Privacy Notice

WHO WE ARE

Women in Property is committed to protecting and respecting the personal data that we hold. This privacy notice describes why and how we collect and use personal data and provides information about individuals’ rights. It applies to personal data provided to us, both by individuals themselves and by others. We may use personal data provided to us for the purposes described in this privacy notice or as made clear before collecting personal data.

WHAT IS PERSONAL DATA? 

Personal data is any information relating to an identified or identifiable living person. When collecting and using personal data, we are transparent about why and how we process personal data.  We process personal data for a number or purposes, and the means of collection, lawful basis of processing, use, disclosure, and retention periods for each purpose are set out in the relevant sections below.

The personal data that is provided to us is provided either directly from the individual concerned or from a third party acting on behalf of an individual. Where we receive personal data that relates to an individual from a third party, the third party should be aware that the individual may be informed of the necessary information regarding the use of their data. Where necessary, reference may be made to this privacy notice. 

TYPES OF PERSONAL DATA WE PROCESS

We collect and process the following types of personal data: -

  • records of your correspondence with us
  • details of your visit to the website
  • information about your experiences with our work
  • contact and personal information you provide when you apply to work for us
  • contact and personal information/images submitted when applying for / updating / renewing membership – including dates e.g. date first joined, leave periods (maternity/paternity etc.)
  • personal and contact information for event bookings e.g. dietary PPE size accessibility
  • contact and personal information for inclusion in WiP mentoring programme
  • contact, personal and educational information / images for participation in WiP Student Awards as appropriate
  • any other information provided to us

HOW WE COLLECT PERSONAL DATA

We collect personal data through:

  • your request for publications and other materials
  • your applications for jobs with us
  • your request for information about our work and events
  • your registration for events, via event flyers the Women in Property App and email
  • membership application
  • application to participate in student awards programme
  • application to participate in mentoring programme
  • your contact with us for general enquiries and comments
  • our use of Google Analytics cookies, cookies and pixel tags https://www.womeninproperty.org.uk/cookie-policy/

WHY DO WE PROCESS PERSONAL DATA AND THE LAWFUL BASIS? 

There are several reasons why we will process the personal data that you may provide to us:

  • To provide advice and ongoing support e.g. mentoring
  • To undertake recruitment exercises
  • To manage an ongoing relationship such as attendance at events
  • Maintain membership
  • For marketing - but only for our own events or partner events

Under the UK GDPR the lawful bases we rely on to process personal data are:

  • Your consent
  • We have a contract with you e.g. membership agreement
  • It is necessary to comply with a legal obligation
  • It is necessary to protect your vital interests
  • It is necessary for the performance of a task carried out in the public interest or in the exercise of official authority
  • Legitimate interests
    • fulfil the obligations of membership
    • to send newsletters and marketing materials
    • to send newsletters and marketing materials to non-members who have requested to be included on specific mailing lists

Any personal data will not be retained for any longer than is necessary for the lawful purposes for which it was collected and processed.  We may, in some cases, keep personal data for longer to establish, exercise, or defend our legal rights and the legal rights of our clients.  In addition, personal data may be securely archived with restricted access and other appropriate safeguards where there is a need to continue to retain it. While we retain your personal data, we will ensure that it is kept securely and protected from loss, misuse or unauthorised access and disclosure. Once the retention period is reached, we will delete your personal data.

If you require more information about Women in Property’s data retention periods, please email info@womeninproperty.org.uk and request the Data Retention Schedule.

SHARING PERSONAL DATA 

We will only share personal data with others when we are legally permitted to do so. When we share data with others, we put arrangements and security mechanisms (a contract or a data sharing agreement) in place to protect the data and to comply with our data protection, confidentiality and security standards. 

Upon joining as a member, we will enter your contact and other profile details into the online directory. You will be issued with a secure password giving you access to the directory via the WiP Website and the WiP App. Your details on the directory will be accessible to other members only and will not be disclosed to 3rd parties or used for external marketing.

We will share basic contact information (via event attendance guest lists) to all event attendees booked to attend an event – specifically your name, the company you work for and your email address (as used when you book on the event (for members booking via the WiP App this is the information held against your membership profile.  For members and non-members booking outside the WiP App, this is the information you submit to make the event booking).

If you enrol in the ‘mentoring programme’ we will share appropriate information with those leading the programme and any mentor/mentee that you may be ‘matched’ with.

Where required, we will share basic information with members’ organisations for facilitating the processing of membership. We may also share basic information to indicate participation in Women in Property activities e.g.  has attended an event, is enrolled in the mentoring programme 

Occasionally, we may receive requests from third parties with authority to obtain disclosure of personal data, such as to check that we are complying with applicable law and regulation, to investigate an alleged crime, to establish, exercise or defend legal rights. We will only fulfil requests for personal data where we are permitted to do so in accordance with applicable data protection legislation.

PROCESSORS

We may contract with data processors to provide email, system , document management and IT storage services. Any personal data shared with a data processor for this purpose will be governed by appropriate safeguards and contracts under data protection law.

LOCATIONS OF PROCESSING 

The personal data that we collect from you will be processed within the UK. It may be necessary, in some cases, to transfer personal data to the EEA and any such transfers will be fully compliant with the requirements of the legislation. If personal data is to be transferred outside the UK or EEA to a country which is not designated as ‘adequate’ then, if we are not relying on consent, we will ensure that appropriate safeguards are in place such as Standard Contractual Clauses to ensure that we comply with the UK GDPR. We will take all reasonable steps to ensure that your personal data is treated securely, in accordance with this privacy notice. 

INDIVIDUAL RIGHTS 

Individuals have certain rights over their personal data and data controllers are responsible for fulfilling these rights as follows: 

  • individuals may request access to their personal data held by us
  • individuals may ask us to rectify personal data submitted to us
  • individuals may request that we erase their personal data
  • individuals may have other rights to restrict or object to our processing of personal data and the right to data portability
  • individuals may request information about, or human intervention into, any automated data processing that we may undertake

Where we process personal data based on consent, individuals may withdraw their consent at any time by contacting us. 

If you wish to exercise any of these rights, please email: info@womeninproperty.org.uk.  We aim to respond to email of this type within 15 working days, but please note that you may continue to receive correspondence from WiP during this period as many of our marketing mailings are sent out on a schedule set up in advance.

COMPLAINTS 

We hope that you won’t ever need to, but if you do want to complain about our use of personal data, please send an email with the details of your complaint to:  info@womeninproperty.org.uk We will investigate and respond to any complaints we receive within 15 working days from time of receipt.

You also have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner’s Office (“ICO”). For further information on your rights and how to complain to the ICO, please refer to the ICO website ICO Make a Complaint 

Women in Property is registered with the Information Commissioner’s Office ICO Registration Number: ZA340488.

DATA CONTROLLER AND CONTACT INFORMATION 

If you have any questions about this ‘Privacy Notice’ or how and why we process personal data, please contact us at: info@womeninproperty.org.uk or in writing at Women in Property, 62 Mowbray Avenue, Tewkesbury GL20 5FA

CHANGES TO OUR PRIVACY NOTICE 

Updates to this Privacy Notice will appear on this website. 

21 February 2023 

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