Privacy Policy for nest Godalming

The event organiser, nest Godalming, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.

Privacy Policy for nest Godalming

This privacy policy sets out how nest Godalming uses and protects your personal data.

Important Information and Who We Are

Privacy policy

This privacy policy gives you information about how nest Godalming collects and uses your personal data when you register with us, purchase a Chapters pass, join our WhatsApp community groups, or sign up to our events.

Controller

nest Godalming is the controller and responsible for your personal data (collectively referred to as nest Godalming, “we”, “us” or “our” in this privacy policy).

If you have any questions about this privacy policy, including any requests to exercise your legal rights (paragraph 8), please contact us using the contact details below.

Contact Details

Email address: nestgodalming@gmail.com

Location: Godalming, Surrey, United Kingdom

The Types of Personal Data We Collect About You

Personal data means any information about an individual from which that person can be identified. We collect, use, store and transfer the following information to provide services and goods, including delivery:

• Identity & Family Data: First name, last name, estimated due date window.
• Contact Data: Email address, mobile phone number, billing address, and emergency contact details (where provided for event safety).

• Transaction Data: Details about products, passes and event tickets purchased from us, along with booking history. 

• Financial & Payment Data: Payment processing is handled entirely and securely by our third-party booking getaway (Ticket Tailor) and payment processors (such as Stripe). nest Godalming does not store or process payment card numbers on our own servers. 
• Health & Dietary Data (Special Category data subject to additional protection due to its sensitive nature ): Allergies, dietary requirements, or specific health conditions you choose to share with us to ensure safety and comfort during in-person meetups.

• Marketing & Media Data: Preferences in receiving marketing from us and our third parties, communication preferences, and recorded images (photographs or video recordings captured during hosted events, subject to your explicit consents and photo preferences).
• Community & Communication Data: Messages, feedback, WhatsApp group participation and communication preferences. 

We collect or use the following information for service updates or marketing purposes:

• Names and contact details

• Marketing preferences

• Recorded images, such as photos or videos

• Records of consent, where appropriate

We also collect or use the following special category information for service updates or marketing purposes. This information is subject to additional protection due to its sensitive nature:

• Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details

• Payment details

• Purchase or service history

• Video recordings of public areas

• Audio recordings of public areas

• Customer or client accounts and records

• Financial transaction information

We also collect the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

• Health information

How Is Your Personal Data Collected?

We use different methods to collect data from and about you, including:

• Direct Interactions: You may give us your data by filling in booking forms on Ticket Tailor, accessing embedded websites, joining our WhatsApp groups or by corresponding with us by email/Instagram. This includes personal data you provide when you:
  • apply for our products or services;
  • create an account on our website;
  • upload images with EXIF GPS included;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • enter a competition, promotion or survey; or 
  • give us feedback or contact us
• Third Parties & Publicly Available Sources: We will receive personal data about you from various third parties and public sources. Technical and Usage Data is collected via booking platforms (Ticket Tailor) and standard website/landing page analytics (such as Google Analytics or Meta Pixel) based outside the UK.

WhatsApp Community & Peer Visibility Notice 

As a member or nest or as part of your nest Chapters pass, you are invited to join a closed, private WhatsApp community group managed by nest Godalming via Meta/WhatsApp:

• Peer Visibility: By voluntarily joining the WhatsApp community group, you acknowledge that your WhatsApp profile name, profile photo and mobile number will be visible to other members of that community group.
• Group Interactions: Any personal information, updates or photos you choose to share directly within the WhatsApp group chat are shared with fellow group members at your own discretion.
• Leaving the Group: You have the right to exit the WhatsApp group at any time. 

Third-Party Directory & Perk Partners 

• Directory Listing & Perks: We curate exclusive discounts and perks from trusted third-party providers. 
• Data Sharing Boundary: We do not sell, trade or automatically pass your personal contact details to third-party directory partners.
• Redemption: Accessing directory perks is handled via direct codes, exclusive links or digital perk sheets shared with you. If you choose to redeem a perk or book a service directly with a third-party partner, your data will be governed by that partner’s own privacy policy.

Event Photography & Media Policy

• We frequently capture photographs and short video clips during our hosted meet-ups for community memory-sharing and marketing (e.g. Instagram, website).
• Consent & Opt-Out: You will be asked for your photography preferences during registration. You have the absolute right to opt out of event photography at any time—either on your booking form, by emailing us, or by simply letting the event host know on the day.

Lawful Bases & Data Protection Rights

Under UK data protection law (UK GDPR), we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the Information Commissioner’s Office (ICO)’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our Lawful Bases for the Collection and Use of Your Data

Our lawful bases for collecting or using personal information to provide services and goods are:

• Contract: We have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

• Consent: We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Legitimate interests: We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• To ensure clients receive essential administrative and operational updates regarding the services they have signed up for. We also have a business interest in providing relevant marketing updates to customers about upcoming events and features that enhance their experience. The primary benefit of processing this information is to ensure users are informed about event details, changes to the programme and guidance which is crucial for a community-focused service. For marketing, it benefits clients through introducing them to relevant local support networks and resources during pregnancy and early motherhood. The privacy impact on individuals is minimal. We use standard contact details (including email addresses and mobile phone numbers) and the estimated four-to-eight week due window selected by clients at registration. We use this timeline to ensure they receive notifications about activities tailored specifically to their group. Users can opt out of promotional marketing communications at any time by replying to my email and by removing themselves from the WhatsApp community, ensuring their right to privacy outweighs my business interests. 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Legal Obligation: We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

• Legitimate Interests: We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

• To efficiently respond to user inquiries, resolve customer complaints, and handle any formal claims related to our services. Processing this information allows me to provide effective customer support and continuously improve the quality and safety of my service. The primary benefit of collecting this information is that it enables clients to have their questions answered quickly and ensures any issues or grievances they raise are thoroughly investigated and resolved fairly. The privacy impact on individuals is low. I only process the specific personal details (such as names, contact information, and message history) that the individuals themselves choose to provide when raising a query or complaint. This information is strictly restricted to resolving the specific issue at hand and is securely stored. Therefore, the benefit of resolving customer issues and maintaining a safe service significantly outweighs any minor impact on individual privacy.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

1. How Long We Keep Information

• Active Cohort Records: We retain your personal registration details, email address, phone number and estimated due date timeline on my systems for as long as you are actively participating in nest Chapters or remaining a member of the included WhatsApp community group.
• Post-Cohort Retention: If you choose to leave the WhatsApp community group after your Chapters group finishes, your active registration records (including your email address, phone number and estimated due-window timeline) will be securely deleted or anonymised from my booking and communication databases within 12 months of your departure. This 12-month window allows me to safely wrap up administrative communications or process any final event queries. 
• Financial Records: Standard transaction receipts and invoice records are retained for up to 7 years to comply with HMRC tax and business accounting legal obligations.

Who We Share Information With

We share personal information only with trusted service providers who process data strictly on our behalf under UK GDPR compliance:

Data processors

• Meta: They provide the social media and digital messaging infrastructure used to manage our service communications. This includes hosting the Instagram platform to engage with the public, handle client inquiries, and conduct voluntary outreach to potential customers, as well as providing the WhatsApp group messaging tools that allow clients to voluntarily connect, communicate, and receive specific updates regarding upcoming events and activities.
• Ticket Tailor: This data processor does the following activities for us: 
  • They provide the secure booking platform that collects and stores client registration information, including contact details and estimated due-window timelines, strictly to process ticket sales and manage event attendance on my behalf.
• Google Workspace (Google LLC): They securely host our business email inbox, calendar, and cloud file storage services, which we use to communicate directly with clients, safely store and manage registration files, answer customer queries or complaints, and send out essential administrative and operational updates regarding our services.
• Stripe/Payment Processors: Secure third-party payment gateways that handle credit/debit card transactions directly. 

Others we share personal information with:

• Organisations we’re legally obliged to share personal information with

• Publicly on our website, social media or other marketing and information media

• Suppliers and service providers

Sharing Information Outside the UK

Where necessary, our data processors (such as Google, Meta and Stripe) may share/transfer personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.

Organisation name: Meta Platforms Inc.

Category of recipient: Meta Platforms, Inc. (Social Media, Mobile Messaging, and Communication Provider, located in the USA/EU).

Country the personal information is sent to: United States of America

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Organisation name: Google LLC

Category of recipient: Cloud Storage and Email Communications Provider

Country the personal information is sent to: United States of America

How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)

Cookies & Analytics

Our booking pages use standard cookies and tracking analytics (such as Google Analytics) to ensure proper site performance, analyse visitor engagement, and improve our services. You can set your browser to refuse or block web cookies at any time. 

How to Complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us so we can resolve it directly.

Email: nestgodalming@gmail.com

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

Address: ICO Head Office, 4th Floor, No.3 Circle Square, 5 Hawkshaw Street, Manchester, M1 7BL

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint