Privacy Policy

When we need to handle personal information about you, this is how we look after that information.

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Privacy Notice

We are committed to protecting your personal data and respecting your privacy. This statement outlines how we collect, use, and protect your information in accordance with the General Data Protection Regulation (GDPR).

 

Data Controller:

Women in Neuroscience UK, womeninneuroscience.uk@gmail.com. Established by Lizzie English, based in Cambridge, UK.

 

Type of Information Collected:

We collect and process personal and non-personal data through various channels, including:

• Google forms (e.g., event registrations, feedback, surveys, role applications, award nominations)

• Newsletter and mailing list sign ups

• Social Media platforms (e.g., Meta, X, TikTok, Linkedin, Youtube, Bluesky)

• Website analytics and impact evaluations

• Event recordings and live steams

This encompasses any information you provide on our forms or website, as well as any data you share with us in other ways.

 

Information You Provide:

This includes:

• Name, email address, country, gender, social media accounts and other contact details

• Comments, feedback, and responses to surveys or forms

• Accessibility needs or reasonable adjustments

• Demographic data (e.g., age, ethnicity, location, religion, sexual orientation, health information) where voluntarily provided

• Nomination details (e.g., nominee and nominator names, contact details, reasons for nomination)

 

Information We Collect Automatically:

We may collect:

• Website usage data (e.g., page views, visit duration, navigation paths)

• Email engagement metrics (e.g., open rates, click-throughs)

• Social media analytics (e.g., likes, shares, comments, average demographic insights such as country, age, gender)

• Audio, video and chat data from recorded or streamed events

 

Further Details on Information We Collect:

We only collect special category data (e.g., health, ethnicity, beliefs) where necessary and with your explicit consent. This includes protected characteristics (as defined by the Equality Act and s.75 of the Northern Ireland Act), access needs or reasonable adjustments, primarily for equal opportunities monitoring and accessibility support. 

 

For events (virtual, in-person, and hybrid), data we collect (e.g., audio, and video) may be shared on our social media platforms or other digital channels to increase accessibility and reach. 

 

We collect personal data through nomination forms for our annual awards; if you are submitting personal information (e.g., names, contact details), you must ensure you have their permission and that they are aware of how their data will be used. Nominees will be contacted and provided with access to this privacy policy. 

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Purpose of Data Collection:

The non-personal and personal information stated above that we collect are used for the following purposes:

• To provide and operate our services

• To process Women in Neuroscience UK volunteer role applications and assessing suitability for the roles

• To handle event registrations

• To manage newsletter subscriptions and communications

• To manage membership sign-ups

• To offer ongoing community assistance and technical support

• To conduct impact evaluations aimed at improving our services and outreach, including the use of aggregated personal statistical data and other aggregated and/or inferred non-personal information to enhance our services.

• To contact our website visitors and users with general services and promotional messages.

• To comply with any applicable laws and regulations.

• To monitor equal opportunities for role applications.

• To manage role applicants' health and wellbeing.

• To record and stream events for accessibility and outreach purposes. 

• To manage award nominations and contact nominees.

 

Legal Basis for Processing:

We process your data based on your consent, which you provide by submitting the relevant forms.

For impact evaluations, we may also rely on legitimate interests to analyse and improve our services.

 

Data Retention, Usage, Sharing and Disclosure:

We will retain your personal data for a period of 3 years after the relevant process (e.g., event, feedback form, WiNUK volunteer application, newsletter subscription) has concluded, unless you request its deletion sooner.

 

Our organisation’s website is hosted on the Wix.com platform, which enables us to provide our services to you. Your data, if registered for our mailing list or as a website member, is stored through Wix.com’s data storage, databases and the general Wix.com applications. This data is stored by Wix.com on secure servers behind a firewall.

 

We also use Google forms to collect responses for various purposes, such as event registrations, feedback, job applications, and surveys. The data collected through Google Forms is securely stored in a Google Drive which is private to WiNUK volunteers and managed via Google Sheets. Google ensures this data is stored on secure servers and is protected by their robust security measures. We handle this data in compliance with GDPR, ensuring it is not kept longer than necessary and is protected against unauthorised access.

 

We also use meta services, X, TikTok, LinkedIn, Youtube and BlueSky for our social media channels, where we collect analytical data, as well as general feedback, comments, and interactions. This enables us to provide our services to you. Your data may be stored through their data storage, databases and general applications, on secure servers, behind a firewall.

 

Your data will not be shared with third parties without your explicit consent, except where required by law. We may share your anonymised data for statistical purposes, including but not limited to our impact evaluation, and with our sponsors/partners.

 

Communication with Users:

We may contact our website users to notify you regarding your account, to troubleshoot problems with your account, to poll your opinions through surveys or questionnaires, to send updates about our organisation, or as otherwise necessary to enforce our User Agreement, applicable national laws, and any agreement we may have with you. For these purposes, we may contact you via email, or social media.

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Your Rights:

You have the right to access, rectify, or erase your personal data, as well as the right to restrict or object to its processing. You also have the right to data portability. Our mailing list emails include directions on how to unsubscribe at the bottom, to be removed from our mailing list at any time.

 

If you make a data protection rights request, we must respond to you without undue delay and in any event within one month. To make a request and exercise your rights, please contact us using the contact details at hr.womeninneuroscience.uk@gmail.com

 

Security Measures:

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction.

 

Consent:

By submitting any of our forms or interacting with our website and social media, you consent to the processing of your personal data as described above. Our data is collected directly from you. All of your data protection rights may apply, except your right to object, and for legal purposes, your right to object and to data portability. Please note, you have the right to withdraw your consent at any time.

 

Changes to This Statement:

We may update this Data Protection Statement from time to time. Any changes will be posted on this page with an updated revision date. Changes and clarifications will take immediate effect upon update.

 

If you would like to: access, correct, amend or delete any personal information we have about you, you can contact us at

hr.womeninneuroscience.uk@gmail.com

 

Women in Neuroscience UK

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Last Updated:

11/06/2025