Privacy Policy

Effective date: 21st day of April, 2021

Wearethecity.com (the “Site”) is owned and operated by We Are The City Limited. We Are The City Limited is the data controller and can be contacted at:

[email protected] We Are The City, Suite 29, Philpot House, Station Road, Rayleigh, Essex, SS6 7HH

Purpose
The purpose of this privacy policy (this “Privacy Policy”) is to inform users of our Site of the following:

  1. The personal data we will collect;
  1. Use of collected data;
  1. Who has access to the data collected;
  1. The rights of Site users; and
  1. The Site’s cookie policy.

This Privacy Policy applies in addition to the terms and conditions of our Site.

This privacy policy applies between you, the User of this Website and We Are The City Limited, the owner and provider of this Website. We Are The City Limited takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Please read this privacy policy carefully.

Definitions and interpretation

 1. In this privacy policy, the following definitions are used:

Data collectively all information that you submit to We Are The City Limited via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Act 1998;
Cookies a small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);
We Are The City Limited, or us We Are The City Limited, a company incorporated in England and Wales with registered number 6369225
GDPR the General Data Protection Regulation, For users in the European Union, we adhere to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known as the General Data Protection Regulation (the “GDPR”). For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.
User or you any third party that accesses the Website and is not either (i) employed by We Are The City Limited and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to We Are The City Limited and accessing the Website in connection with the provision of such services; and
Website the website that you are currently using, wearethecity.com, and or  gendernetworks.com, jobs.wearetechwomen.com, wearethecity-risingstars.com, wearetechwomen.com, workwithus.wearethecity.com and or wearethecity.in  and any sub-domains of this site unless expressly excluded by their own terms and conditions.

 2. In this privacy policy, unless the context requires a different interpretation:

 a. the singular includes the plural and vice versa;

 b. references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;

 c. a reference to a person includes firms, companies, government entities, trusts and partnerships;

 d. “including” is understood to mean “including without limitation”;

 e. reference to any statutory provision includes any modification or amendment of it;

 f. the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

 3. This privacy policy applies only to the actions of We Are The City Limited and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

Data collected

4.  Information you give to us.

  • We will use this information:
  • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information, that you require from our website;
  • to provide you with information about other services we offer that are similar to those subscribed for or enquired about;
  • to provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are an existing member, we will only contact you by electronic means (e-mail or SMS) with information about goods and services similar to those which were the subject of a previous sale or negotiations of a sale to you. ;
  • to notify you about changes to our service;
  • to refer your experiences, skills and preferences to other users of our website in order to match you with appropriate individuals from different organisations who are registered on our website;
  • Specific requests and input of your data into our awards process will be explicity stated whether this data will be either shared with our award partner and judging process, will be published onto the site for public viewing. You have the right to decide whether your data submission will be published at the time of input into any of the award processes and explicit agreement will be captured during this process in ways of confirmation check box(es).
  • to ensure that content from our site is presented in the most effective manner for you and for your computer.

4.1. Information we collect about you.

  • We will use this information:
  • to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
  • to allow you to participate in interactive features of our service, when you choose to do so;
  • as part of our efforts to keep our site safe and secure;
  • to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
  • to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.

Our use of Data

 5. For purposes of the Data Protection Act 1998, We Are The City Limited is the “data controller”.

 6. We will retain any Data you submit for 12 months.

 7. Unless we are obliged or permitted by law to do so, and subject to any third party disclosures specifically set out in this policy, your Data will not be disclosed to third parties. This includes our affiliates and / or other companies within our group.

 8. All personal Data is stored securely in accordance with the principles of the Data Protection Act 1998. For more details on security see the clause below (Security).

 9. Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

 a. internal record keeping;

 b. improvement of our products / services;

 c. transmission by email of promotional materials that may be of interest to you;

 d. contact for market research purposes which may be done using email, telephone, fax or mail. Such information may be used to customise or update the Website;

in each case, in accordance with this privacy policy.

Third party websites and services

 10. We Are The City Limited may, from time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. The providers of such services do not have access to certain personal Data provided by Users of this Website.

Links to other websites

 11. This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

 12. We Are The City Limited may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of We Are The City Limited. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

 13. We may also disclose Data to a prospective purchaser of our business or any part of it.

 14. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Controlling use of your Data

 15. Wherever you are required to submit Data, you will be given options to restrict our use of that Data. This may include the following:

 16. use of Data for direct marketing purposes; and

 17. sharing Data with third parties.

Functionality of the Website

 18. To use all features and functions available on the Website, you may be required to submit certain Data.

 19. You may restrict your internet browser’s use of Cookies. For more information see the clause below (Cookies).

Accessing your own Data

 20. You have the right to ask for a copy of any of your personal Data held by We Are The City Limited (where such Data is held).

20.1  The Act gives  you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request can be requested via [email protected]

Security

 21. Data security is of great importance to We Are The City Limited and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected via this Website.

 22. If password access is required for certain parts of the Website, you are responsible for keeping this password confidential.

 23. We endeavour to do our best to protect your personal Data. However, transmission of information over the internet is not entirely secure and is done at your own risk. We cannot ensure the security of your Data transmitted to the Website.

Cookies

 24. This Website may place and access certain Cookies on your computer. We Are The City Limited uses Cookies to improve your experience of using the Website and to improve our range of products and services. We Are The City Limited has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

 25. All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

 26. Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling We Are The City Limited to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

 27. This Website may place the following Cookies:

 28. Type of Cookie Purpose Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

 29. You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

 30. You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

 31. It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

Transfers outside the European Economic Area

32. The data that we collect from you will be transferred to, and stored at, a destination outside the European Economic Area (”EEA”). It will also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We Are The City Ltd will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

33. If we transfer Data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected as outlined in this privacy policy. You expressly agree to such transfers of Data.

General

34. You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

 35. If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

 36. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

 37. This privacy policy is governed by and interpreted according to English law. All disputes arising under this privacy policy are subject to the exclusive jurisdiction of the English courts.

 38. Our WeAreTheCity job site ( jobs.wearetechwomen.com) has the ability to apply for jobs via Facebook and Linkedin for candidate convenience. The information provided during the application process will not be shared or used for any other purpose by We Are The City Limited or its recruiting partners. By applying for a job via social media (Facebook, Linkedin) you are agreeing to the purpose and use of your profile for applying to a job advertisement.

Your Rights

39. You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at [email protected]

40. Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Changes to this privacy policy

 41. We Are The City Limited  reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact We Are The City Limited by email at [email protected]

or by post at We Are The City, Suite 29, Philpot House, Station Road, Rayleigh, Essex, SS6 7HH

or by telephone at + 44(0) 1268 770675

GDPR
For users in the European Union, we adhere to the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, known as the General Data Protection Regulation (the “GDPR”). For users in the United Kingdom, we adhere to the GDPR as enshrined in the Data Protection Act 2018.

We have not appointed a Data Protection Officer as we do not fall within the categories of controllers and processors required to appoint a Data Protection Officer under Article 37 of the GDPR.

Consent
By using our Site users agree that they consent to:

  1. The conditions set out in this Privacy Policy.

When the legal basis for us processing your personal data is that you have provided your consent to that processing, you may withdraw your consent at any time. If you withdraw your consent, it will not make processing which we completed before you withdrew your consent unlawful.

You can withdraw your consent by: Contacting the Data Protection Officer.

Legal Basis for Processing
We collect and process personal data about users in the EU only when we have a legal basis for doing so under Article 6 of the GDPR.

We rely on the following legal bases to collect and process the personal data of users in the EU:

  1. Users have provided their consent to the processing of their data for one or more specific purposes;
  1. Processing of user personal data is necessary for us or a third pary to pursue a legitimate interest. Our legitimate interest is not overriden by the interests or fundamenal rights and freedoms of users. Our legitimate interest(s) are: Our legimate interests are considered dependent upon each client and project that we work on. We only gather data as required necessary to deliver the objectives of each project; and
  1. Processing of user personal data is necessary for us to take, at the request of a user, steps before entering a contract or for the performance of a contract to which a user is a party. If a user does not provide the the personal data necessary to perform a contract the consequences are as follows: Failure to provide data would prevent us meeting client requirements.

How We Use Personal Data
Data collected on our Site will only be used for the purposes specified in this Privacy Policy or indicated on the relevant pages of our Site. We will not use your data beyond what we disclose in this Privacy Policy.

Who We Share Personal Data With
Employees
We may disclose user data to any member of our organisation who reasonably needs access to user data to achieve the purposes set out in this Privacy Policy.

Other third parties classified as partners

We may disclose user nomination data from our awards programme with our award partner to provide the service of judging the nomination. This is explicitly clear on the nomination form and explict consent is requested at this time of the process.

Other Disclosures
We will not sell or share your data with other third parties, except in the following cases:

  1. If the law requires it;
  1. If it is required for any legal proceeding;
  1. To prove or protect our legal rights; and
  1. To buyers or potential buyers of this company in the event that we seek to sell the company.

If you follow hyperlinks from our Site to another Site, please note that we are not responsible for and have no control over their privacy policies and practices.

How Long We Store Personal Data
User data will be stored until the purpose the data was collected for has been achieved.

You will be notified if your data is kept for longer than this period.

How We Protect Your Personal Data
All data is only accessible to our employees. Our employees are bound by strict confidentiality agreements and a breach of this agreement would result in the employee’s termination.

While we take all reasonable precautions to ensure that user data is secure and that users are protected, there always remains the risk of harm. The Internet as a whole can be insecure at times and therefore we are unable to guarantee the security of user data beyond what is reasonably practical.

Your Rights as a User
Under the GDPR, you have the following rights:

  1. Right to be informed;
  1. Right of access;
  1. Right to rectification;
  1. Right to erasure;
  1. Right to restrict processing;
  1. Right to data portability; and
  1. Right to object.

Children
We do not knowingly collect or use personal data from children under 16 years of age. If we learn that we have collected personal data from a child under 16 years of age, the personal data will be deleted as soon as possible. If a child under 16 years of age has provided us with personal data their parent or guardian may contact our privacy officer.

How to Access, Modify, Delete, or Challenge the Data Collected
If you would like to know if we have collected your personal data, how we have used your personal data, if we have disclosed your personal data and to who we disclosed your personal data, if you would like your data to be deleted or modified in any way, or if you would like to exercise any of your other rights under the GDPR, please contact our privacy officer here:

Stewart Vallely
[email protected]

Cookie Policy
A cookie is a small file, stored on a user’s hard drive by a website. Its purpose is to collect data relating to the user’s browsing habits. You can choose to be notified each time a cookie is transmitted. You can also choose to disable cookies entirely in your internet browser, but this may decrease the quality of your user experience.

Modifications
This Privacy Policy may be amended from time to time in order to maintain compliance with the law and to reflect any changes to our data collection process. When we amend this Privacy Policy we will update the “Effective Date” at the top of this Privacy Policy. We recommend that our users periodically review our Privacy Policy to ensure that they are notified of any updates. If necessary, we may notify users by email of changes to this Privacy Policy.

Complaints
If you have any complaints about how we process your personal data, please contact us through the contact methods listed in the Contact Information section so that we can, where possible, resolve the issue. If you feel we have not addressed your concern in a satisfactory manner you may contact a supervisory authority. You also have the right to directly make a complaint to a supervisory authority. You can lodge a complaint with a supervisory authority by contacting the Privacy Officer.

Contact Information
If you have any questions, concerns or complaints, you can contact our privacy officer, Stewart Vallely, at:

[email protected]

Updated: 29 April 2023