Privacy Policy

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**Privacy Policy of Women of AI (WOAI)**

This Privacy Policy outlines Women of AI's (WOAI) data processing practices. Please be aware that all data collected will be used and stored in accordance with the Data Protection Act 2018.

WOAI is a global B2B speaker agency featuring a portfolio of female AI experts, speakers, and trainers who provide services to businesses, including SMEs, corporations, and enterprises.

WOAI is the data controller, and Craig McCartney is our point of contact for data protection matters. If you have any requests concerning your personal data or queries regarding our data handling practices, please get in touch with us at marketing@womenofai.agency.

Purpose of Processing Your Personal Data

We collect information and data when you visit our website to enhance your user experience and connect you with relevant partners who may have a legitimate reason to contact you. We aim to ensure you are informed about the types of information we store and how you can opt out or object to such processing.

How we process your data

Activity - Downloading content

Purpose of processing: Provide you with the content and information about our products and services

Lawful basis: Consent/Legitimate interests

Activity - Registering for an event

Purpose of processing: Dealing with your request to attend an event

Lawful basis: Legitimate interest

Activity - Registering for an event

Purpose of processing: Internal accounting processes

Lawful basis: Contract

Activity - Registering for an event

Purpose of processing: Providing you with information about the event and our products and services

Lawful basis: Consent/Legitimate interests

Activity - Making an enquiry 

Purpose of processing: Dealing with your enquiries or requests, providing you with information about our products and services

Lawful basis: - Legitimate interests

Activity - Making an enquiry 

Purpose of processing: Providing you with information about our products and services

Lawful basis: Consent/Legitimate interests

The Legal Basis We Rely On

When you download gated content from our website or register for one of our events, we will use your information to contact you about our services. The purpose of our communication will be made clear, and you will have the opportunity to review our privacy policy. You will also have the right to object to these communications, and you can unsubscribe at any time.

As you engage with our online content, there may be options for you to opt in and consent to receive further communications. Before confirming your consent, you will have the chance to review our privacy policy. Remember, you can unsubscribe from any such communications whenever you wish.

Why Our Processing is Legal

Our team undergoes regular training to promote awareness of the GDPR throughout the organisation and implement updated policies and measures. We have reviewed our existing supply chain to ensure compliance with GDPR. We have also consulted with specialist lawyers and are committed to safeguarding the personal information we handle while developing an effective data protection regime that aligns with regulatory requirements.

The GDPR stipulates that a data controller must justify the processing of personal data for it to be deemed lawful. Therefore, WOAI aims to meet at least one of the following conditions:

1. Legitimate Interest: We have determined that processing is necessary for the legitimate interests pursued by WOAI or a third party, and these interests do not override the rights and freedoms of the individuals whose data is being processed.

2. Consent: The individual has given explicit consent for their personal data to be processed for specific purposes.

How to Unsubscribe from Emails

If you wish to stop receiving emails at any time, we provide detailed unsubscribe instructions at the bottom of each email. 

You can also write to WOAI, explicitly requesting removal from our mailing list at marketing@womenofai.agency. Your request will be processed within 28 days of receipt. Please ensure you include your name and email address so we can confirm your removal.

Please note that we cannot accept unsubscribe requests through any other channel.

For more information on GDPR and your rights, please visit: https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/

1. Marketing Third-Party Marketing Email: 

Occasionally, we would like to send you targeted and relevant information, offers about products and services, and updates that we believe may interest you from WOAI. We will not share any of your personal data unless you engage with this content. The names of the third parties and the purpose for sharing your information will be clearly stated, and you will have the opportunity to review their privacy policies. You may withdraw your consent at any time by contacting Data Protection at WOAI via email at marketing@womenofai.agency.

2. Recipients/Categories of Recipients

In order to carry out our business and fulfil our obligations to you, we may utilise subcontractors, including mailing houses, email broadcasters, and marketing agencies. We will ensure these entities respect your privacy and comply with all data protection laws.

3. Transfers to Third Countries 

We may transfer your personal data outside of the EU as part of our processing activities. We will only do this under one of three conditions: 

- An adequacy decision exists for the country. 

- Appropriate safeguards (including Binding Corporate Rules) are in place. 

- A derogation (or exception) applies to the transfer. 

We will always ensure that we have a written data processing agreement with any processors to maintain the same level of data protection as is applied in the United Kingdom.

4. Retention Periods 

We will retain personal data used for marketing for as long as we are permitted to market to you. If you withdraw your consent or opt out of marketing communications, we will keep your contact details to ensure we do not contact you again for marketing purposes.

5. Data Subject Rights

WOAI strives to maintain a very high standard of data management and usage. You have rights concerning your personal data. We may need to verify your identity before we can process your request.

Right to Be Informed

You have the right to be informed about the collection and use of your personal data. This privacy policy outlines the purposes for which we process your data, how long we will keep it, and who we may share it with. If you have any questions about how or why we process your data, please get in touch with the Data Protection Officer (DPO). For more information regarding this right, the ICO provides additional guidance on their website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-be-informed/

Right of Access

You have the right to know whether we are processing your personal data and to obtain a copy of that data. Please provide as much information as possible to help us locate your data. We will respond to your request within 28 days. To exercise this right, please get in touch with the DPO at the contact details provided above. More information can be found on the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-of-access/

Right to Rectification

You have the right to have any inaccurate personal data corrected or completed if it is incomplete. You can make this request verbally or in writing. Please provide as much information as possible to aid in locating your data. We will consider any request and inform you of our decision within 28 days of receiving it. To exercise this right, please get in touch with the DPO. For additional information, visit the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-rectification/

Right to Erasure

Also known as the right to be forgotten, this allows you to request the erasure of personal data when there is no valid reason for us to retain it. We will review any request and inform you of our decision within 28 days. To exercise this right, please get in touch with the DPO. For further details, refer to the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/

Right to Restrict Processing

You have the right to request a restriction on processing your data. We will evaluate any request and inform you of our decision within 28 days. To exercise this right, please contact the DPO. More information is available on the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-restrict-processing/

Right to Data Portability

You have the right to move, copy, or transfer your personal data from one IT environment to another. This right applies to data you have provided to us that we process based on your consent or as part of a contract, and it must be processed by automated means. We will respond to your request within 28 days. To exercise this right, please contact the DPO. For more information, please check the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-data-portability/

Right to Object

You have the right to object to our processing of your personal data based on: 

1. Legitimate interests or tasks performed in the public interest/exercise of official authority (including profiling).

2. Direct marketing (including profiling).

3. Scientific or historical research and statistics.

- Legitimate Interests/Legal Task: Your objection should be based on your specific situation. We may continue processing the data if we can demonstrate compelling legitimate grounds that override your interests.

- Direct Marketing: You have an absolute right to request that we stop processing your data for direct marketing purposes. We will respond to your request as soon as possible.

- Scientific/Historical Research and Statistics: Your objection should be based on your specific situation. If we are conducting research where processing is necessary for the performance of a public task, we may refuse your objection.

To exercise this right, please contact the DPO using the above contact details. For more information, please visit the ICO's website: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-right