PRIVACY POLICY

Your story deserves the same care as our support

At Mothers & Moon, you may share personal and sensitive information. That trust is precious. We therefore process personal data carefully, for specific purposes and with respect for the General Data Protection Regulation (GDPR) and applicable Belgian privacy legislation.

This privacy policy explains which data we process, why we do so, who we may share them with, how long we retain them and what choices and rights you have.

AT A GLANCE

We collect no more data than necessary, never sell your personal data and use special category data, such as information about pregnancy or health, only where necessary and lawful. We use non-essential cookies, newsletters, photographs and testimonials only with the required consent.

01 — Who is responsible?

Mothers & Moon is the data controller for the personal data described in this privacy policy.

Mothers & Moon – Lindsay Danthine
Vennestraat 2D, 9230 Wetteren, Belgium
Business registration and VAT identification number: BE 0637.779.948
Email: info@mothersandmoon.be
Telephone: 0472 86 03 57
Website: www.mothersandmoon.be

Mothers & Moon has not appointed a data protection officer, because this is not mandatory for the current nature and scale of its activities. For any privacy question, you can contact us directly at the email address above.

02 — Who and what does this policy cover?

This privacy policy applies when you visit our website, request information, arrange an introductory meeting, book a service or take part in support, a consultation, workshop, women’s circle, ceremony or another Mothers & Moon offering. It also applies when you contact us by email, telephone, WhatsApp, social media or an online form.

The policy may also cover data about a birth or life partner, a child, an emergency contact or another person where those data are necessary for the chosen support.

03 — Which personal data do we process?

The data we process depend on your contact with Mothers & Moon and the service you choose. They may include:

  • identification and contact details, such as surname, first name, address, email address and telephone number;

  • appointment and support details, such as the chosen service, appointment dates, availability, the location of support and practical preferences;

  • information about pregnancy, birth and postpartum, such as the due date, gestational age, birth setting, healthcare professionals involved, birth preferences and information needed to tailor support safely and personally;

  • health data or other special category personal data that you voluntarily share and that are relevant to the support, such as allergies, medication, medical considerations, previous experiences or cultural, philosophical, religious and personal practices;

  • data about a partner, baby, child, healthcare professional, emergency contact or another person, insofar as necessary for support or communication;

  • administrative and financial data, such as invoice details, payment status, bank account information and data that must legally be included in accounting records;

  • communication data, such as messages, emails, conversation notes and correspondence by telephone or WhatsApp;

  • images and audio, testimonials or feedback, but only where you give separate consent or another valid legal basis applies;

  • technical and usage data from the website, such as IP address, device and browser information, pages visited and cookie data, in accordance with your cookie choices.

Please do not share data that are unnecessary for your enquiry or support. Use free-text fields and messages sparingly for highly sensitive information.

04 — How do we obtain your data?

We usually receive personal data directly from you, for example through a form, email, WhatsApp, telephone, a conversation, agreement, intake or during support. Sometimes we receive necessary data from your partner or from a healthcare professional whom you involve or authorise to share information.

Technical website data may be collected automatically through necessary cookies and, with your consent, through analytics or other non-essential technologies. Further information is provided in our cookie policy.

05 — Why do we process personal data?

5.1 Enquiries, introductions and preparation

We process contact and enquiry details to answer your question, arrange an introductory meeting, assess whether our support is suitable and available, and make preliminary arrangements. The legal basis is taking steps at your request before entering into an agreement.

5.2 Performance of the agreement

We process necessary data to manage a booking, schedule appointments, provide the chosen service, communicate with you, organise availability and the on-call period, activate a backup arrangement and provide follow-up care. The legal basis is performance of the agreement.

5.3 Administration, invoicing and legal obligations

We process administrative and financial data for quotations, agreements, invoices, payments, accounting, tax obligations and possible inspections. The legal basis is performance of the agreement and, where applicable, a legal obligation.

5.4 Quality, security and legal claims

We may process limited data to organise our services and administration, prevent misuse or security problems, handle complaints, retain evidence and exercise rights in or out of court.

This is based on our legitimate interest, after balancing your rights and expectations, or where processing is necessary for a legal claim.

5.5 Newsletter and direct communication

We send newsletters, inspiration or promotional emails only when you have consented or where the law permits this within a specific existing customer relationship.

You can always unsubscribe easily through the link in the email or by contacting info@mothersandmoon.be. Withdrawal of consent does not affect processing that has already lawfully taken place.

5.6 Website, cookies and statistics

We use necessary technologies to ensure the website functions securely and technically.

We use analytics and other non-essential cookies or similar technologies only in accordance with your choice in the cookie banner. Further details, including providers and retention periods, are set out in the cookie policy.

5.7 Photographs, videos and testimonials

We publish personal photographs, videos, birth announcements, experiences or identifiable testimonials only following separate, specific consent or where another valid legal basis has been clearly communicated.

You can withdraw consent for future use. We will then discuss what can reasonably be removed. Material that has already been lawfully printed or is no longer under our control cannot always be fully retrieved.

06 — Special category personal data and health data

Information about pregnancy, physical or mental health, medication, allergies, previous births or other medical considerations may constitute a special category of personal data.

Mothers & Moon processes such data only where relevant and necessary for the support and where a valid exception under the GDPR applies.

Where necessary, we ask for separate explicit consent. In an exceptional emergency, limited processing may be necessary to protect your vital interests or those of another person where consent cannot be given.

Data may also be retained where necessary for the establishment, exercise or defence of a legal claim.

AN IMPORTANT BOUNDARY

Mothers & Moon is a doula and support practice, not a medical healthcare provider. We do not collect a complete medical record and do not request data from doctors or midwives without your involvement or an appropriate legal basis.

Share medical information directly with your qualified healthcare professionals where it is needed for your care.

07 — Data about partners, children and other people

Support may involve data about a partner, baby, child, healthcare professional, emergency contact or another person.

We process only what is reasonably necessary for support, safety, planning or communication. When you provide us with someone else’s data, we ask you to inform that person where appropriate.

To publish identifiable images or a testimonial involving a child, we request the required consent of the parent or legal representative and take account of the child’s interests and, as appropriate to their age and maturity, their views.

08 — Who may we share data with?

Mothers & Moon never sells or rents personal data. We share only necessary data with carefully selected recipients, including:

  • website, hosting, form, email and newsletter providers, including Squarespace and MailerLite;

  • analytics and security services, including Google Analytics and Google reCAPTCHA, insofar as activated and permitted by your cookie choice;

  • cloud, communication and IT service providers that secure or maintain systems;

  • our accountant, bank, payment or invoicing service and professional advisers;

  • an agreed backup doula or another necessary service provider, only insofar as needed to continue the support and with appropriate confidentiality;

  • competent authorities, regulators, courts or emergency services where required by law or necessary for safety or legal claims.

Service providers that process personal data on our behalf may use those data only in accordance with our instructions and appropriate agreements.

Some parties act as data controllers in their own right for certain activities, for example a bank or public authority. Their own privacy policies then also apply.

09 — Transfers outside the European Economic Area

Some digital service providers or their supporting entities may process data outside the European Economic Area.

In that case, we use only a permitted transfer basis, such as an adequacy decision, the EU-US Data Privacy Framework for a validly certified recipient, or standard contractual clauses approved by the European Commission, supplemented by appropriate security measures where necessary.

You can request more information about the safeguards applicable to a specific transfer by contacting info@mothersandmoon.be.

10 — How long do we retain data?

We retain personal data no longer than necessary for the purpose for which they were collected, taking account of statutory retention obligations, possible disputes and the principle of data minimisation.

We generally apply the following periods:

  • enquiries that do not lead to support: a maximum of 12 months after the last meaningful contact;

  • appointment, agreement, communication and limited support records: generally a maximum of 5 years after support ends, unless longer retention is necessary for an ongoing complaint, dispute or legal claim;

  • special category or health data: as briefly as possible and no longer than necessary for support, safety, follow-up, explicit consent or a specific legal claim;

  • invoices, accounting documents and tax records: 10 years or longer where a specific legal obligation or inspection period requires it;

  • newsletter data: until you unsubscribe or withdraw consent; a minimal record of the unsubscribe request may then be retained to respect your choice;

  • records of consent: for as long as the use continues and afterwards for as long as necessary to demonstrate its lawfulness;

  • photographs, videos and testimonials: for as long as the consent and communicated purpose remain valid, unless consent is withdrawn earlier or another retention period is agreed;

  • website and cookie data: according to the periods in the cookie policy and the settings of the service concerned.

At the end of the relevant period, we securely delete or anonymise the data, unless further retention is legally required or demonstrably necessary.

11 — How do we protect personal data?

We take appropriate technical and organisational measures to protect personal data against loss, unauthorised access, alteration, disclosure or misuse.

These include restricted access, strong passwords and multi-factor authentication where available, up-to-date software, secure accounts and devices, careful selection of providers, limited access to paper records and confidential handling of client information.

No digital system is entirely free of risk. In the event of a personal data incident, we assess the consequences and take the measures required by the GDPR, including, where necessary, notifying the Data Protection Authority and informing the people affected.

12 — Automated decision-making

Mothers & Moon does not make decisions producing legal or similarly significant effects solely on the basis of automated processing.

We do not use your personal data for automated profiling that produces such effects.

13 — What rights do you have?

Subject to the conditions of the GDPR, you have the right to:

  • know whether we process personal data about you and request access or a copy;

  • have inaccurate data corrected and incomplete data completed;

  • request erasure where there is no valid reason for further retention;

  • have processing restricted in certain circumstances;

  • object to processing based on legitimate interest, and always to direct marketing;

  • receive the data you provided to us in a structured, commonly used, machine-readable format, or have them transferred, where the right to data portability applies;

  • withdraw consent at any time without affecting the lawfulness of earlier processing;

  • lodge a complaint with a supervisory authority.

Send your request to info@mothersandmoon.be, stating as clearly as possible which right you wish to exercise and which data your request concerns.

To prevent misuse, we may request reasonable information to confirm your identity. Never provide an unnecessary full copy of your identity card.

We generally respond within one month. For a complex request or several simultaneous requests, the law may allow this period to be extended by up to two months. In that case, we inform you within the first month.

Exercising your rights is usually free of charge. For manifestly unfounded or excessive requests, the GDPR may permit a reasonable fee or refusal.

14 — Complaints

If you have a concern, please first contact info@mothersandmoon.be. We will try to find a considered solution together.

You also have the right to lodge a complaint with:

Gegevensbeschermingsautoriteit (Belgian Data Protection Authority)
Drukpersstraat 35, 1000 Brussels
Email: contact@apd-gba.be
Telephone: +32 (0)2 274 48 00
Website: www.gegevensbeschermingsautoriteit.be

You may also complain to the competent supervisory authority in the country where you normally live or work, or where the alleged infringement occurred.

15 — Cookies, social media and external websites

For information about cookies and similar technologies, please refer to the separate cookie policy.

Our website and social media may contain third-party links or features. When you use an external service, that third party may process personal data under its own privacy terms.

Mothers & Moon does not determine how independent external parties organise their own data processing.

16 — Changes

We may amend this privacy policy when our services, website, providers or legislation change.

The most recent version is available on the website and states the version number and date of the latest amendment. For a significant change, we inform you through an appropriate channel where reasonably possible or legally required.

17 — Contact and version

Questions about privacy, a request to exercise your rights or a report of a possible data incident can be sent to info@mothersandmoon.be or discussed by telephone on 0472 86 03 57.

RELATIONSHIP WITH OTHER DOCUMENTS

This privacy policy concerns personal data. The cookie policy applies to cookies and similar technologies.

Services and bookings are subject to the terms and conditions and, where applicable, an individual quotation or support agreement.

Version 2.0
Last amended and effective from: 14 August 2026