Privacy Notice – Represent AI

Last updated: 24 January 2026

This Privacy Notice explains how Represent AI (“Represent AI”, “we”, “us”) uses personal
data when you actively sign up to receive communications or participate in our community,
including by joining our WhatsApp group.
1. Who we are
Represent AI is a community group. We are not currently incorporated as a company, charity,
CIO, CIC or other registered entity.
For data protection purposes, Represent AI (acting through its volunteer organisers) is the
data controller for the processing described in this Privacy Notice.
Contact
 Email: info@representai.co.uk
If you would like to know which organiser is responsible for handling data protection queries,
contact us using the details above.
2. When this notice applies
This notice applies when you:
 Subscribe to our email list / updates;
 Ask to join, or join, our WhatsApp group;
 Sign up for events, training sessions, or other community activities; or
 Contact us (eg by email or via a sign-up/contact form).
3. The personal data we collect (what you give us)
We aim to collect the minimum personal data needed to run the community.
Depending on what you sign up for, we may collect:

A. Identity and contact details
 Name;
 Email address;
 Phone number (including where you join the WhatsApp group); and
 Any profile name you provide through the relevant channel (eg WhatsApp display
name).
B. Sign-up and community information
 Which communications you requested (eg newsletters, event alerts);
 Your preferences (eg topics you want to hear about);
 Participation history (eg whether you attended an event you registered for); and
 Where relevant, confirmation that you registered for an event or activity via a third-
party platform.
C. Third-party platforms
Some Represent AI events or activities may be organised or ticketed through third-party
platforms (for example, Eventbrite).
Where you register for an event through such a platform:
 That platform acts as a separate data controller in respect of the personal data it
collects directly from you;
 The platform may collect information in accordance with its own privacy notice and
terms, including information that may constitute special category data; and
 Represent AI does not control which data those platforms require or how they use it.
We will typically receive only the information necessary to administer your participation in
the relevant Represent AI event (for example, your name, contact details, and attendance
status), and we will process that information in accordance with this Privacy Notice.
We encourage you to review the privacy notice of any third-party platform carefully before
submitting your information.

D. Communications
 Emails or messages you send to us; and
 If you join the WhatsApp group, the content you post in the group.
E. Special categories of data
By the nature of the Represent AI community, which is focused on women and LGBTQIA+
individuals, our handling of personal data involves special category data within the meaning
of the UK GDPR (for example, information relating to sex, sexual orientation, gender identity
or related characteristics).
We do not require you to actively provide sensitive personal data through structured
questions. However, your participation in the community, or the fact that you join certain
channels (including the WhatsApp group), may itself reveal special category information by
implication, and you may also choose to share such information in communications or
discussions.
Where we process special category data, we do so only to the extent necessary for operating
and safeguarding the community, and we rely on an appropriate legal condition – most
commonly your explicit consent, given through your voluntary participation and engagement
with the community.
4. Website technical data (even if you don’t sign up)
Even if you do not sign up, our website hosting and security providers will typically process
limited technical data so the site can be delivered and protected (eg IP address,
device/browser information, timestamps, and basic server logs).
We do not use this technical data to build marketing profiles about visitors who have not
signed up.
5. How we use your data and our lawful basis
We use your personal data for the purposes below.
A. Community communications you request

Purpose: to send you newsletters, updates, event announcements, and community
information you ask to receive.
Lawful basis: consent (you can unsubscribe at any time).
B. WhatsApp group administration and community updates
Purpose: to add you to the group (where you join/request access), communicate group
updates, moderate and manage the group, and address misuse.
Lawful basis: legitimate interests (running the community safely and effectively) and/or
consent (because joining the group is a clear affirmative action).
C. Handling enquiries
Purpose: to respond to messages and keep appropriate records of correspondence.
Lawful basis: legitimate interests (operating the community and responding to enquiries).
D. Events / sessions administration
Purpose: managing registrations, sending operational information (eg joining details), and
handling waiting lists.
Lawful basis: legitimate interests (and, where relevant, contract if you sign up for a paid-for
event/service).
E. Website security and basic operation
Purpose: preventing fraud/abuse, troubleshooting, and maintaining availability.
Lawful basis: legitimate interests (secure operation of the website).
6. Marketing rules (email, WhatsApp, and messages)
 Email: we will send marketing-style emails only where you have actively opted in.
You can unsubscribe using the link in our emails.
 WhatsApp: joining the WhatsApp group is optional. We use the group primarily for
community updates. We will not send you 1:1 marketing messages on WhatsApp

unless you have asked us to do so (or you have otherwise clearly opted in to that
channel).
7. WhatsApp group: important information before you join
If you join our WhatsApp group, you should understand:
1. Other members may see your phone number and profile information, depending on
your WhatsApp settings.
2. WhatsApp/Meta processes your data under its own privacy policy and terms. We do
not control WhatsApp’s processing.
3. Anything you post in the group may be copied, shared or screenshotted by other
members. We cannot prevent this.
4. If you leave the group, you will stop receiving group messages, but messages you
already posted may remain in other members’ chat history.
5. We may moderate the group to keep it safe and remove content or members who
breach community rules.
8. Cookies and analytics
We aim to minimise tracking.
 If we use strictly necessary cookies, these support website functionality and security.
 If we introduce non-essential cookies (eg analytics), we will provide a cookie banner
and choices, and explain the details in a Cookie Policy.
9. Who we share your personal data with
We do not sell personal data.
We may share personal data with:
 WhatsApp/Meta (because the WhatsApp group runs on their platform), and, by
design, other WhatsApp group members (who can see certain details within the
group);
 Website hosting and IT providers supporting the site;

 Email/newsletter providers [insert provider if used];
 Event administration providers [insert provider if used]; and
 Professional advisers and authorities where necessary for compliance, safeguarding,
or legal claims.
We share only what is necessary for the relevant purpose.
10. International transfers
Some providers (including WhatsApp/Meta) may process data outside the UK. Where this
involves restricted transfers, we will ensure appropriate safeguards are used under UK data
protection law, and we will provide further information on request.
11. How long we keep your data
We keep personal data only as long as needed for the purposes above:
 Email subscribers: until you unsubscribe, plus a minimal “do not contact” record to
respect your opt-out.
 WhatsApp group: while you are a member; we may retain limited moderation/admin
records where needed to keep the group safe.
 Enquiries: typically up to 12 months after the last correspondence, unless a
complaint or safeguarding issue requires longer.
 Event registrations: typically up to 24 months after the relevant event, unless longer
retention is needed for legal/accounting reasons.
12. Your rights
Subject to legal conditions, you have rights including:
 access, rectification, erasure, restriction, and data portability;
 objection (including an absolute right to object to direct marketing); and
 withdrawal of consent (where we rely on consent).
To exercise your rights, contact us using the details in section 1.
13. Complaints

If you are unhappy with our handling of your data, please contact us first.
You can also complain to the Information Commissioner’s Office (ICO) (the UK supervisory
authority).
14. Updates to this notice
We may update this Privacy Notice from time to time. The current version will always be
available on our website, with the “Last updated” date at the top.