Welcome to our Privacy Notices page. Here you can find information about:
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:
Feedback:
Opportunities:
Capture The Flag (CTF):
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.
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