Privacy and cookies
Last updated: [Date of approval] (draft for legal review)
This notice explains how Women in Finance Group ("WIFG", "we", "us") collects and uses personal information when you visit our website, join our mailing list, register for our events, contact us or use our chat assistant. It also explains your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018).
Who we are
The data controller is [WIFG legal entity name], [company number [number] / an unincorporated association], of [registered address]. We are registered with the Information Commissioner's Office (ICO) under number [ICO registration number].
For any question about this notice or your personal information, email info@womeninfinancegroup.com.
What we collect and why
| What you do | Information we collect | Why we use it | Lawful basis |
|---|---|---|---|
| Join our mailing list or apply to join | Name, email, company, job title, firm type, nearest city, LinkedIn profile, interests | To send you our newsletter, event invitations and podcast news, and to understand our community | Consent, which you can withdraw at any time |
| Contact us | Name, email, enquiry type, subject, message | To answer your enquiry | Legitimate interests (responding to people who contact us) |
| Enquire about sponsorship | Name, work email, company, job title, budget, message | To discuss sponsorship with you or your organisation | Legitimate interests (developing partnerships) |
| Register for an event on Luma | Name, email and any answers you give in Luma's registration form | To manage registrations, attendance and event communications | Legitimate interests, or contract where an event is paid |
| Use the chat assistant | Your messages and a random session identifier | To answer your question and prevent abuse | Legitimate interests (helping visitors and keeping the service secure) |
| Visit the website | Technical data such as your IP address, browser type and the pages you view | To deliver the website securely and protect it from spam and attacks | Legitimate interests (running a secure website) |
We don't ask for special category information (such as health or ethnicity) and ask you not to include it in messages.
Who we share it with
We don't sell or rent your personal information. We share it only with service providers who help us run WIFG, under contracts that require them to protect it:
- Cloudflare: hosts the website and database and provides spam protection (Turnstile).
- Microsoft 365: our email, used to reply to you and send confirmations.
- Google Workspace (Google Sheets): where the team manages enquiries and sign-ups.
- Luma: our event registration platform. When you register on Luma, Luma's own privacy policy also applies.
- YouTube (Google): hosts our podcast videos, embedded in privacy-enhanced mode.
- Anthropic: provides the AI model behind our chat assistant. Chat messages are processed to generate a reply and are not used to train the model.
- [Newsletter provider]: sends our newsletter, if you have subscribed.
We may also share information if the law requires it, or with event sponsors only where you have clearly agreed to this at registration.
International transfers
Some of our providers process data outside the UK, including in the United States. Where they do, we rely on the UK's adequacy regulations (such as the UK–US data bridge) or the ICO's International Data Transfer Agreement or Addendum to keep your information protected.
How long we keep it
- Mailing list: until you unsubscribe, after which we keep only what we need to respect your choice.
- Enquiries and sponsorship conversations: [2 years] after our last contact.
- Event registrations: [3 years] after the event, for attendance records.
- Chat assistant: session identifiers expire after 24 hours; we don't keep chat transcripts on our servers.
- Website security logs: up to [30 days].
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct or complete it;
- ask us to delete it;
- object to or restrict how we use it, including objecting to marketing at any time;
- withdraw your consent at any time (for example, by using the unsubscribe link in our emails);
- ask us to transfer your information to another organisation.
To use any of these rights, email info@womeninfinancegroup.com. We'll reply within one month.
Complaints
If you're unhappy with how we've handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
Security
We use reasonable technical and organisational measures to protect your information, including encryption in transit, access controls on our systems and spam protection on our forms. No internet transmission is completely secure, so we can't guarantee absolute security.
Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.