Women in Data (WiD)

Privacy Policy

Last updated: 1 April 2018

Please read this policy to learn about our privacy practices

What this Privacy Policy Covers

  • This Policy explains the privacy practices of “Women in Data” (WiD) hosted by Datatech Analytics and The Evergreen Group Ltd and applies to your use of WiD services, including the annual conference and use of the website. This Policy covers how WiD treats the personal information we collect and receive related to your use of our Services. It also explains the rights you have in respect of WiD’s use of your personal information;

When and how we collect your personal information

  • WID collects personal information about you when you:
    • Visit and use our website.
    • Register, subscribe for or sign in/up to our WiD community;
    • Send or receive email communications to or from WiD;
    • Voluntarily provide us personal information by phone, email, live chats, message boards, in letters, online forms and other correspondence;

Personal information that we collect through our services

  • When you subscribe to or use our Community, we collect the following personal information from you:
    • Contact information such as name, email address, mailing address (including postcode, country of residence, and telephone or mobile number and user name);
    • Demographic information such as your gender;
    • Information concerning your personal preferences, such as other personal interests;
    • Information about your browser and your device such as your IP address. Data such as device type and OS version. WiD receives IP addresses from all users because this information is automatically reported by your browser each time you view a web page. Your IP address is also stored in our user registration databases when you register or subscribe with WiD. Calls to and from our team may be monitored for the purpose of quality control and for staff training. Any personal information obtained from you during the call will be treated in accordance with the provisions of this privacy policy.

Personal information we collect when you attend a WiD conference or subscribe to the community.

    • When you register with WiD hosted by Datatech or sponsored by Datatech and/or our partners, we ask for your name, address, and email address. You may be asked to provide additional information (such as member reviews, photos or videos) or to answer certain questions, some of which may be optional, in order to participate.
    • We may use the personal information you provide to contact you in connection with a particular conference , for example, to update you, administer the Conference and for other purposes.

Personal information that we obtain from Third Party Sources

    • We may collect information through the use of third party web analytics services (such as Google Analytics) to provide information such as the number of visits to a particular page or the amount of time spent on a website.
    • We may use information from you and third party sites to show you relevant advertising on third party sites (e.g. Facebook, Google, Instagram, LinkedIn, and Twitter). This could involve showing you a message on social media. If you don’t want to be shown targeted advertising messages from WiD, third party sites may allow you to request not to see messages from specific advertisers on that site in the future. In addition, social media providers, such as Facebook, may send us information about you in line with their policies. If you wish to prevent that sharing, you can do so by editing your Facebook privacy settings or the relevant settings/preferences for other social media providers.

How we use your personal information

We use personal information held about you in the following ways:

    • To provide you with the services you have requested from us or through our website;
    • To customise the content and provide targeted messages for our Community and to improve WiD Services;
    • To conduct research and provide anonymous reporting for internal and external clients; and
    • When this is in accordance with your communications preferences we may send you emails and text messages from WiD relating to our services. To opt-out of receiving these please contact privacy-WiD@datatech.org.uk

 

 

We use IP addresses for various purposes, including to:

    • Diagnose service or technology problems reported by our users or engineers that are associated with the IP addresses controlled by a specific IT/web company Access Group PLC
    • Send the most appropriate messages based on geographic area or information derived from your IP address. Many IP addresses are commonly associated with Internet service providers and or major corporations in specific regions or localities. Aggregate information derived from IP addresses may also be reported to third parties;
    • Estimate the total number of users visiting WiD website from specific counties and countries;
    • Maintain the security of our Services.

 

In addition, we also use your personal information for the following purposes:

    • To enhance information about you with appropriate and legal data that may be obtained to serve you better, and present you with more relevant information;
    • When you use the WiD community website, we receive and record information from your computer and browser, including your IP address and WiD cookie information. To provide you with WiD services and to improve and promote our conferences and the WiD community.

Legal basis for processing

If you are a visitor from the European Economic Area, our legal basis for collecting and using your personal data will depend on the personal data concerned and the specific context in which we collect it.

However, we will normally collect personal data from you only where: (a) where we need the personal data to perform a contract with you (e.g. to provide you with the services you have subscribed to.), or (c) where the processing is in our or a third party’s legitimate interests (and not overridden by your data protection interests or fundamental rights and freedoms). In some cases, we may also have a legal obligation to collect personal data from you, or may otherwise need the personal data to protect your vital interests or those of another person (though this is less common).

If you have any questions about the legal basis on which we collect and use your personal data, please contact us using the contact information further below.

When we share and disclose information

  • WiD does not rent or sell personal information about you to third parties, however, we reserve the right to share the personal information we collect about you through our community with third parties when we have your permission or under the following circumstances:
    • We may also provide data to our third party analytics partners, such as Google Analytics, for the purposes of tracking usage information. We will share your personal information only as necessary for the third party to provide that service. To opt-out of Google Analytics use of your information, please visit: tools.google.com/dlpage/gaoptout
    • We may contract with third parties to analyse our customer data and/or handle web chat, email, customer services and other services.
    • Conferences that are hosted on WiD website may be sponsored by WiD or may be sponsored by companies other than WiD. Some or all of the data collected during a conference may be shared with the sponsor(s) or companies indicated on the entry form so that we may administer the conference. We may invite you to write a member review on your personal experience and display the information that you provide us. When submitting a review you should not provide any personal information that you do not wish to make publicly available. If you wish to update or delete your testimonial, you can contact us via privacy-WiD@datatech.org.uk
    • You may also wish to leave a comment on one of our posts by means of a third party, such as Facebook or LinkedIn;
  • In addition, We may share your personal information with law enforcement, regulatory authorities, courts with competent jurisdictions, emergency services or other necessary third parties for legal, protection, security, and safety purposes, including:
    • to comply with legal requirements, orders, or proceedings;
    • to comply with laws or regulatory requirements and to respond to lawful requests and legal process;
    • to protect the rights and property of WiD, our hosts, customers, and others, including our agreements, policies, and terms of use and protecting our network; and/or
    • to protect the safety of our employees and our customers, or any person.
    • Finally, WiD will provide you with notice before your personal information becomes subject to a different privacy policy unless the privacy policy remains tied to WiD own practices.

Tracking technologies

  • As is true of most web sites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data. We may combine this automatically collected log information with other information we collect about you in order to improve the services we offer you, improve our marketing efforts, perform analytics, or improve site functionality.
  • WiD and our partners, affiliates, and service providers use cookies, web beacons, etags, and scripts to personalize our Services to your preferences and to provide an automatic log-in process. If you prefer, you may set your computer preferences to decline cookies. Note, if you choose to decline cookies, you may not be able to fully experience all the features of our Online Services.
  • A web beacon is activated as part of a web page or email and allows us to count visitors to our websites and to recognize users by accessing WiD cookies which help us personalise your experience when you use our Services.
  • We may partner with third party and networks to either display promotions on our website or to manage our advertising on other sites. In addition, we may partner with an ad network, which may use cookies and web beacons to collect information on your activities on this and other websites, to provide you targeted information based on your interests. If you wish to not have this information used for the purpose of serving you promotions, you may opt-out. See contact details at the bottom of this policy.

Your account information and communication preferences

  • WiD respects your right to control how your personal information is used. WiD may give you the opportunity to request marketing communications from partners, advertisers, and other service providers. For more information about these opportunities, to edit your personal information, to unsubscribe from receiving WiD services you previously requested, or to update your account please visit the website.. If you have any issue accessing your profile page or account, or would like to deactivate your account, please email us at privacy-WiD@datatech.org.uk

Confidentiality and security of your personal information

  • WiD takes industry-standard technical and organisational security measures to protect your user information under our company’s control against loss, misuse, or alteration when you enter your details on our website
  • WiD website include links to other websites owned or operated by third parties whose privacy practices may differ from those of WiD and are also likely to use cookies. For example, our website can contain links to and from third party websites of advertisers and partners. If you follow a link to any of these websites, please note that these websites have their own privacy policies and the information you submit is governed by their privacy policy. We do not accept any responsibility or liability for the privacy practices of such third party websites and your use of such websites is at your own risk. We encourage you to carefully read the privacy policy of any website you visit.

Data transfer and storage

  • We may share your information with our trusted partners and we may store information WiD collects on servers. However, we have taken appropriate safeguards so that your personal information will remain protected in accordance with this Privacy Policy.

Social media widgets

  • Our website includes Social Media Features, such as the videos from You Tube and Widgets, or interactive mini-programs that run on our site. These Features may collect your IP address, which page you are visiting on our website, and may set a cookie to enable the Feature to function properly. Social Media Features and Widgets are either hosted by a third party or hosted directly on our website.
  • We cannot guarantee the safety and privacy of data you provide to any third parties. Any data collected by third parties is not covered by this privacy policy. We are not responsible for the content or privacy and security practices and policies of any third parties, including other websites, services or applications that may be linked to or from the WiD Services. You should review the policies of such third parties and contact them directly to respond to your questions.

Single sign on

    • We will use the information we receive only for the purposes that are described in this privacy policy or that are otherwise made clear to you through our Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third party social media provider. We recommend that you review their privacy policy to understand how they collect, use and share your personal information, and how you can set your privacy preferences on their sites and apps.

Data retention

    • We will hold your personal information on our systems for as long as is necessary for the relevant activity.
    • We may retain certain information associated with your account in our archives, including for analytical purposes as well as for recordkeeping integrity. The periods for which we retain your information depend on the purpose for which we collected it and we use it.
    • We retain personal information we collect from you where we have an ongoing legitimate business need to do so, for example, to provide you with a service you have requested.
    • When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible. If you request deletion of your data, it is our practice to deactivate your account and block further email deliveries to you in approximately ten business days.

 

Your data protection rights

You have the following data protection rights:

    • If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided under the “How to contact us” heading below.
    • In addition, if you are a resident of the European Union, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided under the “How to contact us” heading below.
    • You have the right to opt-out of promotional communications we send you at any time. You can exercise this right by emailing
    •  privacy-WiD@datatech.org.uk in the promotion/marketing emails we send you.
    •  To opt-out of other forms of promotion/marketing (such as postal marketing or telemarketing), then please contact us using the contact details provided under the “How to contact us” heading below.
    • Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
    • You have the right to complain to a data protection authority about our collection and use of your personal information. For more information, please contact your local data protection authority Information Commissioner Office. Information Commissioner’s Office, Wycliffe House, Water Lane,
      Wilmslow, Cheshire, SK9 5AF
    • We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Changes to our Privacy Policy

    • WiD may update this Policy from time to time so you may wish to check it each time you submit personal information to WiD. We will post any update(s) to this Policy on our websites. All update(s) will be effective immediately on posting. The date on which this Policy was last updated is shown at the top of the Policy. If you do not agree to these changes, please do not continue to use the WiD website or services to submit personal information to WiD.
    • If we make any material changes in the way we treat personal information, we will notify you by including a notice in an email sent to the primary email address you have given us or by placing a prominent notice on our Privacy Policy web pages and/or our home page.

 

How to contact us

If you have questions about this Privacy Policy, regarding disclosure of personal information to third parties should it ever occur, or about data we may hold about you, please email us on privacy-WiD@datatech.org.ukor write to us at:

Women in Data, 6,Prisma Park, Berrington Way, Basingstoke, Hampshire, RG24 8GT- 01256 314660
Important note: The data controller of WiD personal information is Datatech Analytics.

Emma Randall – Events and Administration Manager- Data Administrator emma.randall@datatech.org.uk – 01256 314660

Allison Maltby– Data Protection Lead – amaltby@evergreen.org.uk  01256 314620