I am Samantha Jones, a registered midwife trading as Natural Fertility and Pregnancy, and I am the data controller for the personal information described in this policy. You can contact me about anything in it at [email protected] or by post at Rofft, Isallt Road, Llanddulas, Abergele, Conwy. LL22 8ND. I am registered with the Information Commissioner's Office, registration number ZB118154.
The work I do means women trust me with some of the most personal information there is — about their bodies, their fertility, their pregnancies and their experiences. I take that trust seriously, and this policy explains honestly what I collect, why, where it is kept and what your rights are.
What I collect
Contact and enquiry details — your name, email address, phone number and anything you tell me when you get in touch, fill in a form, book a call or download a free resource.
Health and care information — when you become a client, the information I need to support you safely: your history, symptoms, pregnancies, treatments, medications, emotional wellbeing and what we discuss and do in sessions. This is special category data in law, and it is handled with extra protection as described below.
Payment information — records of what you have bought and paid. Card payments are handled by my payment provider; I never see or store your card details.
Website and marketing information — how you use my website (see my cookie policy) and your marketing preferences.
Session recordings — only ever made with your agreement, as set out in my terms and conditions.
Why I use it, and my lawful bases
The law requires me to have a lawful basis for everything I do with your information. In plain English, mine are:
To provide your care and services (contract) — replying to enquiries, booking and delivering sessions, running programmes and the membership, and taking payment.
To support you safely (health care provision) — as a registered midwife bound by a professional duty of confidentiality under the NMC Code, I process health information under the specific legal condition for health and care provided by a regulated professional. For some complementary therapies I will also ask for your explicit consent before we begin.
To keep records I am required to keep (legal obligation) — including tax and accounting records, and care records kept in line with my professional and insurance obligations.
To run and promote my practice (legitimate interests) — keeping business records, improving my services, and sending relevant information about my services to existing and recent clients, which the law recognises as a legitimate interest. You can opt out of marketing at any time, instantly, using the unsubscribe link in any email or by contacting me.
Where you have said yes (consent) — newsletter and marketing sign-ups from people who are not clients, optional cookies, session recordings, and testimonials. You can withdraw consent at any time.
I never sell your information, I never share it with third parties for their marketing, and I do not use your information for automated decision-making.
How health information is protected
Your care records are treated the way you would expect from a regulated health professional: kept confidential, stored securely on password-protected systems, and never discussed or disclosed without your consent — with one honest exception. If I believe you or someone else, including a baby or child, is at serious risk of harm, I have a professional duty to act, which may mean sharing information with appropriate services. Wherever possible I would talk with you first.
Who your information is shared with
Like every modern practice, I use trusted service providers to run the business. They process your information only on my instructions and cannot use it for their own purposes, these include but are not limited to:
my practice management and website platform (Funnelsketchers), Google (analytics and business tools), my video call provider (zoom), my payment provider (Stripe), and my email provider (Gmail) accounting software (Starling).
Beyond these providers, I only disclose personal information where the law requires it, where my regulator or insurer requires it, or in the safeguarding circumstances described above.
International transfers
Some of the providers above, including Funnelsketchers and Google, store information on servers in the United Kingdom and United States of America. Whenever information leaves the UK, it is protected by legally recognised safeguards — the UK's data bridge arrangements or contractual protections approved for international transfers — so it has an equivalent level of protection to information held here.
How long I keep information
Client care records: in line with professional record-keeping guidance for midwifery and maternity-related care — up to 25 years for records relating to pregnancy and birth, and 8 years for other adult care records.
Business, tax and payment records: 6 years after the end of the relevant tax year, as required by law.
Enquiries that do not become bookings or that have signed up for communications from natural fertility and pregnancy: 12 months then archived.
Marketing lists: until you unsubscribe or your details bounce, with inactive contacts reviewed and removed periodically.
When information is no longer needed, it is securely deleted or destroyed.
Your rights
You have the right to ask for a copy of the personal information I hold about you (£25 admin fee), to have inaccurate information corrected, to ask for information to be deleted or its use restricted, to receive your information in a portable format, and to object to processing based on legitimate interests. You have an absolute right to object to direct marketing — if you object, it stops, no questions asked. Where anything relies on your consent, you can withdraw it at any time.
To use any of these rights, contact me at [email protected]. I will respond within one month. Some information cannot be deleted on request — in particular care records and tax records I am legally or professionally required to keep — and if that applies I will explain it to you.
How to complain
If you have any concerns about how I have used your personal information, please raise them with me directly — my data protection complaints procedure, linked in the footer of this website, explains how, including the different ways to get in touch. I will acknowledge your complaint within 30 days, investigate it without undue delay, keep you informed, and tell you the outcome clearly.
You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. The ICO will usually expect you to have raised your concern with me first, so that I have had the chance to resolve it.
Cookies
This website uses cookies. My cookie policy, linked in the footer, explains which ones, what they do, and how to switch optional ones off.
Children
My services and this website are for adults aged 18 and over. I do not knowingly collect information from children.
Changes to this policy
I may update this policy from time to time — for example when the law or my systems change. The latest version will always be on this page, with the date at the top.