Privacy Policy

1. Who we are

Women in Fenestration Network Ltd ("WFN", "we", "us" or "our") is the data controller for the personal information described in this Privacy Policy.

Registered office: Upper House, Llanellen, Abergavenny, Monmouthshire, NP79HT
Company number: 17290003
Privacy contact: sioned.yates@accessmarketing.uk

This policy applies to our website, membership applications, events, mentoring programme, communications, Member Hubs and other services we provide.

2. The information we collect

· Identity and contact details, including your name, email address, telephone number, postal address where relevant and employer or organisation.

· Professional information, including your job title, career interests, experience and information you choose to provide in connection with mentoring, speaking, volunteering or events.

· Membership information, including membership type, membership number, start date, payment option, membership status and records of resources issued to you.

· Payment and transaction information. Card or bank details are processed securely by our payment providers and are not stored in the WFN membership spreadsheet or Member Hub.

· Event and participation information, including bookings, attendance, dietary or accessibility requirements and feedback.

· Communications preferences and records of emails sent, opened or clicked.

· Website and technical information, including IP address, browser type, device information, pages visited and cookie or analytics data.

· Photographs, video or audio from WFN events where appropriate notice has been given.

3. How we collect information

· Directly from you through forms, membership applications, event registrations, mentoring forms, emails, telephone calls and conversations.

· When you use our website, Member Hub or email communications.

· From your employer where it nominates or registers you under a corporate membership.

· From event, payment, accounting and communications providers acting on our behalf.

· From publicly available professional sources, such as company websites or LinkedIn, where relevant to WFN activity.

4. Why we use your information and our lawful bases

Purpose

Examples

Lawful basis

Provide membership and services

Process applications, create membership records, certificates and Member Hubs, administer benefits and respond to queries.

Contract; legitimate interests.

Take and record payments

Set up Direct Debits, issue invoices, keep accounting and tax records and manage arrears or refunds.

Contract; legal obligation; legitimate interests.

Run events and mentoring

Manage bookings, attendance, matching, accessibility needs, communications and feedback.

Contract; consent where required; legitimate interests.

Send essential communications

Membership administration, payment notices, service changes and important operational information.

Contract; legitimate interests.

Send news and marketing

Newsletters, event promotions, partner updates and membership opportunities.

Consent or legitimate interests, depending on the relationship and applicable marketing rules.

Improve WFN

Analyse participation, website use, member feedback and service performance.

Legitimate interests.

Meet legal and safeguarding duties

Comply with law, investigate concerns, protect WFN, members and others.

Legal obligation; legitimate interests; vital interests where applicable.

5. Special category information

We only ask for sensitive information where it is genuinely needed, for example dietary, health or accessibility information for an event. We will normally process this with your explicit consent or where another lawful condition applies. Please do not provide sensitive information unless it is relevant.

6. Who we share information with

We do not sell personal information. We may share information with trusted service providers where necessary to operate WFN, including:

· Google Workspace and Google Drive for forms, records, documents, certificates and Member Hubs.

· Mailchimp for member communications, newsletters and automated welcome emails.

· GoCardless for Direct Debit mandates, subscriptions and payment collection.

· QuickBooks Online for customer records, invoices, accounting and financial reporting.

· Duda and relevant website, hosting, analytics and cookie-management providers.

· Event venues, speakers, trainers, mentors, partners or suppliers where necessary to deliver an event or service.

· Professional advisers, insurers, banks, auditors, regulators, law enforcement or public authorities where required.

These organisations may act as processors or independent controllers. Their own privacy information will apply where they determine how they use your information.

7. International transfers

Some of our service providers may process information outside the UK. Where this happens, we require appropriate safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, as applicable.

8. How long we keep information

· Membership and core financial records: generally for the duration of membership and up to seven years afterwards where needed for tax, accounting, legal or dispute purposes.

· Marketing records: until you unsubscribe or object, after which we may keep a minimal suppression record so we respect your choice.

· Unsuccessful or incomplete applications and general enquiries: normally up to 24 months unless there is a reason to retain them longer.

· Event and mentoring administration records: normally up to three years after the relevant activity, unless longer retention is justified.

· Cookie and analytics information: in line with the relevant cookie settings and provider retention periods.

We review retention periods and securely delete or anonymise information when it is no longer needed.

9. How we protect information

We use appropriate technical and organisational measures designed to protect personal information. These include access controls, restricted administrative permissions, secure cloud services, password and account security, data minimisation, backups and review of third-party providers. No system can be guaranteed completely secure, but we take proportionate steps to reduce risk.

10. Member Hubs

Each member may receive a link to a Google Drive folder described as a WFN Member Hub. It may contain their certificate, badges, welcome information and member resources. Members should keep this link secure and should not place personal, confidential, banking or payment information in the folder. WFN may update the folder contents during membership.

11. Marketing choices

You can unsubscribe from marketing emails at any time using the link in the email or by contacting us. Unsubscribing from marketing will not stop essential membership, event, payment or service communications.

12. Cookies and analytics

Our website uses cookies and similar technologies. Some are necessary for the website to work. Others help us understand website use or support embedded services. Further information is provided in our Cookie Policy. Where consent is required, non-essential cookies should not be set until you choose to accept them.

13. Your rights

· To be informed about how your information is used.

· To request access to your personal information.

· To ask us to correct inaccurate or incomplete information.

· To request deletion in certain circumstances.

· To restrict or object to processing in certain circumstances.

· To receive certain information in a portable format.

· To withdraw consent where processing relies on consent.

· To complain to the Information Commissioner’s Office.

These rights are not absolute and may depend on the circumstances. We will normally respond within one month. To exercise a right, contact [PRIVACY EMAIL ADDRESS].

You can also complain to the Information Commissioner’s Office at ico.org.uk or by telephone on 0303 123 1113.

14. Children

WFN services are primarily intended for adults working in or connected with the fenestration industry. We do not knowingly collect personal information from children through standard membership services. Where an activity involves a person under 18, we will apply appropriate consent and safeguarding arrangements.

15. Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The latest version will always be published on our website. Material changes will be communicated where appropriate.

16. Contact us

Questions about this policy or WFN’s use of personal information should be sent to:
Women in Fenestration Network Ltd
Upper House, Llanellen, Abergavenny, Monmouthshire, NP79HT

Sioned.yates@accessmarketing.uk

email

Sarah@peopleinglazing.co.uk

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