Privacy Policy

Women in Ports (“WIP”, “we”, “us”) operates the website at womeninports.org and the community, membership, events and programmes described on it. [Legal entity name, company/charity registration number and registered address to be confirmed] is the data controller for the personal data described in this policy.

If you have any questions about this policy or how we handle your data, contact us at contact@womeninports.org.

We collect personal data when you interact with this website — for example, when you:

• Apply for individual or organisation membership
• Register for an event
• Register interest in the Academy or the Schools Programme
• Contact us directly
• Sign up to receive updates

Depending on which form you use, this may include your name, email address, phone number, job title, organisation and country, and anything you choose to share in free-text fields — for example, what you hope to gain from membership, or which hub interests you most.

We do not knowingly collect special category data (such as health, religion or ethnicity) through these forms.

• To respond to your enquiry or process your registration or membership application
• To send you the updates you’ve asked to receive — event reminders, newsletters, programme information
• To understand our community and improve WIP’s programmes
• To meet our legal obligations

Where you tick a consent box — for example, to receive emails — we rely on your consent, which you can withdraw at any time. Where you contact us or apply for something, such as membership or an event, we process your data on the basis of our legitimate interest in responding to you and delivering the service you’ve asked for, or to take steps at your request before entering into an agreement (for organisation membership).

We use HubSpot as our forms and customer relationship management (CRM) processor. When you submit a form on this site, your data is sent directly from your browser to HubSpot’s EU data centre and stored there on our behalf. We do not sell your data to third parties.

We also use Vercel Web Analytics, a cookieless analytics service, to understand how visitors use this site. It does not collect data that identifies you personally.

We keep your data for as long as necessary to fulfil the purpose you provided it for, and in line with our legal obligations.

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Correct inaccurate data
• Request erasure of your data
• Restrict or object to how we use your data
• Request a copy of your data in a portable format
• Withdraw consent at any time

To exercise any of these rights, contact us at contact@womeninports.org. If you’re not satisfied with our response, you can contact the Information Commissioner’s Office (ICO) at ico.org.uk (opens in new tab).

Our Schools Programme is registered for by teachers and school staff on behalf of a school, not directly by pupils. We do not knowingly collect personal data directly from children through this website.

We may update this policy from time to time. The date at the top shows when it was last revised.