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CyberWomenGroups
Home
About
Our Community
  • Blog
  • Events
  • Gallery
  • News
Support Us
  • Partnerships
  • Donate
More
  • Home
  • About
  • Our Community
    • Blog
    • Events
    • Gallery
    • News
  • Support Us
    • Partnerships
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  • Our Community
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Privacy Policy

Welcome to our Privacy Notices page. Here you can find information about:

  • Data Collection: Details on the data we gather and its purpose
  • Usage: How we use your information
  • Sharing: Information on who we may share your data with and why
  • Your Rights: An overview of your rights regarding your personal data

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:

  1. 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.
  2. 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.
  3. We ask for photography consent to ensure attendees are happy to have their photo taken and have this shared online.

Feedback:

  1. 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:

  1. 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.
  2. 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):

  1. 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

Copyright © 2023 CyberWomen Groups C.I.C. LTD. - All Rights Reserved. Company No. 15018654

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