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

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 your 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 and the most recent document will be reflected in the version control.

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

2. Data collected

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

Interaction                         Information collected, processed and stored

Attending events               Name, email address, dietary requirements, accessibility requirements, 

                                             consent to photography

Feedback forms                Qualitative and quantitative data regarding your experience at a CWG event

3. How we collect data

We will collect data through the following methods:

Data collected                                               Method

Data regarding event attendance               Feedback forms, email RSVP, Eventbrite

Feedback                                                        Feedback forms

4. How we will use your data

We will use your data for the following reasons:

· 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 and fire safety.

· 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 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.

5. Legal basis for processing

We process your data for the following reasons:

· Compliance with all necessary legal requirements

· Compliance with safety requirements (in venues, etc)

· Our own legitimate interests, including ensuring we are accessible and to gather feedback for future improvement and growth

· To ensure consent is gained before photos and marketing materials are taken/made and put on social media platforms and websites

6. 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 in the below table.

Data                                                      Retention period

Event information shared                 Held only for the time between sign up to an event and the event (Names, email                   occurring.

addresses, requirements, 

consent)  

Feedback                                             5 years

7. 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 before sharing. 

Third parties used by CWG are as follows:

• Eventbrite - Eventbrite is used to advertise and collect sign ups for our events. If you do not wish to interact with us this way, RSVP by email is always possible.

8. 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 top of this privacy notice.

9. 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