WeAreTechWomen (“WATW”), We Are The City Limited (“WATC”)  and Big Marker Limited (“BigMarker”) together (“we”, “our”, “us”), are responsible as data controllers for the processing of personal data you provide when you register for the WeAreTechWomen Virtual Conference 2020 (“Event”). This Privacy Notice aims to inform you on the personal data processing we carry out and on your rights.

WATW will be processing your personal data as you would reasonably expect, with minimal risk and impact on individuals (legitimate interests) to ensure a safe and secure Conference is experienced by all who attend.

The personal data

WATW has requested BigMarker LTD to provide its event management technology to hold the Event.

By registering for the Event, you are providing us with your personal data and contact information as requested in the online registration form. Other people may provide information on you as requested in the online registration form.

The data collected in the registration form includes:

• your full name;
• your job title;
• your organisation;
• Your short public bio
• your email address; and
• any social media channel links you include

You may have received an invitation from us, on behalf of WATW to attend the Event. In this case, the personal data’s origin is from the WATW and consists of the same data previously mentioned. For further information about how WATW processes your data please consult the WATW privacy policy.

Purpose of processing your personal data for the Event

We will use your personal data to hold the Event, and this will include to:

• register and facilitate your attendance at the Event;
• analyse attendance at and any subsequent marketing communications in relation to the Event;
• provide you with updates and details relating to the Event;
• manage delegates, sponsor and customer contacts, queries, complaints or disputes;
• take photographs and record videos of the Event, and to produce promotional material to advertise the Event and to promote future events; and
• handle any legal claims or regulatory proceedings and ensure legal regulatory compliance.

Legal basis of processing your personal data for the Event

The legal basis relied on by us for processing your personal data in relation to holding the Event, and promoting it, is out of necessity for the performance of a contract to which you are a party, which is your registration for the Event.

We may photograph (screenshot) or film some of the Event, which may feature group shots of event attendees. The legal basis relied on by us for processing your personal data in relation to taking photographs and recording videos of the Event is legitimate interests. The legitimate interests are in having a record of the Event and the means to promote the Event, including in future years.

To the extent that you provide, in the registration form or by subsequent email, the legal basis for our processing such information is your consent and our purpose is to ensure your safety and wellbeing at the Event.

Purpose of other processing

We will also use your personal data for marketing or other commercial purposes including to:

• provide you with updates relating to other events/conferences you might be interested in;
• inform you about similar events we intend to hold in the future;
• market certain goods or services which we believe will be of relevance or interest to you;
• improve existing products and services and develop new products and services; and
• photograph and/or record the Event for business and promotional purposes.

This may include contacting you from time to time by email, post or phone.

Legal basis for other processing

The legal basis relied on by us for communicating marketing to you is legitimate interests. Our legitimate interests are to promote our or third parties’ business and events that could interest you, and to monitor the effectiveness of promotional campaigns.

Sharing your personal data with third parties

Your personal data may be shared with the Conference Sponsors whose sessions you are registered to attend. This is based on our legitimate interest and the sponsors to provide information that might interest you (including marketing communications) following the Event.

Our Event sponsors are:

• BAE Systems
• Accenture
• Barclays
• Dell Technologies
• Oliver Wyman
• J.P. Morgan
• Openfin
• Credit Suisse
• PwC
• Goldman Sachs
• Royal Bank of Canada
• Natwest

You are able to acknowledge and share your details with any of the Event’s Supporters or Sponsors directly by sharing your Virtual Business Card with them during the event. By doing this, you are aware and accepting of their own GDPR privacy statement.

Individual Event sponsors’ GDPR policies will be adhered to within their company’s privacy policy following the Event.

WATC may communicate your personal data to other subcontractors of the Event to help in the organisation of the Event.

WATC will not provide your personal data to other companies for the purposes set out above, including marketing purposes. Further information on how WATC’ hold and treat your personal data can be found at https://wearethecity.com/privacy-policy

As your personal data will be stored on WATC’ IT infrastructure it will also be shared with WATC’ data processors who provide IT, email, document management, and storage services (including cloud hosting).

The Event host, BigMarker will be housing your data on their cloud servers which are based in the EEA and will not retain your details following the closure of the Event and the 30 day recorded playback period.

Retention

We keep your personal data for as long as it is necessary for our legitimate business and legal purposes.

Where we retain your transactional information for event and contract fulfilment, we will retain for the period required by applicable law for legal, tax, and accounting purposes. This will be a minimum of six years.

Where we store your information for marketing purposes, we retain it for three years from your last engagement.

Your Rights

• You have the right to request information about how your personal data are processed, and to request a copy of that personal data;
• you have the right to request that any inaccuracies in your personal data are rectified without delay;
• you have the right to request that any incomplete personal data are completed, including by means of a supplementary statement;
• you have the right to request that your personal data are erased if there is no longer a justification for them to be processed;
• you have the right in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted;
• you have the right to object to the processing of your personal data where processing is based on legitimate interests. Please see the unsubscribe link provided in our email marketing or contact us at the address below to object to any of our processing;
• you have an absolute right to object to the processing of your personal data being used for direct marketing purposes, and to withdraw consent for third party advertising; and
• you have the right to request the transfer of your personal data that you have provided, and for it to be provided in a structured, commonly used machine-readable format.

Please contact us at the addresses below if you would like to exercise any of these rights or have any queries regarding our use of your data.

International Transfers

WATW is part of WATC. WATC is a global business which means personal data may be accessed by our company or certain service providers from locations outside the European Economic Area (EEA). To ensure your personal data is given substantially similar protection as are provided in the EEA, WATC use safeguards approved by the European Commission and have in place international data transfer agreements between WATC and WATC’ service providers where data is transferred outside the EEA.

Contact Details

WATC contact details are:

We Are The City Limited

Suite 2, 44-50 High Street,

Rayleigh, Essex, SS6 7EA

E: [email protected]

If you have any questions, comments, or requests regarding this Privacy Notice or our practices relating to use of your personal information, please contact WATC at [email protected]

WATC is committed to safeguarding and respecting your personal information and privacy. WATC is registered with the Information Commissioner with registration number ZA231377.

You can also contact:

WeAreTechWomen – Data Protection Officer

C/O We Are The City Limited
Suite 2, 44-50 High Street,

Rayleigh, Essex, SS6 7EA

Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1113

[email protected]