Privacy Policy

Worldwide Independent Network Ltd. (“WIN”, “We”, “Us”) operates www.winformusic.org (“Website”). This policy details how WIN uses and protects personal information it receives about you. WIN is the “Data Controller” in respect of your personal information.

This policy does not extend to third-party sites linked from and to the Website and WIN does not control the collection or use of personal information collected on third-party sites.

Information you provide to us will be used only in accordance with this policy. WIN may update this policy from time to time by updating this page. We will notify you of significant changes to this policy by placing a notice on the Website.

Questions and comments regarding this privacy policy should be sent using this Contact form.

1. Information we collect

When you visit the Website and/or otherwise interact with us, you may provide WIN with two types of information: ‘personal information provided by you’ you knowingly choose to disclose that is collected on an individual basis and ‘Website use information’ collected on an aggregate basis as you and others use the Website, as detailed below.

a. Personal information provided by you

We may collect and process the following personal information about you which you provide:

• contact details (such as your name, address, email address and telephone number);
• demographic information (such as age and/or other information that may identify you as an individual);
• job title and information relating to your role (including whether you have attended other networking events);
• password and other authentication information;
• responses to any customer satisfaction surveys or market research (unless these are provided anonymously);
• financial and credit card information; and
• your marketing preferences.

We may collect the above information about you through our third-party service providers, for example service providers that help us organise and manage our events.

b. Website use information

WIN records information about your interactions with the Website, and with WIN-hosted content embedded in third party websites. WIN servers automatically receive and log information from your browser, including your IP address, browser configuration, the page or information you have requested and the date and time of your request.

WIN employs the use of cookies which enables it to monitor traffic patterns and to serve you more efficiently if you revisit the Website. A cookie does not identify you personally but it does identify your computer. You can set your browser to notify you when you receive a cookie and this will provide you with an opportunity to either accept or reject it in each instance. If you disable cookies, the Website may not function properly.

The cookies we use fall into the following categories:

• Session cookies: These allow our site to link your actions during a particular browser session. These expire each time you close your browser and do not remain on your device afterwards.

• Persistent cookies: These are stored on your device in between browser sessions. They allow your preferences or actions across the site to be remembered. These will remain on your device until they expire, or you delete them from your cache.

• Strictly necessary cookies: These cookies are essential for you to be able to navigate the site and use its features. Without these cookies, the services you have asked for could not be provided.

• Performance cookies: These cookies collect information about how you use our site, e.g. which pages you go to most often.

• Functionality cookies: These cookies allow the site to remember the choices you make (such as your user name, language, last action and search preferences) and provide enhanced, more personal features.

If you do not wish for cookies to be installed on your device, you can change the settings on your browser or device to reject cookies. For more information about how to reject cookies using your internet browser settings please consult the “Help” section of your internet browser (or alternatively visit http://www.aboutcookies.org). Please note that, if you do set your Internet browser to reject cookies or otherwise withdraw your consent in relation to cookies, you may not be able to access all of the functions of the site.

WIN will not collect sensitive information except with your consent, and then only if collection of such information is necessary for a specific activity or function which WIN will inform you of.

2. When is personal information collected?

We collect and process personal information when you:   

• visit our Website (including when registering on our site, filling in forms on our site, such as when you sign up for newsletters or enter a competition);

• subscribe to any of our services;

• attend our events;

• contact our customer service centres or request information from us in any other way; and

• participate in our customer satisfaction surveys or other market research, feedback and survey responses.

3. How we use collected information

WIN uses the information you provide for the following purposes:

• in order to identify you (i.e. authenticate your access to our services), communicate with you, and provide personalised services (including to provide you with the information, products and services you have requested);

• in order to send you marketing and advertising materials and to tailor any marketing or advertising so that it is more relevant to you;

• for account management and for system administration purposes and for internal operations, including troubleshooting, data analysis and testing purposes;

• for research and development in improving our services and in developing new products and services;

• for security and fraud prevention, to ensure that our website is safe and secure and to comply with applicable laws and regulations;

• to share aggregated information with third parties which does not personally identify you; and

• for monitoring and maintaining our computers and network to improve the user experience and to ensure that content is presented in the most effective manner for you and for your device.

4. Legal basis for processing your personal information

We will only process your personal information where we have a legal basis to do so. The legal basis will depend on the purposes for which we have collected and use your personal information. In almost every case the legal basis will be one of the following:

• Consent: For example, where you have provided your consent to receive certain marketing from us. You can withdraw your consent at any time, including by clicking on the “unsubscribe” link at the bottom of any marketing email we send you.

• Our legitimate business interests: Where it is necessary for us to understand our customers, promote our services and operate effectively, provided in each case that this is done in a legitimate way which does not unduly affect your privacy and other rights.

• Performance of a contract with you (or in order to take steps prior to entering into a contract with you): For example, where you have purchased our services from us and we need to use your contact details and payment information in order to process your order.

• Compliance with law: Where we are subject to a legal obligation and need to use your personal information in order to comply with that obligation.

Where we have collected the personal information based on your consent and we have no other lawful basis to continue with that processing, if you subsequently withdraw your consent then we will delete your personal information.However, please note that where you unsubscribe from our marketing communications, we will keep a record of your email address to ensure we do not send you marketing emails in future.

5. Securing and storing your information

Security. WIN employs appropriate electronic and procedural measures to protect personal information from unauthorised access or modification. Access to your personal information is limited to employees we believe reasonably need to use that information in order to perform their roles.

Data transfers. The personal information that we collect may be transferred to, and stored at, a destination outside the EEA or the UK, including countries, which have less strict, or no data protection laws, when compared to those in the EEA or the UK. Whenever we transfer your information in this way, we will take steps which are reasonably necessary to ensure that adequate safeguards are in place to protect your personal information and to make sure it is treated securely and in accordance with this privacy policy. In these cases, we rely on approved data transfer mechanisms (such as standard contractual clauses) to ensure your information is subject to adequate safeguards in the recipient country. If you are located in the UK or the EEA, you may contact us for a copy of the safeguards which we have put in place to protect your personal information and privacy rights in these circumstances.

Data retention. We take steps to ensure that the personal information that you provide is retained for only as long as it is necessary for the purpose for which it was collected. After this period it will be deleted or in some cases anonymised. We may also keep a record of correspondence with you (for example if you have made a complaint) for as long as is necessary to protect us from a legal claim.

6. Disclosing your personal information

We may share your personal information with our suppliers, business partners and service providers, where they are helping us to market and advertise our services as well as providing our services to you. For example, we share your personal data (e.g. your contact details, job title and information relating to your role (including whether you have attended other networking events) with the trade association you say you are a part of to verify your membership and help us to decide which individuals we may invite to attend our events, where our events with limited spaces are oversubscribed to.

We may also disclose your personal information to other third parties in the following cases:

• for the purposes of research, evaluation, and analysis;
• in the event that we sell any business or assets, in which case we may disclose your personal information to the prospective buyer of such business or assets;
• if we or substantially all of our assets are acquired by a third party, in which case personal information held by us about our customers and visitors to our websites will be one of the transferred assets;
• if we are under a duty to disclose or share your personal information in order to comply with any legal or regulatory obligation or request; or
• to protect the rights, property or safety of us or our users, or others, and in order to enforce or apply our terms and conditions (this includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).

7. Your rights

You have certain rights in relation to your personal information. These include: the right to object to the processing of your information for certain purposes, the right to access your personal information, and the ability to erase, restrict or receive a machine-readable copy of your personal information.

We will handle any request to exercise your rights in accordance with the applicable law and any relevant legal exemptions. If you wish to exercise any of these rights please use this Contact form.

You may also have the right to complain to a data protection authority if you think we have processed your personal information in a manner which is unlawful or breaches your rights.

If you have any such concerns we request that you initially contact us so that we can investigate, and hopefully resolve, your concerns.

THIS PRIVACY POLICY WAS LAST UPDATED IN NOVEMBER 2022.