Pool Hire Privacy Policy

This Privacy Policy outlines how I collect, use and share information about you when you hire a birth pool (and a TENS machine if you have chosen that as an optional extra) from me.

It does not apply to the individual practices of any third parties that I do not own or control. This includes Facebook, email providers, mobile phone service providers, or any other methods I may use to keep in contact with you. These third party providers are listed as part of this policy, and you can find out more about any third party their privacy policies by consulting their websites.

What Information I Collect

Prior to booking I ask for your estimated due date (EDD) and postcode to make judgements about my ability to provide you with services.

When booking I use an intake form which records certain information about you, including: your name; your due date (used to generate hire period dates); your contact details; any relevant information about your household such as pets or stairs.

I record my business mileage, which details the reason for any business journeys (including your name) along with the distance travelled.

I keep the following data about all the pools I hire out in a spreadsheet: your name, EDD, hire period dates, actual birth date, and whether or not you used the pool.

Storing This Information

Information about you is stored in the following ways:

  • Paper documentation is kept under lock and key.
  • Digital documentation at Starfish HQ is kept on an encrypted data drive.
  • Digital information held by third party companies is held on their servers.

Information about you is stored for the following lengths of time:

  • Emails and messages sent as part of your initial enquiry to me are kept until your hire is completed, and then deleted.
  • Booking documentation and mileage information is kept for 6 years for auditing and financial purposes – this is a legal requirement.
  • Basic information about the pool hire (name, hire period dates, whether the pool was used) is kept for the life of the pool.

How I Use Your Information

I do use the information I have on you:

  • To provide pool hire services to you, including visiting you at your home to deliver and collect the pool/TENS and arranging those visits.
  • To make judgements about my ability to safely deliver and collect the pool/TENS.
  • To inform you of any relevant additional information, such as the safe use of the pool when there are pets in the house.
  • To ensure that the pools are kept clean and safe for future use.
  • To comply with any legal obligations, such as retaining information for tax purposes.
  • For the purpose of improving the services that I provide, by reflecting on the service I have provided to you.

Sharing Your Information

There are specific circumstances in which I share your information with third parties. You may decline to give or withdraw your consent for me to share any information about you at any time.

I use several third parties to provide the pool hire service. This allows the most flexibility in terms of the booking process and enables me to automate some of it. These third parties are as follows:

  • An intake form provided by JotForms. This allows entirely electronic booking.
  • Automated email services provided by SendinBlue: a maximum of 5 emails are sent to you about your hire. Your details are never used for any other purpose without your express permission.
  • Deposit payment via PayPal. PayPal send out their own email receipts for your payment including an unique transaction ID. I never see your payment method or details.
  • Balance payments via iZettle card services. An itemised receipt is emailed to the email address you provided during booking by iZettle. I never see your payment details.

During the collection appointment I will ask if you have any feedback about the hire. Any feedback will be discussed with other birth workers in order to improve the services I offer.

Your Rights

  • You have the right to see all the information I keep about you at any time.
  • You have the right to see any information that is being stored by any third parties.
  • You have the right to not give consent to me keeping any information about you.
  • You have the right to request that I destroy any information I do have about you.
  • You have the right to request that I do not share your information with any other third parties, or only with specific third parties, or only via certain methods.

Updates

This Privacy Policy is updated on an annual basis at minimum, or when it becomes obvious that it is in need of updating.

Last updated on: Sunday 31st January 2021