Privacy Statement

Members

This document explains how Women in Property uses any information you give to us, and the way in which we protect your privacy. Protecting the privacy and personal data of the visitors to our site is of the utmost importance to us.

In accordance with the Data Protection Act, 1998 (the Act) up to and until 25 May 2018 after which The General Data Protection Regulations 2017 (GDPR) will apply, both of which regulate the way in which all Personal Data is held and processed. We have a legal duty to protect any information we collect from you. We will only use your information for the purpose as described and we do not pass on your details to any other third party unless you have given us permission to do so.

Women in Property is registered with the Information Commissioner’s Office as a controller of personal data under the ICO Registration Number ZA340488.

Fiona Alfred is registered as the Data Controller for Women in Property covering the national and regional activities of the organisation on the Register kept by the Information Commissioner’s Office. Her role is to monitor the data records, compliance and complaints. 

External Processors are providing us with their GDPR policies to ensure that they comply.

As a member we wish to ensure your data (which you supply) is kept secure, safe, accurate and relevant. This data will not be kept longer than necessary to fulfil the purpose of its collection. It may be used by us for administrative, member and research purposes.  We do not retain any financial information.

Your personal information

GDPR requires that you confirm you are happy for us to both hold your details on our database and to contact you. To do so, we need you to please ‘opt in’ and give your consent.

Information you supply may be used by us for administrative, member and research purposes, including our mentoring programme. 

All information held on the database is used for internal purposes only and will not be disclosed to third parties unless you have expressly granted permission for us to do so.

Removal of Data

Members who do not renew their membership will be removed from the website (public area) and their records will be held for five years.  After five years from the date when membership was not renewed, the personal data will be cleansed from the database.

You can exercise your “right to be forgotten” at any time and can request we erase your Personal Data. Once receiving a request, we will erase the Personal Data without delay, unless an exception applies that permits us to continue processing your data for legal reasons.

Security

This site has security measures in place to protect the loss and alteration of information under our control and protected from unauthorised processing, loss, damage or destruction. Our website has a SSL certificate which ensures that data provided via our online forms is encrypted.

Our external processors’ equipment have appropriate password security, boundary firewalls and effective anti-malware defences. Their software is kept up-to-date with the latest security patches.

Women in Property App and GeoLocation

The Women in Property App (App), is for member use only. It enables members to identify each other, connect and message directly providing opportunity for members to make new contacts and extend their network.

The App allows members to search for members via the features:

  • ‘Find By Member Location’ using member contact addresses as registered on the online members directory. 
  • ‘Find By My Location’ using member current location using GPS.  The GPS is activated/disabled using the slider under ‘My Profile’ in the App. When enabled member location is periodically updated allowing members to find/be found by other members according to the radius selected – visibility is listed by distance from other members. Location data is not stored with any personally identifiable information and is removed automatically after a period of 12 hours of inactivity in the App or if the GPS is manually disabled.

Events

By registering for our events you are giving consent for us to hold your details for the purposes of contacting you regarding this event.  All information held is used for internal purposes only and will not be disclosed to third parties unless you have expressly granted permission for us to do so.

Photography

From time to time we use photography taken at our events on our website to illustrate what we do, or for event reviews, newsletters and event flyers. If you attend an event and do not want to be included in a small group or individual photograph, please advise the photographer at that time.

Names are not identified in photo captions unless with the express consent of the individual concerned at that time.

Photography at virtual events

Please recognise that not all attendees at virtual events wish to be visible, or for their image to be reproduced and identifiable elsewhere, for example if a screenshot is taken of the event and posted on social media platforms.  We ask all attendees at Women in Property events to seek permission from any attendee appearing on screen, via the Chat function, before taking a photo or screenshot.  Women in Property cannot be held responsible for individuals’ use of photography taken at virtual events.

Marketing Preferences 

As part of your membership we will contact you with details of events and seminars that we hold and send Coming Soon flyers, email bulletins and newsletters, which we call Marketing Communications.

If you do not wish to receive these, you can opt out by logging into your change of details via the Members’ area of the website.

Non-members receiving marketing communication

Non-members’ personal data will be stored safely and securely and not used for any purposes unless we have obtained consent from you.   All non-members will have the option to unsubscribe from Marketing Communications via the email footer or by contacting membership@womeninproperty.org.uk

Website (www.womeninproperty.org.uk)

When you access this website, your computer’s browser provides us with certain electronic information (such as your IP address, browser type and access time).   This collection of data is to provide you with a good user experience, helping us to improve the website and to compile statistical data on its use via Google Analytics.

Log files allow us to record visitors’ use of the site to enable us to enhance the future layout of the site. The data we gather in this way does not contain any personal information or information about which other sites you have visited.

If you provide feedback on our website we will only use it to develop and improve the site. We will keep the actual feedback for six months after which it will be deleted but analysis of feedback may be kept.

Contacting us

If you have any questions about this privacy statement please contact Fiona Alfred, Executive Director, E: executivedirector@womeninproperty.org.uk

25th May 2021

Appendix to Privacy Statement - Women in Property National Student Awards


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