The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
How we use your data
We retain, on secure databases, contact information which you give us. Any other information, including sensitive information, will be held on secure servers within a secure network. Access to data is limited to users that you are relevant to, e.g. a Regional Chairman can access all CWO members within her region. CYW shares its database with the CWO. We also check the membership status of those who sign up with CCHQ.
Right of Access/Right to be Forgotten
If you wish to view the information we hold for you, please email the Data Protection Officer at firstname.lastname@example.org with your full contact details, including email address(es). You may also ask for us to delete all information we hold for you.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
This website operates an email newsletter program, used to inform subscribers about services supplied by CYW and CWO. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the CYW and CWO. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website's email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/12345).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
Privacy and Electronic Communications Regulations 2003 - The Guide
What is the GDPR?
The General Data Protection Regulations apply from the 25th May 2018. It applies to both data controllers and processors.
A controller controls how and why personal data is processed.
A processor acts on the controller's behalf.
Conservative Young Women (CYW) is a committee of Conservative Women’s Organisation. (CWO). Within the Conservative Women's Organisation [CWO], the organisation is the controller and authorised users of our database are processors.
What data do we hold?
The CWO stores:
Group Membership, which can include:
Membership of the CWO
The CWO Region that you're a member of (if we have your address)
CWO Forums that you have registered for (not necessarily attended)
CWO Development Workshops that you have registered for - and whether paid or unpaid
Your CV, if you have attended any CWO Development Workshops (these are held on a CCHQ secure server)
What the CWO does NOT store:
No credit card information
No personal information such as religion, race, sexual orientation, etc.
Who can access your data?
Access to the CWO Extranet is determined by need and authenticated users are only shown data which is relevant to their role.
National officers and administrative CWO staff have unlimited access to member data across all regions.
The National Chairman, President, Administrator and CWO Director of Development have access to CWO Development information, including contact details, courses booked and CV.
The applicable Regional Chairman and one other authorised person per region (usually the Regional Secretary) has access to their own Regional membership data only.
The Administrator also has access to administrative functionality e,g, user logins.
The Chairman of CYW and the CYW committee. .
The CWO retains personal data for no longer than is necessary, but as we use data for campaigning purposes, we will not remove your data unless you leave the Party, or have asked for your data to be removed.
Data that cannot be removed includes:
Any booking information where there is a cost involved, as your details form part of our annual accounts.
CWO Forum registrations, which are needed for security purposes if held at the Palace of Westminster, CCHQ or an Embassy.
Right to be Forgotten/Erasure
We will adhere to any requests where you want your personal details deleted from our database. According to the GDPR, you have a right to have personal data erased and to prevent processing in specific circumstances:
Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
When the individual withdraws consent.
When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing.
The personal data was unlawfully processed (ie otherwise in breach of the GDPR).
The personal data has to be erased in order to comply with a legal obligation.
The personal data is processed in relation to the offer of information society services to a child.
If any of the above applies, please email the CWO Data Protection Officer with your name, any other email addresses you may be registered with and your home address, so we can ensure that all your personal data is erased: email@example.com
What we can't erase
The following cannot be erased for accounting or security reasons, but we will suppress any future processing of that data.
CWO Development Workshop bookings less than 7 years old cannot be deleted, as they form part of our annual accounts.
CWO Forum Registrations for forums held in the Palace of Westminster, CCHQ or an Embassy, as they are required for security for 7 years.
Information relating to your order, including your postal address, may remain on these separate data tables but your main record will be permanently deleted. If you wish to re-join the CWO, then you must complete the Join the CWO form, to reinstate your record.
Transferrence of data internationally
The CWO uses Google Analytics, Campaign Monitor and MailChimp, all of whom are certified under the EU-US Privacy Shield where required and the CWO database syncs with Campaign Monitor and MailChimp using their secure APIs.
You can unsubscribe from any newsletter by clicking the Unsubscribe link on any emails that are sent by MailChimp.
We use Google Analytics cookies and some cookies on our website (e.g. these Profile pages), so the site can remember who you are and that you are logged in. If you do not wish cookies to be stored on your device or computer, we recommend changing the settings in your browser, otherwise the website will be unable to remember that you do not want cookies to be used. Cookies we use on the website are for:
Registering for CWO Forums, CWO Development workshops or other events
Website statistics analysis with Google Analytics
ANY QUESTIONS ABOUT THIS POLICY CAN BE DIRECTED TO: firstname.lastname@example.org