email info@mumcircleltd.com. We will respond within one month (or extend as permitted). If you believe we are not processing your data lawfully, you may complain to the ICO at www.ico.org.uk.

For data relating to your child(ren), you can exercise these rights on their behalf as the legal guardian.

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 6. Data Retention
We retain personal data only for as long as necessary for the purposes outlined, or as required by law (e.g., 6 years for financial records under UK tax law). For example:
- Booking data: Until the event ends, plus 2 years for rebooking support.
- Marketing data: Until you withdraw consent or unsubscribe.

After this period, data is securely deleted or anonymized. 

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 7. Data Security and Breaches
We implement appropriate technical and organizational measures to protect your data, including encryption, access controls, and regular audits. However, no system is completely secure.

In the event of a data breach, we will notify affected individuals and the ICO as required by law. Our breach response policy is available on request.

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 8. International Transfers
Our services are primarily UK-based, but if data is transferred outside the UK/EEA (e.g., to US-based providers like Google), we use Standard Contractual Clauses or adequacy decisions to ensure equivalent protection.

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 9. Children's Privacy
Our services are designed for mothers and babies up to 13 months. We collect limited child data (name and age) only with parental consent to ensure event suitability. We do not knowingly collect data from children under 13 without guardian verification. Parents/guardians control all child-related data.

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 10. Cookies and Similar Technologies
The Site uses cookies to enhance functionality and analyze usage:
- Essential Cookies: For site navigation and booking security.
- Analytics Cookies: Google Analytics to track trends (e.g., visitor numbers, device types). This is anonymized where possible.
- Preferences Cookies: To remember opt-ins or forum settings.

You can manage cookies via browser settings or our cookie banner. For more on Google Analytics, see Google's privacy policy. To opt out of Google Analytics, visit tools.google.com/dlpage/gaoptout. 

We comply with UK cookie laws by providing clear information and consent options.

 

 11. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or laws. The latest version will be posted on the Site with the updated effective date. We will notify you of material changes via email or Site notice. Continued use after changes constitutes acceptance.

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