Privacy Policy

Last updated: 11 May 2026

This privacy notice tells you what to expect us to do with your personal information when you contact us, use our website, or join our community groups. Happy MOMents CIO ("we", "us", "our") is committed to protecting your privacy and handling your personal data fairly, lawfully and transparently in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who we are

Happy MOMents is a Charitable Incorporated Organisation (CIO) registered with the Charity Commission for England and Wales under registered charity number 1203403.

For data protection purposes we are the "data controller" of the personal information you give us.

Our registered address is:

Happy MOMents CIO
Highbury
Halifax Road
Dewsbury
WF13 4JA

If you have any questions about this notice or how we use your personal data, please contact us at admin@happymoments.org.uk.

The information we collect about you

We only collect the personal information we genuinely need. Depending on how you interact with us, this may include:

When you complete our contact form

• Your name
• Your email address
• Your phone number (optional)
• The topic or topics you have selected
• The contents of your message
• Whether you have asked to join our general WhatsApp community group
• The date and time you submitted the form

When you join one of our WhatsApp groups

Our community groups are hosted on WhatsApp, which is operated by Meta Platforms Ireland Limited. When you join a group, your WhatsApp profile (typically your phone number, display name and profile photo) is visible to other group members and to our group administrators. We do not store this information separately on our own systems. WhatsApp's own privacy policy describes how Meta processes your data on its platform.

When you visit our website

Our website does not use any analytics, advertising or tracking cookies. The only cookies we set are strictly necessary for our admin dashboard to function (see our Cookie Policy for details). Our hosting provider may automatically log limited technical information such as IP address, browser type and pages visited for security and diagnostic purposes, and we do not combine that information with any data that identifies you.

Why we use your information and our lawful basis

Under UK GDPR we must have a lawful basis to process your personal data. The bases we rely on are:

Consent (Article 6(1)(a))

• Adding you to our general WhatsApp community group when you tick the opt-in box on the contact form
• Sending you any optional communications you have expressly asked for

You can withdraw your consent at any time by emailing admin@happymoments.org.uk or, for a WhatsApp group, by leaving the group through the WhatsApp app.

Legitimate interests (Article 6(1)(f))

• Replying to your enquiry when you contact us
• Maintaining records of community engagement, safeguarding and the support we have offered
• Keeping our website secure and operational

Our legitimate interest is to run our charitable services effectively for the benefit of moms and families in our community. We have considered your rights and freedoms and we believe these activities do not override them.

Legal obligation (Article 6(1)(c))

• Keeping records required by HMRC, the Charity Commission or other regulators
• Reporting safeguarding concerns where the law requires it

Sharing your information

We never sell your personal information. We only share it where we have a clear reason to do so. The third parties we use to run our charity and our website include:

• Supabase, our database and file-storage provider
• Vercel, our website hosting provider
• Amazon Web Services (Simple Email Service), which sends the email notifications generated by our contact form
• Meta Platforms Ireland Limited (WhatsApp), which hosts our community groups where you have chosen to join one

Each of these providers is bound by their own contractual and statutory data-protection obligations.

We may also share your information with safeguarding partners (for example, NHS services, the local authority or the police) where we believe a child or adult is at risk of harm and the law requires or permits us to do so.

International transfers

Where any of our service providers process personal data outside the UK or the European Economic Area, they do so under safeguards approved by the UK GDPR (for example, the UK Addendum to the EU Standard Contractual Clauses, or an adequacy decision).

How long we keep your information

We do not keep your personal information for longer than we need to. Typical retention periods are:

• Contact form submissions: up to 24 months after our last contact with you, then deleted.
• WhatsApp group membership: while you remain in the group; once you leave, your contact information is no longer visible to us.
• Records we are required to keep by law (for example financial or safeguarding records): for as long as the relevant legislation requires, then deleted.

You can ask us to delete your information sooner. See "Your rights" below.

How we keep your information secure

We take appropriate technical and organisational measures to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access to our admin systems is limited to authorised volunteers, protected by passwords and session-based authentication, and all data in transit is encrypted using HTTPS.

Your rights

Under UK GDPR you have the right to:

• Be informed about how we use your personal data (this notice)
• Access a copy of the personal data we hold about you
• Have inaccurate data corrected
• Have your data erased in certain circumstances
• Restrict the way we use your data
• Object to our use of your data where we rely on legitimate interests
• Data portability for the data you have given us with consent or under a contract
• Withdraw consent at any time, where we relied on it

To exercise any of these rights, please email admin@happymoments.org.uk. We will respond within one calendar month.

Automated decision making

We do not use your personal information for any automated decision making or profiling.

Children's information

Our services support moms and families, and our website is aimed at adults. We do not knowingly collect personal information directly from children under 13. Where we hold information about a child as part of supporting a family, that information is provided to us by the parent or carer and is treated with extra care under our safeguarding procedures.

Complaints

If you are unhappy with how we have handled your personal information, please tell us first by emailing admin@happymoments.org.uk so we have the chance to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

• Website: ico.org.uk
• Helpline: 0303 123 1113

Changes to this notice

We may update this notice from time to time, for example when our services or the law change. The "Last updated" date at the top of this page tells you when the latest version came into force.