This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.
We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how we use your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
The Women in Programmatic Network is the data controller of any personal data collected from you when you use the website and for the purpose of delivering our networking service and events.
This Privacy Notice is effective from 4 February 2022. It is reviewed annually but may be updated more frequently, so please ensure you check it regularly.
What is the Women in Programmatic Network?
The Women in Programmatic Network is a network that celebrates women in the programmatic advertising industry and influences the advertising industry through thought leadership.
For simplicity throughout this notice, ‘The Women in Programmatic Network’, ‘we’ and ‘us’ means The Women in Programmatic Network, our board and our volunteers.
What personal data do we collect?
Name and contact details of volunteers, members and supporters
Career information about network members and volunteers and information from public websites and social networking sites such as LinkedIn
Images of volunteers and members
Details of your visits to our website
Certain categories of personal data have additional protection under the GDPR. The categories include information about your health, racial or ethnic origin. The Women in Programmatic Network does not process special category data.
Explaining the legal bases we rely on
The law on data protection sets out a number of different reasons for which a company or organisation may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters or agree to share images and information for the website.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you agree to be a volunteer and provide us with personal data.
For example, if we are obliged to disclose personal data by law, or if the disclosure is necessary for purposes of national security, taxation or criminal investigation.
In specific situations, we require your data to pursue our legitimate interests in a way that might reasonably be expected as part of running our network and which does not materially impact your rights, freedom or interests. We have conducted a legitimate interests assessment to ensure that your rights, freedom or interests are not materially impacted.
When do we collect your personal data?
When you visit our website
When you contact us and provide us with personal data (via email, website, paper documents or telephone)
When you engage with us on social media
When you take part in events
When you contact us by any means with queries, complaints etc.
When you provide contact details to us at conferences and events
How and why do we use your personal data?
We use your personal data to deliver services to our network. We want to give you the best possible experience.
If you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Ways in which we use your personal data are:
To provide volunteers and members with our services
To provide organisations with the opportunity to include their employees in our network
To respond to your queries
To protect our network and your account from fraud and other illegal activities
To develop, test and improve the services we provide to you. We’ll do this on the basis of our legitimate business interests
To market our services
To comply with our contractual or legal obligations to share data with law enforcement
We may use your personal data to send you updates (by email, text message, telephone or post) about our services and news about The Women in Programmatic Network.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data). This means we do not usually need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:
contacting us at email@example.com
using the ‘unsubscribe’ link in emails
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
How do we protect your personal data?
We know how much data security matters to you. Any personal data you provide to us is stored securely and confidentially and is processed in accordance with applicable legislation and this Privacy Notice. We take appropriate technical and organisational measures to protect this data against unauthorised or unlawful processing.
How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
In some circumstances, such as to meet our legal or regulatory obligations, resolve disputes, prevent fraud and abuse, or enforce our terms and conditions, we may hold on to your personal data after we’ve finished providing services to you, or for longer than our general retention policy.
Who do we share your personal data with?
We sometimes share your personal data with trusted third parties. These are companies that are processing the data collected on our behalf and therefore have to adhere to the same strict guidelines and rules in relation to your personal data. We work closely with them to ensure that your privacy is respected and protected at all times.
Examples of the kind of third parties we work with are:
IT companies who support our website and other business systems including Google, Wix and HubSpot.
Operational companies such as delivery couriers or event organisers
Other companies delivering services to our networks
The police, other law enforcement, regulatory or Government bodies
We do not share your data with third parties for their own purposes.
Where your personal data may be processed?
We will need to share your personal data with third-party data processors and parties. Many of these third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK.
Where your data is processed outside the UK, we will ensure that appropriate data transfer mechanisms are in place to protect that transfer. Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.
What are my rights?
You have the right to:
Be clearly informed about how we use your personal data (the right to be informed)
Ask for a copy of personal data that we hold about you (the right of access)
Ask us to update and amend any incorrect, out-of-date or incomplete personal data that we hold about you (the right of rectification)
Request, in certain circumstances, that we delete personal data held on you (the right of erasure or to be forgotten)
Ask us to ‘restrict processing of data, in certain circumstances (the right to restrict processing)
Ask us to supply you with the personal data we hold about you in a structured machine-readable format (where technically possible) and/or to provide a copy of the data in such a format to another organisation (the right to data portability)
Opt out of any marketing communications, withdraw your consent to us collecting and processing your data and object to us using/holding your personal data if we have no legitimate reasons to do so (the right to object)
If you wish to exercise any of the above rights, please contact us using our contact details below.
We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the data protection authority of the United Kingdom using their website https://ico.org.uk/.
Contacting The Women in Programmatic Network
We hope this Privacy Notice has been helpful in clarifying the way we handle your personal data and your rights to control it. However, we realise that it is a lot of information to digest.
If you have any questions, please contact us at firstname.lastname@example.org
This Privacy Notice was last updated on 4 February 2022.