BIRTH,
BODY +
BEYOND
CLUB
PRIVACY POLICY
The Alternative Midwife × With Woman Clinic
Effective from: 1st October 2026
How Birth, Body + Beyond Club collects, uses, stores and protects your personal information.
1. Who we are
Birth, Body + Beyond Club (“BBB”) is a collaborative pregnancy, birth and postnatal education and recovery service delivered by Gemma Clifford / The Alternative Midwife and Niki Finney / With Woman Clinic.
For personal information that we jointly collect and use for BBB, Gemma and Niki act as joint data controllers. This means that we jointly decide why and how that information is processed.
We have a Joint Controller Agreement setting out our respective responsibilities. You may contact either of us about your personal information, although we may use one BBB contact point to make communication simpler.
BBB privacy contact email: admin@birthbodybeyond.com
The Alternative Midwife contact details: thealtmidwife@gmail.com
With Woman Clinic contact details: niki@withwomanclinic.com
2. What this policy covers
This Privacy Policy explains what personal information BBB may collect, why we use it, how it is protected, who it may be shared with, how long it may be kept and the rights you have in relation to your information.
It applies to information collected through BBB enquiries, bookings, forms, group sessions, Pregnancy Circles, postnatal appointments arranged through the BBB programme, communications, feedback and related administration.
Where Gemma or Niki provides a completely separate service through The Alternative Midwife or With Woman Clinic, the privacy arrangements of that individual business may also apply.
3. Information we may collect
We aim to collect only information that is relevant and reasonably necessary for the service we provide.
Depending on how you interact with BBB, this may include:
Your name, email address, telephone number and other contact details.
Your partner or birth supporter’s name and relevant contact information where supplied.
Booking information, programme dates, attendance and payment-related information.
Your expected due date and relevant pregnancy or postnatal information.
Information you provide through our Health Information Form.
Allergies, dietary requirements, disabilities, accessibility requirements or reasonable adjustments.
Relevant health, birth or postnatal information that you choose to share with us.
Information relating to individual postnatal appointments included in your BBB programme.
Emergency contact information where we decide it is appropriate to collect it.
Emails, messages and other communications with BBB.
Feedback, testimonials or complaints.
Marketing preferences and records of consent where relevant.
Technical information generated when you use our website or online services, such as device, browser, cookie or analytics information, where applicable.
4. Health, pregnancy and birth information
Some of the information you share with BBB may be health information and therefore special category personal data under UK data protection law. This may include information about pregnancy, birth, physical recovery, pelvic health, mental wellbeing, disability or other health matters.
We do not need to know your entire medical history. We ask you to provide only information that is relevant to your participation, safety, reasonable adjustments or the professional service being provided.
Information shared informally during a group discussion is not automatically added to a formal record. Where information needs to be recorded for professional, safeguarding, safety or service-delivery reasons, we will aim to record only what is necessary.
5. Why we use your information
We may use personal information to:
Respond to enquiries and communicate with you about BBB.
Process and administer your booking.
Deliver the Birth, Body + Beyond programme and Pregnancy Circle.
Arrange and provide the postnatal appointments included in your programme.
Understand relevant allergies, accessibility requirements or reasonable adjustments.
Provide services safely and appropriately.
Maintain appropriate professional and business records.
Respond to questions, concerns or complaints.
Manage safeguarding, safety or serious welfare concerns where necessary.
Process payments and maintain financial records.
Evaluate and improve BBB.
Meet legal, regulatory, insurance and professional obligations.
Send marketing or updates where we have an appropriate lawful basis to do so.
6. Our lawful bases
UK data protection law requires us to have a lawful basis for using personal information. The lawful basis will depend on what information we are using and why.
We may rely on:
Contract — where processing is necessary to take steps at your request before booking or to provide the BBB service you have booked.
Legal obligation — where we need to process information to comply with a legal requirement.
Legitimate interests — where processing is reasonably necessary for the operation, administration, security or improvement of BBB and your rights do not override those interests.
Consent — where we specifically ask for your permission, for example for certain marketing, photographs, testimonials or other optional uses.
We will not use consent as the default basis for every activity simply because BBB works with health information.
7. Our basis for using special category information
Where we process health or other special category information, we must have both an Article 6 lawful basis and an additional condition permitting the processing of special category data under Article 9 UK GDPR and, where applicable, the Data Protection Act 2018.
The appropriate condition will depend on the particular purpose and professional context. This may include explicit consent in some circumstances or another lawful health, care, safeguarding or legal condition where applicable.
BBB will document the conditions relied upon for its material processing activities and will seek professional advice where the correct basis is unclear.
8. Health Information Form
Before attending BBB, we may ask you to complete a Health Information Form. This is intended to help us identify information that is genuinely relevant to safe participation, accessibility and the services we provide.
Completion of the form does not mean that you must disclose unrelated medical information. Please provide information that you reasonably believe is relevant to your participation or that we specifically explain is required.
Access to completed forms will be restricted to Gemma, Niki and any authorised person who genuinely needs the information for BBB purposes.
9. How Gemma and Niki use BBB information
Gemma and Niki may both need access to information required to administer and safely deliver the joint BBB programme.
BBB information does not automatically become an independent marketing or client database for The Alternative Midwife or With Woman Clinic.
If you separately choose to work with Gemma or Niki outside BBB, the relevant practitioner or business will explain how your information is processed for that separate service where necessary.
10. Payment information
Payments may be processed through third-party booking or payment providers. BBB does not ordinarily need to store complete debit or credit card details.
Payment providers may process your information under their own privacy terms as independent controllers or as processors, depending on the service and arrangement.
We may retain transaction records necessary for accounting, tax, refunds and business administration.
11. Website, booking systems and other suppliers
We may use third-party services to operate BBB, such as website hosting, online booking, forms, payment processing, email, cloud storage, mailing lists or business administration.
Current or anticipated systems may include Squarespace and services integrated with it. The exact suppliers used by BBB may change over time.
Where a supplier processes information on our behalf, we will take reasonable steps to ensure appropriate data protection arrangements are in place. Some suppliers may also act as independent controllers for particular aspects of their service.
12. Who we may share information with
We do not sell your personal information.
Where necessary and lawful, information may be shared with:
Gemma and Niki for BBB delivery and administration.
Service providers acting on behalf of BBB, such as website, booking, payment, email, form or secure storage providers.
Professional advisers, insurers or accountants where necessary.
Healthcare or other professionals where you ask us to communicate or refer you and there is an appropriate lawful basis.
Safeguarding services, regulators, law enforcement or other authorities where disclosure is required or justified by law.
Other parties where you have specifically authorised the sharing.
We aim to share the minimum information reasonably necessary for the purpose.
13. Group sessions and confidentiality
BBB facilitators will treat information shared during group sessions sensitively and in accordance with their professional responsibilities.
Other participants are also asked to respect the privacy of the group and not repeat identifiable personal stories outside the session.
Because other participants are independent individuals rather than BBB staff or processors, BBB cannot guarantee that another participant will always respect this expectation. We therefore encourage everyone to consider what they feel comfortable sharing in a group setting.
14. Photographs, video and testimonials
We will not assume that attending BBB means you agree to appear in photographs, video or promotional material.
Where we would like to use identifiable images, video, testimonials or personal stories for marketing or publicity, we will ask for appropriate permission where required.
You may decline marketing photography or testimonial requests without affecting your ability to use BBB services.
Where processing relies on consent, you may withdraw that consent for future use. Withdrawal does not make earlier lawful processing unlawful, and material already lawfully published or distributed may not always be capable of complete recall.
15. Marketing
We may contact you with practical information that is necessary for your booking or BBB service. These service messages are different from marketing.
We will only send electronic marketing where we have an appropriate lawful basis and comply with applicable electronic marketing rules.
You can unsubscribe from marketing at any time using the unsubscribe method provided or by contacting us. Opting out of marketing will not stop essential communications about a current booking.
16. Cookies and analytics
The BBB website may use cookies and similar technologies for essential website functions and, where enabled, analytics or other optional purposes.
Where consent is legally required for non-essential cookies, appropriate choices should be provided through the website. Further details may be provided in a separate cookie notice or website cookie settings.
17. International transfers
Some technology providers may store or process information outside the United Kingdom.
Where UK data protection law treats this as a restricted international transfer, we will take reasonable steps to ensure an appropriate transfer mechanism or safeguard is in place, such as adequacy regulations or approved contractual safeguards where required.
18. How we protect your information
We use reasonable technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.
These may include:
Password-protected accounts and devices.
Multi-factor authentication where available.
Restricted access to health and other sensitive information.
Secure cloud or digital storage.
Keeping unnecessary copies and downloads to a minimum.
Appropriate device and software security.
Secure deletion or disposal when information is no longer required.
No electronic system can be guaranteed to be completely secure, but we will take data security seriously and respond appropriately to suspected breaches.
19. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant professional, insurance, tax, safeguarding and legal requirements.
Different categories of information may therefore have different retention periods.
BBB will maintain a retention approach covering booking and administrative information, financial records, health information, professional records, complaints, safeguarding information, marketing preferences and other relevant categories.
When information is no longer required, it will be securely deleted, destroyed or anonymised unless there is a lawful reason to retain it for longer.
20. Your data protection rights
Depending on the circumstances, you may have rights including:
The right to be informed about how your information is used.
The right to request access to your personal information.
The right to ask for inaccurate information to be corrected.
The right to request deletion of information in certain circumstances.
The right to request restriction of processing in certain circumstances.
The right to object to certain processing.
The right to data portability in certain circumstances.
Rights relating to automated decision-making where applicable.
The right to withdraw consent where processing is based on consent.
These rights are not absolute and may depend on the circumstances and the lawful basis for processing.
You may make a request to either Gemma or Niki. We will cooperate to deal with requests relating to jointly controlled BBB information.
21. Children’s information
BBB is primarily a service for expectant and new parents. We may receive limited information relating to babies or children where this is relevant to postnatal support, family circumstances or the service being provided.
We will only record information about a child where there is a legitimate and lawful reason to do so and will aim to keep that information to the minimum necessary.
22. Safeguarding and serious concerns
There may be circumstances in which confidentiality cannot be maintained, for example where we have a legal obligation to disclose information or where sharing is necessary and lawful in relation to a serious safeguarding concern.
Where appropriate and safe to do so, we would normally aim to be transparent with you about such sharing.
23. Data breaches
If we become aware of a personal data breach, we will investigate and take reasonable steps to contain and address it.
Where required by law, we will notify the Information Commissioner’s Office and/or affected individuals within the applicable timescales.
24. Complaints about your information
If you have a question or concern about how BBB uses your personal information, please contact us first so that we can try to resolve it.
BBB privacy contact: Niki Finney
You also have the right to complain to the Information Commissioner’s Office (“ICO”), the UK regulator for data protection. Current contact and complaint information is available from the ICO.
25. Changes to this Privacy Policy
We may update this Privacy Policy when BBB changes its services, systems, suppliers, legal structure or data processing practices, or where legal or regulatory requirements change.
The current version will be made available through the BBB website or booking process. Where a change materially affects how we use existing information, we will take appropriate steps to bring it to your attention.
26. Contact us
Birth, Body + Beyond Club
Gemma Clifford / The Alternative Midwife
Niki Finney / With Woman Clinic
BBB email: admin@birthbodybeyondclub.com
Website: www.birthbodybeyondclub.com