GDPR and Aspiring Women (London and Dorset)
Privacy and Cookies
The legislation introduced on May 25, 2018 is designed to make it easy for you to understand how your data are collected, stored, and processed by us.
- Protection of your personal data is a high priority for Aspiring Women.
- We are a group of volunteers co-ordinating events for women on a quarterly basis.
- As such we are not a legal entity, but we do not believe that should mean your data are any less secure when you entrust this information to us.
- The following information is supplied in good faith, as a sign of our commitment to ensuring you can trust us.
For those signed up to Aspiring Women (known as Aspire Circles) prior to May 28, 2017, your original information held at that date was migrated to our Mailchimp account under ‘legitimate interest’.
For those signed up to Aspiring Women since May 28, 2017, you have joined the list in one of two ways:
a) You completed a subscription form on our website and went through a process called ‘double opt-in’ to confirm you wanted to receive information from Aspiring Women
b) You paid for attendance at an event / were invited to attend with a complementary ticket and were manually added to the mailing list to send you joining instructions (this also applies to those attending as speakers)
Since that date, every email you have received from Aspiring Women, no matter how you joined the list, has contained details of who was mailing you, why you were receiving the information and how to unsubscribe from the mailing list.
- Data Controller and Data Processor
For the purposes of providing a legally registered contact for Aspiring Women, we are operating under the umbrella of the ICO registration of the Limited Company owned by one of our volunteer co-leaders, Ginette Tessier:
Acuitas CTD Ltd
Registered address: 312 Charminster Road, Bournemouth, Dorset BH8 9RT, UK
Contact number: 07469 928 252
Contact email: firstname.lastname@example.org
Company Number: 9348574
Registration with Information Commissioner’s Office: ZA235874
The controllers and processors of data for Aspiring Women are:
- Marie Smith
- Kelly Keating
- Katy Ingram
- Ginette Tessier
Acuitas CTD Ltd bears no responsibility for loss or breach of data held by Aspiring Women – this responsibility is born personally by those named above. The link with Acuitas CTD Ltd is simply to provide a level of assurance that we are operating with credibility and responsibility as a volunteer-led group that is not a legal entity.
- Tools used by Aspiring Women
We use some tools to help us to control and process your data. The companies we use in this respect are:
- WordPress (website platform)
- Paragon Internet (website and email hosting)
- Roundcube Webmail (email access)
- Mailchimp (contact data & email marketing)
- PayPal (payment processing)
- Google (website analytics)
- Amazon (affiliate programme)
- Rakuten (affiliate programme)
- Collection of Data
- We collect your name (only your first name is a mandatory requirement), your email address and your region (London or Dorset) to send you details about previous and forthcoming events.
- We collect additional information about you, supplied voluntarily by you, to provide an ‘event pack’ for each event. This information is classed as a ‘bio’ or ‘biography’ and supply is not mandatory to be either a subscriber or attendee at Aspiring Women events. This information is collected by email and used for the event it is supplied for, but not stored by us outside of our email system, which is supplied through our website hosts Paragon Internet.
- We store your information in a Mailchimp account and tag your record with your intended attendance at our events. We do not store any payment details in this account. We use this information to send you ‘joining instructions’ for events you have paid for and/or are intending to attend.
- We also store information available to us such as your history of opening our emails to you. We do not at present use the full functionality of Mailchimp such as storing notes against records. Here is an example of the information we can see (please note a picture is attached only if this has been made publicly available by you on a website such as Gravatar.com):
- Payment for event attendance is taken via PayPal and we do not have access to your secure or sensitive personal data regarding your payment details. The only detail we know is that supplied by PayPal, which is the email address used to process the payment and the amount paid. This payment detail is not transferred outside of PayPal.
- Your right to see your information & to be forgotten
You can request a copy of all information we hold about you by writing to any of the data processors by email if you have a personal address or sending an email to email@example.com. You can also write to us via post at the address given above or in our email communications, or you can telephone us on the number given above.
We are obliged to supply this information for free and within 30 days of the request being received. It should be possible to provide this in a lot less time as we don’t hold that much about you.
You can also request to be ‘forgotten’ – i.e. we will delete our Mailchimp record of you and any emails we have sent to or received from you at your request. Legally we cannot delete any details of payments you have made via PayPal. If you wish your PayPal record to be deleted, you need to apply to PayPal for that.
- Social Media
We use both Facebook and LinkedIn to share information via groups we have created which are free to join and do not require registration or subscription with us to belong to. If you belong to any of these groups, we do not use any information available from seeing your publicly shared profile information.
- Miscellaneous information
Occasionally we have had to request details of your car such as model, colour and registration for venue security. If this is the case, this information is held on our email system, but not transferred to your Mailchimp record.
As part of your joining instructions for an event you have selected to attend, you may receive an ‘event pack’ which lists each attendee’s name and some biographical information. The supply of biographical information is not mandatory and at the point of supply you are told this is for the event pack. You do not have to supply this information in order to attend an event. If you supply your information and then change your mind, you can request us to remove the information up to 24 hours prior to an event. We will do our best to accommodate any request made within 24 hours of an event but cannot guarantee this.
We ask you to complete feedback after events and we sometimes ask for your name on these forms. You do not have to supply any information or your full name if you prefer and we will likely stop requesting this information as we no longer use it when showing the feedback on the website.
Images of you at events:
We take pictures at our events and sometimes film some of the events. Before each event we ask you to let us know if you would prefer not to be featured on the website event page feedback or social media in this way. You can also request us to remove any past images showing you, but because we do not tag you (i.e. make you personally identifiable) in these images, we would not include this information in any request to see data held about you. Removal therefore relies on you being able to tell us where you are on the website / social media and where you’d like to be removed from!
As the specific requirements around GDPR become more clear, we will update this policy as necessary.
First issued: 23.05.18
Last update: 23.05.18
**The following information is retained as a record of our commitment to complying with Data Protection Law prior to the introduction of GDPR legislation – you don’t need to read it unless you really want to!**
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
This website and its owner take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
The information contained in this website is for general information purposes only. The information is provided by http://aspiring-women.co.uk and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the website or the information, products, services, or related graphics contained on the website for any purpose. Any reliance you place on such information is therefore strictly at your own risk.
Through this website you may be able to link to other websites which are not under the control of http://aspiring-women.co.uk. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation or endorse the views expressed within them.
http://aspiring-women.co.uk use a variety of Cookies on this website (you can find out more about Cookies at www.aboutcookies.org).
Google Analytics Cookies keep track of the how visitors are using the site. The user data is anonymous.
IF YOU DON’T WANT COOKIES:
To find out more about Cookies, including how to control, opt-out and delete them, go to http://www.aboutcookies.org for guidance.
THIS SITE OPERATES ON AN ‘IMPLIED CONSENT’ POLICY:
Currently this website operates with an ‘implied consent’ policy which means that we assume you are happy with the usage of Cookies detailed here. This means you don’t get that annoying ‘Please Accept Cookies’ pop up when you visit.
If you are not happy, then you should either not use this site, delete aspiring-women.co.uk website cookies after visiting the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.).
ONLINE DISPUTE RESOLUTION
Online dispute resolution is an alternative dispute resolution (ADR) procedure conducted online. If you have a dispute, please go to The ODR Platform portal.
The ODR Platform provides a portal for consumers to submit a complaint to a relevant, registered ADR provider with the aim of resolving the dispute. It offers a translation function to help facilitate cross-border disputes. This platform was created as a way to settle disputes out of court in a simple, fast and low-cost way.
CONTACT & COMMUNICATION
Users contacting this website and/or its owner do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with free products/services, information about products/service, and newsletters with relevant information. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
This website occasionally operates an email newsletter program, used to inform subscribers about products and services supplied by this website, and blog posts/news/articles/events that may be relevant. Users may have the opportunity to subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owner may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no means a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; www.websitename.co.uk.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
SOCIAL MEDIA PLATFORMS
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
SHORTENED LINKS IN SOCIAL MEDIA
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
RESOURCES & FURTHER INFORMATION
Data Protection Act 1998
Privacy and Electronic Communications Regulations 2003
Privacy and Electronic Communications Regulations 2003 – The Guide
ABOUT ASPIRING WOMEN
A group run by volunteers providing events and relevant personal development resources for women. There are two regional segments, London and Dorset. They operate from a single website and segmented mailing list (double opt-in subscription) which is managed principally by Acuitas CTD LTD, a registered company (9348574) in England and Wales. The registered company address is: 312 Charminster Road, Bournemouth BH8 9RT.
Acuitas CTD LTD is registered with the Information Commissioner as a keeper of personal data, registration reference: ZA235874
Aspiring Women is not a registered company in its own right and events are run on a not-for-profit basis, with small donations being made to worthy causes and co-hosts after costs are met. Records of payments made for individual events are maintained and available for inspection by any attendee of Aspiring Women London or Dorset events.