Who We Are

Women in Business Hull (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

Women in Business Hull’s registered office is at 21 Marina Court, Castle Street, Hull, HU1 1TJ and we are an unincorporated association which is a ‘not for profit’ organisation. We are therefore not obliged to register with the ICO, however we still prefer to responsibly look after your personal data and therefore act as the data controller when processing your data. Our designated Data Protection Appointed Person is Stella Jacobs who can be contacted at c/o Women in Business Hull, 21 Marina Court, Castle Street, Hull, HU1 1TJ or via chair@womeninbusinesshull.co.uk.

Information That We Collect

Women in Business Hull processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice. 

The personal data that we may collect from is:-

• Name
• Home Address
• Personal Email
• Business Email
• Telephone Number
• Mobile Telephone Number
• Bank Details
• Company Name
• Business Address
• Job Title
• Photographs & digital media

We collect information directly given to us by you in one or more of the following ways: online form, website contact us, application form, business cards, networking events, phone calls, committee member introduction, social media, event forms and email.

How We Use Your Personal Data (Legal Basis for Processing)

Women in Business Hull, takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your personal data are detailed below:-

• We collect your personal data in the performance of a contract or to provide a service to you.
• We may collect and store personal data at an event which may be used in future promotional and marketing activities. Such information will be non-intrusive and is processed on the grounds of legitimate interests. You will always have the right to object.
• We collect and store your personal data as part of our legal obligation for business accounting and tax purposes.
• We have a business obligation to share your personal data with third parties who provide us with business support such as marketing software. 
• We will send you marketing information where we have assessed that it is beneficial to you as a member. Such information will be non-intrusive and is processed on the grounds of legitimate interests.
• We will store your personal data in a secure environment either in the cloud or password protected database.
• The WIB Directory holds members details for the purposes of networking and is shared to all fellow members. You will always have the right to object have the data rectified or deleted.

Your Rights

You have the right to access any personal information that Women in Business Hull processes about you and to request information about: –

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified. 

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use, although currently there is none.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Women in Business Hull uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

To give our member the best possible service Women in Business Hull uses the following third parties to hold your personal data:-

• Social media – Twitter, LinkedIn, Facebook, Instagram
• Mailchimp – marketing
• QuickBooks – accounting software
• Zoom – webinar providers
• Eventbrite – online event booking company
• Dropbox – data storage
• Event hosts and or training providers
• Service provider – marketing consultancy, administrator
• Insurance 
• Accountant

Safeguarding Measures

Women in Business Hull takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

Passwords, secure cloud servers, IT software authentication, firewalls, anti-virus/malware and restricted access.

Transfers Outside the UK (where applicable)

Women in Business Hull utilise someproducts or services (or parts of them) that may be hosted or stored outside of the UK, which means that we may transfer any information which is submitted by you through the third-party portal outside the United Kingdom for these purposes: i.e. website hosting, email servers, marketing database etc.

Therefore, when you use our website or send us an email or sign up to our newsletter, the personal information you submit may be stored on servers which are hosted outside of the UK.Where this is the case, we will take steps to ensure that those providers use the necessary level of protection for your information and abide by strict agreements and measures set out in their Privacy Notices and by Women in Business Hull, to protect your data and comply with the relevant data protection laws.

Consequences of Not Providing Your Data [if relying on statutory/contractual requirement basis]

You are not obligated to provide your personal information to Women in Business Hull however, as this information is required for us to provide you with membership, we will not be able to offer our services to you without it. 

How Long We Keep Your Data

Women in Business Hull only ever retain personal information for as long as is necessary and we have strict review in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years plus 1 after which time it will be destroyed. We also reserve the right to retain personal information for the purpose of any of our other legal obligations. 

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Special Categories Data [if applicable]

Due to the membership and events we offer, Women in Business Hull sometimes needs to process sensitive personal information (known as special category data) about you, such as food allergies or special health data. Where we collect such information, we will only request and process the minimum necessary for the specified purpose, typically an event or occasion, and identify a compliant legal basis for doing so. The data will not be stored past the date of the event and upon request that data will be deleted before the event.

Legitimate Interests 

Women in Business Hull will occasionally send you details of events or newsletters by email, SMS or post that have been identified as being beneficial to our members and in our interests. Such information will be relevant to you as a member and is non-intrusive and you will always have the option to opt-out or unsubscribe at any time.

We can only use legitimate interests for marketing if we have assessed that the information being sent is relative and beneficial to our members, that we have weighed their interests against our own, there is little to no risk posed, the method & content is non-intrusive, and the material being sent is something a member would usually expect to receive and we offer the option to opt-out.

If you would prefer not to receive above-mentioned marketing and offers, please let us know by emailing the chair@womeninbusinesshull.co.uk.

As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate. 

Cookies

Cookies are small files which are sent by a web server to an individual’s computer which are then stored on that computer’s hard drive. Our website does not currently use ‘cookies’ but may do in the future to give the best possible visitor experience. In that instance this Privacy Notice will be updated.

Lodging A Complaint

Women in Business Hull only processes your personal information in compliance with this Privacy Notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the Information Commissioner’s Office. We would however, like in the first instance try and bring any complaint to resolution ourselves.

Women in Business Hull
21 Marina Court, Castle Street, Hull, HU1 1TJ
Email: chair@womeninbusinesshull.co.uk

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Or via their website https://ico.org