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Privacy/Terms

PRIVACY NOTICE  

Potentia is committed to protecting and respecting your privacy. This notice sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  

  1. Introduction

Potentia is a community dedicated to empowering women in finance, increasing female representation on boards, and providing mentorship opportunities for finance professionals. We are committed to protecting the privacy and personal data of our members, partners, and website visitors in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.  

  1. Data Controller 

For the purposes of data protection legislation, the data controller is Potentia of Cannongate House, 62-64 Cannon Street, London, EC4N 6AE, United Kingdom.  

  1. Data Collection and Use 

We may collect personal data such as:  

  • Name and contact details (email address, phone number)  
  • Job title and company information  
  • LinkedIn profile URL  
  • Information related to your participation in our mentoring program
  • Information provided through our registration forms at potentianetworking.com  

This data is collected to:  

  • Facilitate membership applications and manage member accounts  
  • Organise and manage events, mentoring programs, and networking activities  
  • Communicate with members about our services and respond to inquiries  
  • Improve our services and website functionality  

  1. Legal Basis for Processing 

We process personal data based on:  

  • Consent provided by you  
  • Performance of a contract (e.g., membership agreement)  
  • Compliance with legal obligations  
  • Legitimate interests pursued by Potentia 

  1. Cookies and Tracking Technologies 

Our website uses cookies and similar technologies to enhance user experience and collect information about how visitors use our site. We use:  

  • Essential cookies necessary for website functionality  
  • Analytics cookies to understand visitor behaviour  
  • Preference cookies that remember your settings  

You can manage cookie preferences through your browser settings. You’ll be prompted to accept or decline non-essential cookies when first visiting our site.  

  1. Data Sharing 

We do not sell or rent personal data to third parties. We may share data with:  

  • Service providers who assist in our operations (e.g., email platforms, event management tools)  
  • Corporate partners for facilitation of mentorship programs12  
  • Advisory board members for program governance purposes  
  • Regulatory authorities when required by law  

All third parties are required to respect the security of personal data and treat it in accordance with the law.  

  1. International Data Transfers 

Occasionally, we may transfer your data outside the UK to service providers with appropriate safeguards in place. These include:  

  • Standard contractual clauses approved by the UK government  
  • Adequacy decisions recognizing countries with equivalent data protection  
  • Where necessary, we obtain your explicit consent for such transfers  

  1. Data Security

We implement appropriate technical and organisational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction.  

  1. Data Retention 

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and in accordance with our legitimate interests and legal obligations. Our approach to data retention follows these principles:  

  • Member data: Throughout your membership and for a reasonable period after it ends to handle any follow-up inquiries and to comply with legal obligations.  
  • Event participant data: For a period after the event sufficient to handle follow-up communications and evaluate event outcomes.  
  • Mentoring program data: For the duration of the mentoring relationship and a reasonable period afterward to evaluate program effectiveness and maintain records of the relationship.  
  • Marketing communications data: Until you opt-out or unsubscribe from receiving such communications.  
  • Financial records: In accordance with UK tax and financial regulations (typically 6-7 years).  

We regularly review our retention periods to ensure we’re not keeping data longer than necessary. You have the right to request deletion of your personal data in certain circumstances, as detailed in the “Your Rights” section of this policy.  

For specific information about our current retention periods for particular types of data, please contact us at  [email protected].  

  1. Automated Decision-making 

Potentia does not make decisions about individuals based solely on automated processing, including profiling, that produce legal effects or similarly significant impacts.  

  1. Your Rights 

Under the UK GDPR, you have rights to:  

  • Access your personal data  
  • Rectify inaccurate data  
  • Erase your personal data (“right to be forgotten”)  
  • Restrict processing  
  • Request data portability  
  • Object to processing  
  • Withdraw consent at any time by emailing us or using unsubscribe links in communications  

  1. How to Withdraw Consent

You can withdraw consent for processing your data at any time by:  

  • Clicking the unsubscribe link in any marketing email  
  • Writing to our registered address  

  1. Data Protection Contacts

For privacy concerns or to exercise your rights:  

  • Postal address: Potentia, Cannongate House, 62-64 Cannon Street, London, EC4N 6AE  

  1. Data Breach Response 

In the event of a data breach that might risk your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours and inform affected individuals when necessary.  

  1. Changes to This Policy

Any changes to our privacy policy will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see updates or changes.  

Last updated: May 7th, 2025