This policy describes how and why MAMA Bermuda uses your personal information, how we protect your privacy when doing so, and your rights and choices regarding this information. We promise to respect any of your personal information which is under our control and to keep it safe.  We aim to be clear when we collect your information about what we will do with it.

 

We are a registered charity in Bermuda (charity number 431) with relationships with vendors, other charities, volunteers, supporters and members, so we use personal information on a day to day basis in order to operate.  Our use of personal information allows us to make better decisions, fundraise more efficiently and, successfully run family events for our members and wider community.

 

This policy was last updated on February 18th 2025.

 

1. How we collect information

We collect information in the following ways:

 

1.a Information you provide to us directly

You may provide us with your information in order to sign up as a new member when completing our online form. Data is also collected from renewing members, anyone who registers to one of our events, registers as a volunteer, or signs in to one of our Playgroups.

 

Members can at any point update their personal information by logging into their account. This is a secure area of our website, members can click on ‘Profile Details’ in ‘My Account’ to update any personal information.

 

When you use our website, we collect your personal information using “cookies” and other tracking methods.

 

In addition, in accordance with common website practice, we will receive information about the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

 

1.b Information you provide to us indirectly

Your information may be shared with us by third parties, for example:

 

• if a friend, employer or family member signs you up for one of our events;

 

1.c Information from other sources  

 

Social Media
Communication, engagement and actions taken through external social media platforms that we participate on are subject to the terms and conditions as well as the privacy policies held with each social media platform respectively.

 

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those services, for example when you publicly tag us in a post, or request to join our WhatsApp chat group, and Facebook Groups.

 

You are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to your own privacy and personal details.

 

2. What personal information we collect

We take the principles of data minimisation seriously and will only ever ask for the minimum amount of data needed for the associated purpose.

 

When signing up as a member, we collect, store and use the following kinds of personal information:

• your name;
• your contact details (including postal address, telephone number, e-mail address;
• your bank or credit card details where you provide these to make a payment;
• email address of Nanny or family member;
• first name of your child(ren) and year of birth;

 

When registering to attend one of our events, we collect, store and use the following kinds of personal information:

• your name;
• your e-mail address;
• name and age of the child(ren) attending the event;
• your membership number; 

 

We collect this information for the purpose of sending out communications relating to MAMA and running the events we organise.

 

3. How we use personal information

We will use personal information to:

 

• provide you with the services you signed up for;
• provide information relating to MAMA activities, events and other relevant news and updates;
• keep a record of your relationship with us;
• respond to or fulfil any requests, complaints or queries you make to us;
• manage our events;
• further our charitable objectives;
• send you correspondence and communicate with you, using email, WhatsApp and via social media platforms
• contact you if you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our websites;
• display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);
• safeguard our staff and volunteers;
• identify potential volunteers;
• monitor website use to identify visitor location, guard against disruptive use, monitor website traffic, personalise information which is presented to you and/or to provide you with targeted advertisements;

 

3.a Our use of personal data for digital marketing

In the event you tag us on Social Media we may re-share your content with our online community via our own social media platforms. If you do not wish us to do so, you can inform us by contacting our Policy Officer policyofficer@mama.bm

 

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites or how they use personal data. When you leave our website, we encourage you to read the privacy policy of every website you visit.

 

Website tracking using cookies – a cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, eg remembering your preferences, recording your membership sign-up, and counting the number of people looking at a website. We may use Google Analytics to generate statistical and other information about website usage by means of cookies. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and may be used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html 

 

4. Sharing your information

We will only pass your data to third parties in the following circumstances:

 

• you have provided your explicit consent for us to pass data to a named third party, e.g. IT service providers;
• we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors, and/or, where we consider this necessary, to protect the rights, property or safety of MAMA, its volunteers, visitors, users or others;
• at events, your name may be shared in the form of an ‘Attendee list’ to our volunteers. This is required to run our events, and check-in registrants;
• the operations of the organisation will require your information to be shared within the Executive Committee, in order for Committee members to perform their roles and execute duties to run the organisation. You can find the Executive Committee panel, and the roles they fulfil here: mamabermuda.com/executive-committee 

 

5. How we keep your personal information safe

We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details.  Files are password protected, stored in SharePoint and not shared outside of the organisation. Access to these files are limited to within the Executive Committee only.

 

We’re committed to putting you in control of your data. You can at any time opt out and revoke your consent to hold personal information. Furthermore, you can also request at anytime to review and update your information. If you wish to do so, please contact our Policy Officer policyofficer@mama.bm 

 

6. How long we keep your information

We take into account various criteria when determining the appropriate retention period for personal data including:

 

• the purposes for which we process your personal data and how long we need to keep the data to achieve these purposes. For example as an active member, we will need your personal information to provide our services to you;
• membership runs from Jan- Dec each year, we therefore seek renewal of consent no later than 31st January each year, when you renew your membership you are consenting for MAMA to hold your personal information for the purposes outlined in Section 3 above;
• old data i.e. information held from previous members who are no longer active, will be held on file for no longer than 5 years;
• personal data might be held for relevant or possible future legal claims;

 

7. Your rights

 

7.a Right to access your personal information

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply.

 

7.b Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected.  If you believe the information we hold about you is inaccurate or incomplete, you can update your personal information on our website by clicking on ‘My Account’ and selecting ‘Profile Details’. Alternatively you can provide us with details by emailing policyofficer@mama.bm

 

7.c Right to restrict use or delete your personal information

You have a right to ask us to restrict the processing of some or all of your personal information. You also have a right to ask us to delete some or all of your personal information if we are unable to delete your information, we will explain why this is the case.

 

7.d Right to object to the use of your personal information

If we are processing your personal information for direct marketing purposes, and you wish to object, we will stop processing your information for these purposes as soon as reasonably  possible.

 

If you want to exercise any of the above rights, please contact our Policy Officer policyofficer@mama.bm

 

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances.

 

Contact Us

If you have any questions, concerns or complaints please contact our Policy Officer policyofficer@mama.bm

 

You also have the right to lodge a complaint about any use of your information with the Office of the Privacy Commissioner www.privacy.bm