The protection of your data is important to Women In Logistics UK CIC. This policy provides information about the different types of personal information that we collect and the ways in which we use it, although please note that not all of this will be applicable to you. If in doubt, please feel free to check by contacting us by emailing hello@womeninlogistics.co.uk

Who are we?

Women in Logistics UK was established in 2008. We now operate as Women in Logistics UK CIC (WiLUK CiC) which is incorporated in England and Wales as a Community Interest company, no. 15907609.

We provide a voice for women working in logistics, to address – from a female perspective – key challenges the industry faces.

a. When you give it to us directly

For example, personal information that you submit by contacting us through the "Contact Us" button, or any personal data that you share with us when you communicate with us by email, phone or post.

b. When you give it to us via third-party platforms

For example, personal information that you submit by registering for our newsletter, becoming a member or sponsor or booking to attend an event or activity.

c. When you visit our website www.womeninlogistics.co.uk

WILUK CIC uses cookies and other tracking technologies to improve your experience on our website and this can involve collecting personal data. Please refer to our Cookies Policy for details on the way our use of cookies may affect your personal data.

a. Your name, email address, Company Name, Job Title, Invoice address. 

a. Additional contact details including your telephone number, home county, social media identities and photographs if you opt to provide them;

b. Information about our services which you use, such as attendance at WILUK CIC events and meetings and the status of your WILUK CIC membership or Sponsorship; and

c. Your communication preferences;

d. Information about your computer/ mobile device and your visits to and use of this website, including, for example, your IP address and geographical location;

e. Any other personal information you choose to share with us.

a. to provide updates about our activities (where necessary, and only where you have provided your consent to receive such information such as explicitly subscribing to our newsletter);

b. to invite you to WILUK CIC events we feel that you might be interested in;

c. to process and record your membership fees or sponsorship;

d. to answer your questions/ requests and communicate with you in general;

e. to further the WILUK CIC aims in general, including asking for volunteer support;

f. to analyse and improve our activities or information (including our website) or for our internal records;

g. to audit and/ or administer our accounts;

h. to satisfy legal obligations which are binding on us, for example in relation to law enforcement requests or due diligence checks before accepting major donations;

i. for the prevention of fraud or misuse of service; and

j. for the establishment, defence or enforcement of legal claims.

Lawful processing

We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant:

a. Consent
Where you have provided your consent for our use of your personal information in a certain way, for example where we ask for your consent to send you a newsletter.

b. Legal obligation
Where the processing of your personal information is necessary for us to comply with a legal obligation to which we are subject.

c. Legitimate interests
We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights. For instance, it is in our legitimate interest to promote the aims and objectives of the WILUK CIC and to use the personal data of members and sponsors in order to do so.

Membership Information Storage

Membership and Sponsor information is collected and stored within MailChimp, and also extracted to spreadsheets held on a shared One Drive, with restricted access.

Please note that you are in full control of the information held by WILUK CIC. If you would like to update any of your details, or would like to see the information held by WILUK CIC please email hello@womeninlogistics.co.uk

Sharing of personal information

WILUK CIC will not sell, rent or lease your personal information to others.

However, we may collect your personal information via selected third-party processors for the purposes outlined in Section 4.

Examples of this are:

We use a third-party provider, MailChimp, to collect member and sponsor personal information and to send out our newsletters. See Section 6 for information on the storage of this data.

We use a third-party provider, Eventbrite to collect personal information when you book to attend events or activities. This information may then be shared with the event organisers and hosts to be able to facilitate your attendance at the event or activity.

Financial information will be recorded and stored on Xero,  to facilitate invoicing, financial management and statutory reporting.

From time to time, we may use a third-party provider, SurveyMonkey, to facilitate our surveys. The information you provide is recorded and stored on SurveyMonkey but may be extracted to spreadsheets for further analysis.

We reserve the right to disclose your personal information to third parties:

a. for auditing purposes e.g. finance audits;

b. if we are under any legal or regulatory obligation to do so; and

c. in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

International Data Transfers

As we use third parties to process personal information, it is possible that personal information we collect from you will be transferred to and stored in a location outside the UK.

Please note that certain countries outside of the UK have a lower standard of protection for personal information, including lower security protections. Where your personal information is transferred, stored, and/or otherwise processed outside the UK in a country that does not offer an equivalent standard of protection to the UK, we will take all reasonable steps necessary to ensure that the recipient implements appropriate safeguards designed to protect your personal information. If you have any questions about the transfer of your personal information, please contact us using the details at section 14. Below are statements made by our main suppliers regarding GDPR and Data Transfer. You can also find further information on their websites.

MailChimp, may transfer and process your data to and in the United States and anywhere else in the world where Mailchimp, its Affiliates or its Sub-processors maintain data processing operations. Mailchimp shall at all times ensure that such transfers are made in compliance with the requirements of Data Protection Laws and this DPA. They will only use it for the purpose of sending you the newsletter you have subscribed to, or providing WiLUK CIC with access to the data you have provided. You can easily unsubscribe from any newsletter by clicking on the “unsubscribe” link provided at the end of the email, or to request removal of any other data you have submitted send an email to hello@womeninlogistics.co.uk

Eventbrite  physically stores personal data in the United States. In order to ensure that personal data can be lawfully transferred from the UK to US-based servers, Eventbrite agrees that it will be bound by the UK Standard Contractual Clauses addendum(“UK SCC addendum”).

Xero use Amazon Web Services (AWS), a top-tier, third-party data hosting provider with servers located in the US to host our online and mobile services. GDPR requires companies to implement appropriate safeguards when they export personal data out of the EU, and Xero makes sure it complies with EU data export restrictions when it exports data outside of the EU. When personal data is hosted or processed outside of the European Economic Area by Xero, GDPR requires that it remains protected by appropriate safeguards in line with EU law. There are a few ways that Xero achieves this. First, some of Xero’s EU customers’ data is processed in New Zealand (where our headquarters are located). New Zealand is recognised by the EU as an ‘adequate’ country (that is, a safe country) to receive and process EU personal data, pursuant to European Commission Decision 2013/65/EU. When Xero process EU customer data in other territories, like the United States of America or Australia, we ensure the ‘appropriate safeguards’ that are prescribed by GDPR are in place, that is, by entering into the European Commission’s standard contractual clauses with the entity the data is transferred to.

SurveyMonkey has data centers in the United States (US), Ireland, and Canada. Most European customer data is stored on servers in the US They will only use it for the purpose of facilitating any surveys.

Securing your personal information

The WILUK CIC will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have a need to know and we inform anyone with access to data of their obligations in this policy and how to handle information securely. 

How long do we keep your personal information?

Unless still required in connection with the purpose for which it was collected and/or processed, we will generally remove your personal information from our records six years after the date that it was collected. For instance, if you cancel your WiLUK CIC  membership, we will usually delete your personal data from our records 6 years after your cancellation. However, before this date: (i) if your personal information is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise one of your rights of erasure under section 11 we will remove it from our records.

Your rights and preferences

WILUK CIC may contact you by telephone, email, post, social media or other electronic means depending on the communication preferences you have previously indicated.

Where we rely on your consent to use your personal information, you have the right to withdraw your consent at any time.

When we use your personal information, you have the right to:

a. Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. If we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.

b. Request that we delete the personal information we hold about you, as far as we are legally required to do so.

c. Ask that we correct any personal information that we hold about you which you believe to be inaccurate.

d. Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes

e. Ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and in either instance, we are processing it using automated means.

f. Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.

At any point, you can request to unsubscribe from any WILUK CIC newsletters or remove your personal information from the database by emailing hello@womeninlogistics.co.uk

Please note that where you ask us to delete your personal information, we will maintain a skeleton record comprising your name and contact details to ensure that we do not inadvertently contact you in the future.  We may also need to retain some financial records for statutory purposes.

Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns

Other websites

The WILUK CIC is not responsible for the privacy practices or the content of linked websites. Please review the privacy notices of such websites.



Updating this Data Protection Policy

The WILUK CIC may update this data protection policy by posting a new version on our website. If we update this data protection policy in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this data protection policy to be aware of any other revisions.