CyberWomenGroups

Privacy Policy

Privacy Notice – CyberWomen Groups C.I.C.

Version Date Changes

0.1 07/08/2024 First Draft

1.0 14/08/2024 Published

2.0 13/04/2025 Further

enhancements

2.1 22/05/2025 Published

1. Introduction

At CyberWomen Groups C.I.C. (CWG), we are dedicated to ensuring your data is handled fairly, lawfully and with transparency. CWG gathers and processes data in line with the UK General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. This Privacy notice outlines the data CWG collects, stores and processes about you as someone who interacts with us.

CWG is the data controller of any personal information stored and is a Community Interest Company registered in England and Wales, company number 15018654, and a registered address at: Suite A, 82 James Carter Road, Mildenhall, Suffolk, IP28 7DE, United Kingdom.

We may change this privacy notice – this can be revisited at any time. The latest edits to this document will be outlined at the top of the notice.

If you have any questions, please contact us using the following email address: info@cyberwomengroups.org.uk.

2. Who we are

CyberWomen Groups C.I.C. is a student-led community that is on a mission to inspire the next generation of cyber security specialists, through inspiring positive change towards diversity in STEM. We work with many students across UK Universities to host events, provide opportunities and bridge the gap between industry and academia.

CyberWomen Corner is also part of CyberWomen Groups C.I.C., which is our Capture the Flag (CTF) platform. This platform is used at events as an interactive, gamified workshop. We utilise the CTF’d API for this purpose.

We are not a membership-based community – therefore interaction with us is via website/social media, event attendance or CTF participation, partnership, or as one of our Executive team members.

3. Data collected

You may interact with us in the following ways:

3a. A site visitor

If you visit our website, interact with our website and/or web pages, you are considered to be a site visitor. This does not include visiting blogs that are externally linked.

What we collect

CWG will collect, store and process the following data, depending on your interactions with us:

Interaction Information collected, processed and stored

Visiting our website We collect cookies to analyse website traffic.

How we collect

Data collected Method

Cookies Our website uses necessary and optional

cookies to function properly and will be used

when you accept the notice on the page.

Third Party Involvement

Third Party Involvement

GoDaddy Our website is hosted through GoDaddy.

They use optional and mandatory (essential)

cookies and other online identifiers

("Identifiers") as part of their services.

Please see the Privacy Notice of our third party

hosting service for more information.

3b. An attendee

If you attend one of our events, you are considered to be an attendee. This includes any CyberWomen Groups C.I.C. events, CyberWomen Groups C.I.C. branch events, any collaborations or features.

What we collect

CyberWomen Groups C.I.C. will collect, store and process the following data, depending on your interactions with us:

Interaction Information collected, processed and stored

Attending events Including, but not limited to: Name,

email address, dietary requirements,

accessibility requirements, consent

to photography

Feedback forms Qualitative and quantitative data

regarding your experience at an event

Opportunity forms We offer opportunities to the community

such as speaking slots at our events and

elections. We will always collect a name,

email address and any other relevant information.

How this information will be used will be

denoted on the form itself.

How we collect

Data collected Method

Event Information (Eventbrite) This will be collected as part of event registration

in Eventbrite.

Event Information (Google Form) This will be collected as part of event registration

in Google forms.

Feedback This will be collected via Google form.

Opportunity interest This will be collected via Google form or

Microsoft form.

Third Party Involvement

Third Party Involvement

Eventbrite Registration may be taken through Eventbrite.

They may store Personal Data itself or such

information may be stored by third parties to

whom they have transferred it in accordance

with their Privacy Policy.

Eventbrite has taken reasonable steps to

protect the Personal Data collected via the

Services from loss, misuse, unauthorized

use, access, inadvertent disclosure,

alteration and destruction.

Please see the Privacy Policy of our third

party for more information.

Google Forms A form is hosted using a CyberWomen

Groups C.I.C. associated account. All

submitted data is stored on a Google

server and can be accessed by

CyberWomen Groups C.I.C. as the form creator.

Google has taken reasonable actions to ensure

that your data has been stored securely.

Please see the Privacy Policy of our third

party for more information.

Microsoft Forms A form is hosted using a CyberWomen

Groups C.I.C. associated account.

Microsoft has taken reasonable actions to

ensure that you data has been stored securely.

Please see the Privacy Policy of our third

party for more information.

3c. Discord Community member

If you fill out the form to join our discord server, you are considered to be a Discord community member. There is only one discord server hosted by our organisation, which can only be accessed through invitation.

What we collect

Interaction Information collected, processed and stored

Signing up to join the Name, University email address, Discord name

Discord community and University attending.

Messages and content Discord name, messages.

shared in the server

How we collect

Data collected Method

Discord Information This will be collected via a Microsoft form.

to join the server

Third Party Involvement

Third Party Involvement

Microsoft Forms A form is hosted using a CyberWomen

Groups C.I.C. associated account.

Microsoft has taken reasonable actions to

to ensure that your data has been stored

securely.

Please see the Privacy Policy of our third

party for more information.

Discord A community server is hosted by CyberWomen

Groups C.I.C.

Discord have taken reasonable actions

to ensure that your information is

protected.

Please see the Privacy Policy of our third

party for more information.

3d. A CTF Participant

If you sign up to our CTF platform to complete challenges, you are considered a CTF participant.

What we collect

Interaction Information collected, processed and stored

Signing up to the platform All players must sign up with an email address

and create a password for their account.

These details will be stored on our server.

How we collect

Data collected Method

Email address and password The platform uses the CTF’d API for users

to sign up.

Third Party Involvement

Third Party Involvement

CTF’d API This is used for users to sign up to the platform.

Digital Ocean Emails and passwords used to sign up to the

platform will be stored on a server.

4. Data we will not collect

4a. Children and minors

None of our activities or events, unless specifically stated, is intentionally directed at children under 16. Our discord server is only directed at those 18 and above.

We do not knowingly collect personal data from anyone under 16 years of age. If an individual under the age of 16 would like to attend an event, we ask a trusted adult to sign up on their behalf, and not disclose to us any personal information.

If we determine upon collection that a Site Visitor, an Attendee or a Discord Community member is under 16, we will not use or maintain his/her/their personal data.

If we become aware that we have unknowingly collected personal data from a child under the age of 16, we will make reasonable efforts to delete such information from our records.

4b. Sensitive Data

We do not collect or receive any sensitive categories of personal data.

5. How we will use your data

We will use your data for the following reasons:

Events:

When we are hosting an event, we will ask for your name and email address to ensure we know who is attending and can communicate with you any further event information as required. This is also collected to ensure venue regulations are met, such as capacity numbers for the health and safety of all attendees.
We will ask for accessibility and dietary requirements to ensure we can cater to everybody attending our events, and that everybody feels comfortable at our events.
We ask for photography consent to ensure attendees are happy to have their photo taken and have this shared online.

Feedback:

Feedback will be used to influence future events, based on how attendees felt on the day, anything they felt went well or anything that could be improved.

Opportunities:

If you register interest for an opportunity, we will use that data to review your reasonings for interest and/or any data associated with an application. If they are going through a judging process, this will be clear on the form and who this data will be shared with will also be listed.
If you register interest for an opportunity, we will use your email address to contact you with any updates and/or further information.

Capture The Flag (CTF):

Your email and username will be used for account creation, so you are able to play challenges and receive a score.

6. Legal basis for processing

We process your data for the following reasons:

· Compliance with all necessary legal requirements,

· Compliance with health and safety requirements,

· Our own legitimate interests, including gathering feedback for future improvement and growth,

· To gain consent, such as photography consent for marketing and promotional materials.

. To determine fair decisions, such as judging applications.

To ensure opportunities requested are delivered.
For participation in our CTF.

7. How data is stored and retention period

CWG have appropriate measures in place to ensure your personal data is protected against loss, disruption, damage and unlawful processing.

Your personal data is retained for as long as necessary for the purposes set out in this privacy notice. All data will be securely disposed of, outlined below.

Data Retention period

Event information and Held up to 7 days following the event

associated data

Feedback 5 years

Opportunity interest and Held up to 7 days following the opportunity

associated data

Discord information This is deleted as soon as an invite link has been

sent to the individual

CTF Sign-up details This is deleted within 2 weeks.

and account

8. Sharing and disclosing your information

CWG will not disclose any of your data without your written consent, other than for legal requirements.

All anonymous feedback will remain anonymous through any processing of feedback. Any feedback associated with an identifiable individual will be redacted and anonymised by Branch Managers before sharing.

Third parties used by CWG are as follows:

Third Party Use Alternative

GoDaddy GoDaddy hosts our All our information can

website and domain. also be found on Linkedin.

Eventbrite We use Eventbrite to All events can be RSVP'd via email.

advertise and collect via email.

registrations for our

events.

Google Forms We use Google forms All communications can come

to collect event directly to us via email.

registrations, any

feedback and register

interest for opportunities.

Digital Ocean We use Digital Ocean to There is no requirement for any

host our CTF Platform. individual to interact with

our platform.

CTF’d API We use the CTF’d API to There is no requirement for any

allow users to sign up to individual to interact with our

the platform. platform.

9. Security

At CWG, we are dedicated to ensuring your data is fully protected. We maintain tight controls over the personal data we collect, retaining it in secured databases with strictly controlled access rights, to ensure it is secure. The Directors have access to this information, and are responsible for keeping that data secure.

Please note that while we mandate strict security controls, the internet can never be completely secure. With attacks such as Phishing on the rise, it is important to note that we would never send you an email requesting or verifying any personal data you have shared with us. If you identify a suspicious email that looks to have come from us, please do not open or forward any attachments or links, and let us know using our email address.

10. Data transfer outside the EU

We do not transfer data outside the EU.

11. Your rights

Under the UK GDPR laws, your rights as a data subject are as follows:

1. Right to be informed: You have the right to know how CWG processes your personal data.

2. Right to access: You can ask CWG for copies of your personal data.

3. Right to rectification: You can ask CWG to correct inaccurate or incomplete data.

4. Right to be forgotten: You can ask CWG to erase your personal data, in certain circumstances.

5. Right to restrict processing: You can ask CWG to restrict the processing of your personal data, in certain circumstances.

6. Right to data portability: You can ask CWG to transfer your data to another organisation or to you, in certain circumstances.

7. Right to object to processing: You can object to CWG using your data, in certain circumstances.

8. Right not to be subjected to automated decision making: You have a right not to be subject to a decision made solely on automated processing.

You do not need to pay a fee to exercise your rights. If you make a request, CWG has one calendar month to respond.

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

12. Concerns or queries

If you have any questions, thoughts or concerns about how your data is collected, handled and processed, please get in touch with us.

Email: info@cyberwomengroups.org.uk

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