Data protection

Privacy policy

  1. Introduction

BACAPH takes its responsibility to protect your data very seriously. The following questions and answers are intended to help you to understand how we collect, use, store, and protect information about you.  It refers to personal data, i.e. any information which identifies you or which can be identified as relating to you personally.

If at any time you have a question relating to this policy or wish to change your preferences (for example to unsubscribe from emails you have previously opted into) please don’t hesitate to contact us in one of the following ways:

  • by email: 
  • by telephone: 020 7188 2854 (Monday to Friday, 10.00 – 16.00)
  • or write to: BACAPH, c/o RCPCH, 5-11 Theobalds Road, London, WC1X 8SH
  1. 2. Who we are

BACAPH is a Private Limited Company number 10190749, registered with Companies House.

With regards to protecting your data, BACAPH is subject to the Data Protection Act 1998 (DPA) and the General Data Protection Regulation 2018 (GDPR).

  1. What personal data do we collect?

The following section describes the types of personal information we collect as an organisation and how this data is collected.

  1. a.    Personal data you provide

The data you provide may include personal information, such as your name, address, telephone numbers, e-mail address, or signature, as well as financial information, such as your bank or credit card details when processing a membership application.

You might provide this through our website, via email, in paper form, or verbally. Examples of times you might actively provide data to us are:

  • buying a membership
  • answering a survey
  • registering for an event
  • through communication with our staff via phone or email

Data may sometimes be collected at jointly hosted events, but you will always be informed about this and be asked to opt in or opt out.

You may have also told us about your interests and preferences, such as the type of child and adolescent work you are most interested in, or the ways that you would like to be involved with the organisation, which will help us build up a picture of the types of activities you might be interested in hearing about in future.

  1. b.    Personal data generated by your activities with BACAPH

When interacting with BACAPH online, some of your data may be collected.

Examples of times your personal data may be generated by your activities are:

  • Your IP address logged when you visit our website. This is analysed by the Google Analytics service. Using Analytics helps us to better understand how people use our website and how we can improve our site for the future, however, you can opt out of Google Analytics by downloading an add-on to your web browser. Read Google's privacy policy here:
  • Your IP address is also logged when you sign up to our email newsletter. This information is recorded by MailChimp as part of our record of your consent to receive emails from BACAPH.  Read MailChimp’s Privacy Policy here:
  • Our website uses local storage such as cookies.

In addition, records of how you have been involved with BACAPH in the past, for example through participation in consultations or events, are kept on our database as a record of your support. Regarding payments, BACAPH will record details such as the transaction amount, the payment method, and the date of your transaction, so that our accounts can be reconciled and audited.

  1. Information from third parties

We sometimes receive personal data about individuals from third parties.

We may receive your personal details from third party organisations, such as from event partners, where you have provided consent for your personal details to be shared with BACAPH. This may be in relation to a co-hosted event.

Personal data could be information such as your name and contact details. This will be data that you have provided to the third party.

Details such as your age group and location may be provided through your activity on our social media page(s) as it is analysed, by Twitter for example. This data is used to ensure that you are receiving relevant and timely information about our work.

In instances where we are receiving information from a third party organisation they will have informed you via a privacy notice; please check the relevant websites for their privacy policies and to set your data preferences.

  1. Special categories of personal data

We do not normally collect or store special categories of personal data (also known as sensitive personal data). However there are some exceptions and situations where this will occur. An example is health-related data, e.g. dietary or access requirements when you are attending a BACAPH event.

  1. Accidents or incidents

If an accident or incident occurs at one of our events, or involving one of our staff, we’ll keep a record of this (which may include personal data and sensitive personal data).

  1. Partnerships

If you are an employee of an organisation we work with, we may have a record of your name and work-related contact details (including telephone, address and email). In instances where we have a contract with an organisation, such as a corporate partnership, it may be necessary for BACAPH to process the personal information of your name and work-related contact details to enable BACAPH to carry out the contract requirements to which your organisation is a party.

How do we use your information?

This section describes the purposes for which we would process and store your data.

  1. Administration

In order to carry out the work of the organisation we may:

  • Keep your personal data such as name and contact details alongside records of your involvement with BACAPH so that we can work effectively with our members and supporters.
  • We may need to keep certain personal data to fulfil a transaction (such as a purchase) or to manage an event.
  • We will keep records of financial transactions in order to comply with our financial responsibilities to Companies House (however we do not keep records of your payment details once the payment has been processed by BACAPH).
  • Write to you, telephone or email you regarding a membership you have bought to confirm receipt.
  • We will keep information that allows us to respect your choices and preferences (e.g. if you ask not to receive our monthly e-newsletter, we’ll keep a record of this).
  1. Marketing

As an organisation we rely on membership fees to achieve our objectives and therefore keeping in touch with you about our work and activities is an important activity. However, we want to make sure that we are doing this in line with your preferences and choices and that you are not receiving any information from us that you do not wish to. You are always in control of your data.

We require your consent to send you emails that contain marketing and therefore we will only send these to you if you have specifically opted in to receive them by signing up to email newsletters. Our email newsletters are sent using MailChimp (please see their privacy policy here: Our emails generally contain information such as news and updates about BACAPH’s work, and links to or information about our campaigns, consultations, events, and products. You can change your email preferences at any time by contacting us (see below).

Our emails may occasionally contain information about our partners, but these communications will always come from BACAPH and will be incorporated into our own marketing materials.

If you wish to change your preferences please contact us: email , phone +44(0)20 7188 28544 (10am-4pm Monday to Friday UK time), or write to BACAPH, c/o RCPCH, 5-11 Theobalds Road, London, WC1X 8SH.

  1. Research and analysis

We may use your data to tailor our communications with you. For example, details we hold within our records such as your interests may be used to send you more relevant information.

In addition, information about you is gathered when you use external sites, including social media which links to our page. Your data is analysed by these sites and may then be used by BACAPH to show what you’re interested in. By understanding your interests, we can tailor our posts and updates.  Using data in this way allows us to gather feedback and better share information with you.

  1. Sharing your data

We will never sell or share your data. We may disclose your personal information if we are requested or required to do so by a regulator or in order to comply with any other applicable legal obligation.

  1. Requests to view, update, and remove personal data

You have the right to request a copy of your personal data stored by BACAPH, to have your data kept up-to-date, and/or to request for it to be deleted (though this will not apply where it is necessary for us to continue to use the data for a lawful reason). If you would like to make any requests relating to your data please contact . Requests will be dealt with within 30 working days.

To find out more about your rights relating to your personal data please visit the Information Commissioner’s Office (ICO) website: . The ICO is the independent authority in the UK that oversees data protection regulation and upholds information rights.

  1. Keeping us informed

It is important for us and for you that we store the correct information about you. To ensure that we are kept up-to-date, so that we can send you the mailings or information that you have requested, please email at 

Changes to our Privacy Policy

BACAPH will amend this Privacy Policy when necessary for it to accurately reflect how and why we use your personal data.

This policy was last updated in May 2018.