Last updated: 1st January 2024

1. Introduction

TEDxPorthtowanWomen ("we", "us", "our") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard your personal data when you use our website tedxporthtowanwomen.co.uk (the "Site"), apply to be a speaker, sponsor, or volunteer, or subscribe to our newsletter.

We are a non-profit organisation, run by volunteers, operating under a license from TED. Our data processing is governed by UK data protection laws, including the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

2. What Information We Collect

We may collect and process the following data about you:

• Speaker, Sponsor, or Volunteer Application Data: When you apply to participate in our event, we collect information you provide, which may include your name, email address, phone number, biography, talk ideas, and any other details relevant to your application. This data is stored securely in our Firestore database.
• Mailing List Subscription Data: If you subscribe to our newsletter, we collect your email address.
• Technical Data: We may collect technical information about your device, such as your IP address, browser type, and operating system, for the purpose of system administration and to improve the user experience. This is done through our use of Firebase services.
• Contact Data: If you contact us directly via email, we will have a record of that correspondence.

3. How We Use Your Information

We use the information we collect in the following ways:

• To process and evaluate your applications to speak at, sponsor, or volunteer for our event.
• To send you our newsletter and other updates if you have opted in to receive them.
• To administer and improve our Site and for internal operations, including troubleshooting and data analysis.
• To ensure the security of our Site and services.

4. Legal Basis for Processing

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. We will normally collect personal information from you only where we have your consent to do so (e.g., for mailing list subscriptions), where we need the personal information to perform a contract with you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms.

5. Data Storage and Security

Your personal data is stored on secure servers provided by Google Firebase. We take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

6. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this privacy policy. For example, we will retain application data for the duration of the event planning cycle and for a reasonable period thereafter for archival purposes. If you subscribe to our newsletter, we will keep your email address until you unsubscribe.

7. Your Data Protection Rights

Under UK data protection law, you have the following rights in relation to your personal data:

• The right to access – You have the right to request copies of your personal data.
• The right to rectification – You have the right to request that we correct any information you believe is inaccurate.
• The right to erasure – You have the right to request that we erase your personal data, under certain conditions.
• The right to restrict processing – You have the right to request that we restrict the processing of your personal data, under certain conditions.
• The right to object to processing – You have the right to object to our processing of your personal data, under certain conditions.
• The right to data portability – You have the right to request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email: hello@tedxporthtowanwomen.co.uk.

8. Cookies

Our Site uses cookies to distinguish you from other users of our Site. This helps us to provide you with a good experience when you browse our Site and also allows us to improve our Site. For detailed information on the cookies we use and the purposes for which we use them, see our Cookie Policy.

9. Changes to Our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

10. Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to hello@tedxporthtowanwomen.co.uk.