Privacy Policy 

The West of England Women's Commission ("we", "us", or "our") is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and safeguard your information when you visit our website or fill out our online forms (such as registering for an event or joining our mailing list). 

 For the purpose of UK data protection laws (including the UK GDPR and the Data Protection Act 2018), the West of England Women's Commission is the Data Controller. 

 

1. Information We Collect 

We only collect information that is necessary to fulfill our purpose and deliver our services. Depending on how you interact with us, we may collect: 

  • Contact Information: Name, email address, telephone number, and organisation or job title (if provided). 

  • Event Registration Data: Accessibility requirements, dietary preferences, or specific access and support needs you share so we can host you safely and inclusively. 

  • Communication Preferences: Your preferences regarding receiving newsletters, campaign updates, or event invitations. 

  • Technical & Usage Data: IP address, browser type, and details about how you use our website (collected via cookies or analytics tools). 

 

2. How We Collect Your Data 

We collect personal data directly from you when you: 

  • Fill out a form on our website (e.g., event sign-up, contact form, survey). 

  • Subscribe to our newsletter or updates. 

  • Contact us via email or social media. 

  • Browse our website (via cookies and standard web analytics). 

 

3. How We Use Your Data & Our Legal Basis 

We process your data under the following legal bases under UK GDPR: 

  • Event Management: To register you for events, manage attendance, communicate event updates, and accommodate dietary or accessibility needs. (Legal basis: Consent / Contractual necessity) 

  • Newsletters & Updates: To send you news, updates, and invitations if you have explicitly opted in. (Legal basis: Consent) 

  • Inquiries & Support: To respond to your comments, questions, or requests. (Legal basis: Legitimate interests) 

  • Improving Our Website: To analyse website usage and ensure our site functions effectively. (Legal basis: Legitimate interests) 

 

Note on Special Category Data: If you provide health-related information (e.g., accessibility needs or dietary requirements), we will process this strictly to accommodate you at events, based on your explicit consent. 

 

4. How Long We Keep Your Information 

We retain personal data only as long as necessary for the purpose it was collected: 

  • Event Data: Retained for up to 12 months following the event for reporting and evaluation, then securely deleted. 

  • Mailing Lists: Retained until you unsubscribe or withdraw your consent. 

  • General Inquiries: Retained for up to 12 months after the resolution of your query. 

 

5. Sharing Your Data 

We never sell or rent your personal information to third parties. We may share your data only with trusted service providers who process data on our behalf under strict confidentiality agreements, such as: 

  • Event management platforms (e.g., Eventbrite). 

  • Email marketing software (e.g., Mailchimp). 

  • Website hosting and IT analytics providers. 

 

If an event is co-hosted with a partner organisation, we will explicitly state this on the registration form before you submit your details. 

 

6. Your Data Protection Rights 

Under UK data protection law, you have rights regarding your personal information, including the right to: 

 

  • Access: Request a copy of the personal data we hold about you. 

  • Correction: Ask us to correct inaccurate or incomplete information. 

  • Erasure: Request that we delete your personal data ("right to be forgotten"). 

  • Withdraw Consent: Opt out of marketing emails or withdraw consent at any time using the "unsubscribe" link in our emails or by contacting us directly. 

  • Object or Restrict: Request that we restrict or stop processing your data in certain circumstances. 

7. Cookies 

Our website uses cookies to improve user experience and analyse traffic. You can adjust your browser settings to block cookies, though some features of the site may not function as intended.  

 

8. How to Contact Us or Make a Complaint 

If you have questions about this Privacy Notice or wish to exercise your rights, please contact us at: 

Email: hello@westofenglandwomen.org 

 

If you are unsatisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO): 

 

Website: www.ico.org.uk 

Helpline: 0303 123 1113 

Internal Ref: v1.0 Privacy Policy July 2026

If you have any specific queries regarding this, please get in touch