Her Vote 100 CIC Privacy Notice

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we keep it and the rights you have in relation to your information.

We aim to collect only the information we need and to use it fairly, lawfully and transparently.

1. Who we are

Her Vote 100 CIC is the organisation responsible for deciding how and why your personal information is used. For data protection purposes, we are the data controller.

Her Vote 100 CIC

Email: hello@hervote100.org

Website: www.hervote100.org

If you have any questions about how we use your personal information or about this Privacy Notice, please contact us at hello@hervote100.org.

2. What personal information do we collect?

The information we collect depends on how you interact with Her Vote 100.

• your name;
• email address;
• postal address;
• telephone number;
• organisation, job title or professional information, where relevant;
• information about your involvement with Her Vote 100;
• information about volunteering or applying for a voluntary role;
• event registration and attendance information;
• accessibility or dietary information where you choose to provide it for an event;
• information you provide when taking part in a survey, research project or other activity;
• correspondence you have with us;
• your communication preferences;
• photographs, video or other material where relevant; and

information about your use of our website, where applicable, including technical information such as IP address, cookies and website analytics.

We will only collect information that is relevant to the particular activity.

We do not routinely seek to collect sensitive personal information. Where we do need to collect information that is subject to additional legal protections, we will take appropriate steps to ensure that it is handled lawfully and securely.

3. How do we collect your information?

We may collect personal information when you:

• contact us by email, telephone, post or through our website;
• sign up to receive our newsletter or other updates;
• register for one of our events;
• volunteer with us or enquire about volunteering;
• take part in one of our projects or campaigns;
• take part in research or complete a survey;
• contribute an article, story, photograph or other material;
• work with us as a partner, supporter, speaker or contributor; or

otherwise communicate or interact with Her Vote 100.

In some circumstances we may also receive information from organisations or individuals working with us, or from publicly available sources, where this is lawful and appropriate.

Where we obtain personal information from a source other than you, we will provide the privacy information required by data protection law.

4. How do we use your information?

Keeping in touch with supporters

We may use your contact details to communicate with you about Her Vote 100, our activities, projects, campaigns, research, events and other matters relevant to your relationship with us.

Volunteers

• administer volunteering;
• communicate with you about volunteering opportunities;
• organise volunteer activities and events;
• provide information and support to volunteers; and

support our events, campaigns, research and other activities.

Events

• process your registration;
• communicate with you about the event;
• provide information about changes to the event;
• manage attendance;
• make appropriate arrangements for accessibility or other requirements you tell us about; and

deal with enquiries or issues arising from the event.

We may need to share limited information with an event venue or service provider where this is necessary to organise the event.

Campaigning and projects

We may use information to organise and support Her Vote 100 campaigns, projects and activities and to communicate with people who are involved in or interested in our work.

Research and surveys

Where you participate in research or a survey, we will explain how your information will be used as part of the relevant project or survey information.

Some research projects may have additional privacy information or specific consent arrangements.

Contributions and published material

If you contribute an article, photograph, story, artwork or other material to Her Vote 100, we may use your contact details to communicate with you about the contribution.

Where material is intended for publication, we will explain how it will be used and, where appropriate, obtain any permissions required.

Administration

We may use personal information to administer Her Vote 100, maintain appropriate records, respond to enquiries, manage relationships with supporters and contributors, and operate our website and other services.

Legal and regulatory purposes

We may use personal information where this is necessary to comply with a legal or regulatory obligation, establish or defend legal claims, prevent fraud or protect the rights, property or safety of Her Vote 100, our supporters or other people.

5. Our lawful bases for using your information

Data protection law requires us to have a lawful basis for using personal information.

The lawful basis we use depends on what we are doing and why. We do not assume that one lawful basis applies to everything we do.

Legitimate interests

Legitimate interests are likely to be an important lawful basis for some of Her Vote 100's ordinary activities.

These legitimate interests may include:

• administering Her Vote 100 and its activities;
• organising volunteers and events;
• maintaining appropriate relationships with supporters, contributors and campaigners;
• communicating with people who have expressed an interest in our work;
• carrying out projects, research and campaigning activities;
• promoting and furthering the aims and activities of Her Vote 100; and

maintaining appropriate organisational records.

Where we rely on legitimate interests, we consider whether the processing is necessary for the purpose and whether our interests are overridden by the interests, rights or freedoms of the individual.

We keep appropriate records of our decisions to rely on legitimate interests.

You have the right to object to processing based on legitimate interests. Further information is provided in the section Your rights below.

Consent

In some circumstances we will ask for your consent before using your personal information.

Where we rely on consent, you can withdraw it at any time. We will make it clear how you can withdraw your consent, and withdrawing consent will be as easy as giving it.

Contract

We may use personal information where this is necessary to enter into or perform a contract with you.

Legal obligation

We may process personal information where we are required to do so by law.

Other lawful bases

Depending on the circumstances, another lawful basis permitted under data protection law may apply.

We will consider the appropriate lawful basis for each particular processing activity.

6. Newsletters and electronic communications

If you sign up to receive our newsletter or other electronic updates, we will use the contact details you provide to send the communications you have requested, where we have the necessary lawful basis to do so.

Our communications may include information about:

• Her Vote 100 activities;
• campaigns;
• research;
• exhibitions and projects;
• events;
• volunteering opportunities;
• requests for support or fundraising activities, where applicable; and

other activities connected with Her Vote 100.

Where consent is required for electronic marketing, we will obtain the appropriate consent before sending those communications.

Every electronic marketing communication will provide a straightforward way to stop receiving further marketing communications.

You can also contact us at any time to change your communication preferences.

If you unsubscribe from our communications, we may retain limited information on a suppression or “do not contact” list so that we can respect your request in the future.

Newsletter providers

We may use a third-party email or mailing-list service to distribute newsletters and other communications.

Your name and email address, and information necessary to manage your subscription, may therefore be processed by that service on our behalf.

Where lawful, we may also use information about email delivery and interaction to understand and improve our communications.

7. Events

When you register for a Her Vote 100 event, we may collect information necessary to administer your attendance.

This may include your name and contact details and, where relevant, information such as accessibility or dietary requirements.

We will only ask for information that is relevant to the event.

Event information may be held on the event registration platform we use and may also be recorded in our contact or relationship management systems where appropriate.

If you cancel your attendance or ask us to update your information, please contact us at hello@hervote100.org.

8. Volunteering

We may keep contact details and other relevant information about people who volunteer with Her Vote 100.

We use this information to organise volunteering, communicate with volunteers, allocate activities and support our events, campaigns, research and other work.

We will only collect additional information about volunteers where it is relevant and necessary for the particular volunteering activity.

9. Photography, video and other content

Her Vote 100 may photograph or record events, exhibitions, meetings and other activities.

Photographs or recordings may be used to document and promote our work, including on our website, social media, publications, exhibition material and other communications.

Where we plan to use identifiable images or recordings in circumstances where consent or another specific lawful basis is required, we will take the appropriate steps to obtain permission.

If you have concerns about a photograph or recording in which you appear, please contact us.

If you provide photographs, stories, quotations, artwork or other material to Her Vote 100, we will explain how we intend to use the material and any relevant permissions before publication where appropriate.

10. Young people

Where we collect personal information from or about young people, we take additional care to protect their privacy and comply with relevant data protection and safeguarding requirements.

If we need information such as a date of birth for a particular activity, we will explain why we need it and how it will be used.

Where appropriate, we may require consent or involvement from a parent, guardian or other responsible adult.

11. People involved in public life and campaigning

Her Vote 100 is a campaigning initiative. Our work may involve communicating and building relationships with politicians, campaigners, journalists, historians, researchers, organisations and other people whose professional or public roles are relevant to our work.

Where appropriate and lawful, we may keep information about a person's professional or public role and their involvement in relevant campaigning, research or public activity.

We will only use such information where there is a legitimate reason for doing so and in accordance with data protection law.

12. Who do we share your information with?

We do not sell your personal information.

We may share personal information where necessary with trusted organisations and service providers that help us operate Her Vote 100.

Depending on what we are doing, these may include providers of:

• website hosting;
• email and newsletter services;
• event registration;
• cloud storage;
• survey and research tools;
• contact or relationship management systems;
• accounting and payment services; and

other technical or administrative services.

We may also share limited information with venues, event partners, contractors, researchers or other organisations where this is necessary for a particular activity and where we have a lawful basis for doing so.

We may disclose personal information where required by law, for example to a court, regulator, law enforcement agency or other competent authority.

We require organisations processing personal information on our behalf to handle that information in accordance with applicable data protection requirements.

13. Our service providers

We currently use Microsoft 365 and Google Workspace/Google Docs to help us manage our documents, communications, files and organisational records.

Personal information may be stored or processed using these services where this is necessary for our activities.

We take appropriate steps to ensure that personal information held through these services is handled securely and in accordance with applicable data protection law.

The services we use may change as Her Vote 100 develops. If we introduce additional services that process personal information, we will review our privacy arrangements and update this Privacy Notice where appropriate.

Some of these services may involve the processing of personal information outside the United Kingdom. Where this occurs, we will comply with the requirements of UK data protection law concerning international transfers.

14. International transfers

Some of the organisations we use may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will comply with the requirements of UK data protection law and use an appropriate legal safeguard where one is required.

This may include transferring information to a country recognised as providing an adequate level of protection or using appropriate contractual safeguards.

15. How long do we keep your information?

We do not keep personal information for longer than we reasonably need it.

The length of time we keep information depends on why we collected it and any legal or operational requirements that apply.

For example:

Newsletter and communication records: while you remain subscribed or otherwise have a relationship with us, together with limited information needed to ensure that we respect an unsubscribe request.

Event information: for as long as reasonably necessary to administer the event and deal with related enquiries, accounting or legal matters.

Volunteer information: while you are volunteering with us and for an appropriate period afterwards where we have a continuing organisational reason to retain it.

Research and project information: for the period specified for the relevant project, where applicable.

Correspondence: for as long as reasonably necessary to deal with the matter and maintain appropriate organisational records.

Financial and legal records: for as long as required by relevant legal or regulatory requirements.

We may retain some information for longer where there is a legitimate and lawful reason to do so, for example to maintain a record of a person's request not to receive communications.

16. How do we protect your information?

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

These measures may include:

• using password-protected systems;
• restricting access to personal information to people who need it;
• using reputable service providers;
• keeping systems and software appropriately maintained;
• securely disposing of information when it is no longer needed; and

providing appropriate guidance to people who handle personal information for Her Vote 100.

No method of transmitting or storing information can be guaranteed to be completely secure, but we take appropriate steps to protect the information we hold.

17. Your rights

Under UK data protection law, you have a number of rights in relation to your personal information.

The right to be informed

You have the right to understand how we use your personal information. This Privacy Notice provides that information.

The right of access

You can ask us for a copy of the personal information we hold about you.

The right to rectification

You can ask us to correct information that is inaccurate or incomplete.

The right to erasure

In certain circumstances, you can ask us to delete your personal information.

The right to restrict processing

In certain circumstances, you can ask us to restrict how we use your personal information.

The right to object

Where we rely on legitimate interests, you may have the right to object to our use of your personal information.

You have an absolute right to object to the use of your personal information for direct marketing.

The right to data portability

In certain circumstances, you have the right to receive personal information you have provided to us in a structured, commonly used and machine-readable format, or ask us to transfer it to another organisation.

The right to withdraw consent

Where we rely on your consent, you can withdraw that consent at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before you withdrew it.

Not all rights apply in every circumstance, and there may be legal reasons why we cannot comply with a particular request.

18. How to exercise your rights

If you want to exercise any of your rights, please contact:

Email: hello@hervote100.org

Please provide enough information for us to identify you and understand what you are asking us to do.

We will normally respond to a valid request within one month, although the law allows additional time for particularly complex requests in some circumstances.

We will not normally charge you for exercising your data protection rights.

19. Cookies and website analytics

Our website may use cookies and similar technologies.

Some cookies are necessary for the website to function. Other cookies may help us understand how visitors use our website or improve our services.

Where required by law, we will ask for your consent before placing or accessing non-essential cookies.

Our use of cookies may change as our website and services develop.

If we introduce a separate Cookie Notice, this will be available on our website.

20. Automated decision-making

We do not currently use your personal information to make decisions about you based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will update this Privacy Notice and provide any information required by data protection law.

21. Complaints

If you have a concern about the way we have handled your personal information, we would encourage you to contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent supervisory authority for data protection.

Information about making a complaint is available from the ICO website:

https://ico.org.uk/make-a-complaint/

22. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our activities, technology, legal requirements or the way we use personal information.

The date at the top of this Privacy Notice shows when it was last updated.

We recommend checking this page occasionally for the latest version.