Women in the Shade Ltd – Privacy Policy

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Women in the Shade Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and share your personal information when you interact with us, visit our website, participate in our programmes, or engage with our services.

We are the data controller responsible for your personal data. If you have any questions, please contact us at info@womenintheshade.com.

1. The personal data we collect

We may collect, use, store and transfer different types of personal data depending on how you interact with us. This may include:

Identity Data

Name, title, date of birth, gender (where provided)

Contact Data

Email address, telephone number, postal address.

Financial Data

Bank details, payment card details (processed securely via third‑party providers).

Transaction Data

 Details of payments made to us and services purchased.

Technical Data

IP address, browser type, device information, login data, cookies, and website usage information.

Profile Data

Programme participation, feedback, survey responses, preferences, interests.

Usage Data

Information about how you use our website, services and content.

Marketing and Communications Data

Your preferences for receiving communications from us.

We do not intentionally collect special category data unless you choose to pro

vide it (e.g., information shared during programme participation). Where this occurs, we will treat it with enhanced confidentiality.

2. How we collect your personal data

We collect personal data in the following ways:

• When you visit our website
• When you complete a form, register interest or contact us
• When you sign up for newsletters or updates
• When you participate in programmes, events or surveys
• When you purchase a product or service
• When you donate to us
• When you engage with us on social media
• Through automated technologies such as cookies

3. How we use your personal data

We will only use your personal data when we have a lawful basis to do so. This includes:

Performance of a contract

• Registering you as a customer or participant
• Processing and delivering your order
• Managing your relationship with us

Legitimate interests

• Improving our website, programmes and services
• Understanding how participants use our services
• Sending relevant updates or recommendations
• Ensuring programme quality and safeguarding

Consent

• Sending marketing communications
• Collecting optional information (e.g., surveys, testimonials)

Legal obligation

• Complying with UK law, including tax and accounting requirements

We will only use your personal data for the purpose for which it was collected.

4. How we share your personal data

We may share your personal data with:

• Internal staff and associates working with Women in the Shade Ltd
• Third‑party service providers (e.g., website hosting, payment processors, email platforms)
• Professional advisers (e.g., accountants, legal advisers)
• Regulators or authorities where required by law

We require all third parties to respect the security of your data and to process it lawfully.

We do not sell your personal data.

5. International transfers

Some of our third‑party providers may store data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as:

• UK adequacy regulations
• Standard contractual clauses
• Equivalent data protection measures

6. Data security

We have implemented appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access, disclosure or alteration.

These include:

• Secure servers
• Access controls
• Encryption
• Staff confidentiality obligations

7. Data retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, accounting or reporting requirements.

Retention periods vary depending on the type of data, but typically:

• Programme participation records: up to 6 years
• Financial records: 6 years (legal requirement)
• Marketing preferences: until you withdraw consent
• Website analytics: up to 2 years

You may request deletion of your data at any time (subject to legal requirements).

8. Your legal rights

Under UK GDPR, you have the right to:

• Request access to your personal data
• Request correction of inaccurate data
• Request erasure of your data
• Object to processing
• Request restriction of processing
• Request transfer of your data
• Withdraw consent at any time

To exercise any of these rights, email info@womenintheshade.com with “Personal Data Request” in the subject line.

You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

9. Cookies

Our website uses cookies to improve your experience, analyse usage and support functionality. You can manage cookie preferences through your browser settings.

A separate Cookie Notice is available on request or will be published on our website.

10. Third‑party links

Our website may contain links to third‑party websites. We are not responsible for their privacy practices. We encourage you to read their privacy policies before providing personal data.

11. Contact details

For questions about this Privacy Policy or to request a copy of our full policy, contact:

Email: info@womenintheshade.com Subject line: “Privacy Policy Request” Website: www.womenintheshade.com (Contact Page)

Women in the Shade Ltd [Insert registered address]

12. Updates to this policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. Significant changes will be communicated where appropriate.