Privacy Policy

Mums in Science Ltd (“we”, “our” or “us”) operates The Women in STEM Network (“the Platform”). This Privacy Policy explains how we collect, use, store and protect personal information when you use our website, create an account, become a member, take part in mentoring, attend events, communicate with other members or use other services provided through the Platform.

By using the Platform, you acknowledge the practices described in this Privacy Policy.

1. Information We Collect

We may collect the following types of personal information:

• Name, email address and other contact details
• Account and membership information
• Country, job title, organisation or institution, seniority and professional background
• STEM field or discipline
• Languages spoken
• Profile photographs, biographies and information you choose to include in your member profile
• Mentoring preferences, including whether you wish to mentor or be mentored, areas of mentoring interest or expertise, career stages, availability, preferred meeting frequency, time zone and mentoring objectives
• Messages or communications sent through the Platform
• Event registrations and participation information
• Newsletter and email preferences
• User content and engagement, including posts, comments, profile activity and interactions with the Platform
• Payment and transaction information where you purchase membership or other services. Payment card details are generally processed by our payment providers rather than stored directly by us
• Technical information such as IP address, device type, browser type, operating system and website usage information
• Cookie and analytics information

Some profile information may be visible to other logged-in members where this is necessary for networking, mentoring or other member functions.

2. How We Use Your Information

We may use personal information to:

• Create and manage your account
• Administer memberships and member benefits
• Provide and improve the Platform and its services
• Display member profiles and facilitate professional networking
• Provide mentoring services, including identifying potentially suitable mentors or mentees based on information supplied in member profiles
• Allow members to communicate with one another through Platform messaging tools
• Process event registrations and manage events
• Send service messages relating to your account, membership, events or Platform activity
• Send newsletters, updates and other communications where permitted
• Respond to enquiries and provide support
• Monitor usage, performance and engagement
• Improve the functionality and user experience of the Platform
• Prevent misuse, fraud, security incidents or unauthorised access
• Maintain records necessary for accounting, administration and legal compliance
• Comply with legal and regulatory obligations

Where we use profile information to suggest mentoring matches, these matches are intended to help members identify potentially relevant people. They do not guarantee that any particular mentoring relationship will be suitable or successful.

3. Legal Basis for Processing

Where applicable under UK data protection law, we process personal information on one or more of the following grounds:

• Performance of a contract, including providing membership or other services you have requested
• Our legitimate interests in operating, improving, securing and administering The Women in STEM Network
• Your consent, where consent is required
• Compliance with a legal obligation

Where processing is based on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect processing that took place before consent was withdrawn.

4. Member Profiles and Mentoring Information

Members may choose to provide professional and mentoring information as part of their profile.

This information may be used to:

• Display professional information to other members
• Help members identify people with relevant experience or interests
• Generate or rank potential mentor matches
• Enable members to contact one another

Members should only include information in their profiles that they are comfortable sharing with other authorised users of the Platform.

You can update your profile and mentoring preferences at any time.

5. Sharing Your Information

We do not sell your personal data.

We may share information with organisations that provide services necessary to operate the Platform, including:

• Website hosting and technology providers
• Membership and website software providers
• Payment processors
• Email and newsletter providers
• Analytics providers
• Event platforms
• Communications and messaging providers
• Professional advisers where reasonably necessary

These organisations may only process information in accordance with their contractual obligations and applicable data protection law.

We may also disclose information where required by law, court order, regulatory authority or other lawful process, or where reasonably necessary to protect our rights, users or systems.

6. International Transfers

Some of our technology and service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that relevant safeguards are in place in accordance with applicable data protection law.

7. Data Storage and Security

We use appropriate technical and organisational measures designed to protect personal information against accidental loss, destruction, alteration, unauthorised disclosure or access.

These measures may include access controls, account authentication, software security measures, data backups and limiting access to information where appropriate.

No internet-based system can be guaranteed to be completely secure, and members should take appropriate steps to protect their own passwords and account information.

8. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing services, maintaining appropriate business and accounting records and complying with legal obligations.

Retention periods may vary depending on the type of information and the reason it is held.

Where an account is closed or information is no longer required, it may be deleted, anonymised or retained where required for legal or legitimate business purposes.

9. Your Rights

Depending on applicable law, you may have the right to:

• Request access to your personal information
• Ask us to correct inaccurate or incomplete information
• Request deletion of personal information in certain circumstances
• Request restriction of processing
• Object to certain processing
• Request transfer of information in a portable format where applicable
• Withdraw consent where processing is based on consent
• Object to direct marketing
• Lodge a complaint with a data protection supervisory authority

In the United Kingdom, the supervisory authority is the Information Commissioner’s Office.

To exercise your rights, contact us at admin@mumsinscience.org.

We may need to verify your identity before acting on certain requests.

10. Marketing Communications

Where permitted, we may send newsletters, event information, membership updates and other communications relating to The Women in STEM Network.

You can unsubscribe from marketing communications at any time using the unsubscribe link provided in emails or by contacting us.

We may still send essential service communications relating to your account, membership or transactions.

11. Cookies

We use cookies and similar technologies to support website functionality, remember preferences, analyse usage and improve the Platform.

Some cookies are necessary for the website to operate. Others may be used for analytics or other purposes.

Where required, you can manage your cookie preferences through the cookie controls provided on the website. You may also be able to control cookies through your browser settings.

12. Third-Party Links

The Platform may contain links to websites, services or resources operated by third parties.

We are not responsible for the privacy, security or content practices of those third parties. You should review their privacy policies before providing personal information to them.

13. Communications Between Members

The Platform may allow members to contact each other directly.

Members are responsible for the information they choose to share in messages or subsequent communications.

We may retain information associated with Platform messaging where necessary for security, administration, dispute resolution or legal compliance.

Members must not use contact information obtained through the Platform for unsolicited marketing, harassment, unlawful activity or purposes unrelated to legitimate professional networking or mentoring.

14. Children’s Privacy

The Platform is not intended for individuals under the age of 16.

We do not knowingly collect personal information from children under 16. If we become aware that such information has been collected, we will take reasonable steps to delete it.

15. Automated Matching and Recommendations

The Platform may use information provided in member profiles to identify or rank potentially suitable mentoring connections.

For example, this may include comparing mentoring interests, areas of expertise, career stage, professional field, mentoring availability, preferred frequency or time zone.

These recommendations are intended to assist members in finding potentially relevant connections. They are not decisions about a member’s eligibility, employment, professional standing or access to services.

Members remain responsible for deciding whether to contact another member and whether a mentoring relationship is appropriate.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or business practices.

Where changes are significant, we may notify members through the Platform or by email.

The latest version of this Privacy Policy will be published on the website.

17. Contact

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

Mums in Science Ltd
Operator of The Women in STEM Network
Email: admin@mumsinscience.org

Last updated: October 2026