Who we are

Women In Media promotes gender balance in the film and entertainment industries through networking, professional development, and advocacy for women, women-identifying, and gender-nonconforming filmmakers who work above and below the line and the people who love to collaborate with them. Women In Media is a 501(c)(3) charity. Our website address is: www.womennmedia.com.


What personal data we collect and why we collect it

In order to maintain our Crew List and memberships, we collect personal data provided by our members on their User Profiles, including name, email address, social media accounts, and other user-volunteered and transaction-related information. In compliance with GDRP, all registered members have a right to edit or delete their data at any time, and can remove their accounts by visiting their My Account page. We comply with all data deletion requests.

Media

If you upload images or other files to our website, including resumes, you should avoid uploading images with embedded location data (EXIF GPS) or files with other personally identifying information. Visitors to the website can download and extract any location data from publicly available files, including information on resumes.

Contact form

Our contact form doesn’t store submitted messages anywhere on our site, instead messages are forwarded to our email servers. By submitting information to our contact form, you consent to having that information sent via email where it may be retained indefinitely.

Mailing List

Users opting in to our mailing list consent to their names, email addresses, and other provided identifying information to be stored on our mailing list. This information may also be retained on our provider MailChimp’s servers. Subscribers to our mailing list may unsubscribe at any time by clicking on the “Unsubscribe” button to remove your data from our list in its entirety.

Membership Application, Login, and Profile forms

Our application forms collect user-provided data necessary to vet potential members. By submitting a Pro or Student Member application, you consent to the creation of a User Profile on our Crew List using that provided information. Rejected applications will be deleted upon rejection and no personal information retained. Approved members can edit or delete the information on their Crew List profile as desired when logged in. Registered user information is retained in our website’s database indefinitely.

Petitions

Users signing a petition, such as the Parity in Action Pledge, on womennmedia.com consent to their names, email addresses, and other provided identifying information to be stored on our website. Some of that information may be displayed publicly.

Event Tickets

When you RSVP or purchase a ticket for one of our events, your names, email addresses, and other provided identifying information may be stored within our website’s database.

  1. Attendees information (RSVPs and Tickets): name and email address
  2. Ticket information (RSVPs and Tickets): name, email address, and ticket number/SKU (via check-in page)
  3. Ticket purchaser information: name and email address
  4. Ticket purchaser billing address, which is collected through the use of our online portal and Payment Processors

Please note: The website owner can collect nearly any Attendee Information requested from ticket buyers by creating a custom registration form.

Virtual Events

All virtual events hosted by Women in Media may be recorded and distributed for promotional purposes. By participating in such events, you consent to your name and/or likeness being recorded and authorize Women in Media exclusive rights of ownership and use of all recordings.

Online Store

We collect information about you during the checkout process on our store.

What we collect and store

While you visit our site, we’ll track:

  • Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed.
  • Location, IP address and browser type: we’ll use this for purposes like estimating sales tax and shipping.
  • Shipping address: we’ll ask you to enter this so we can, for instance, estimate shipping before you place an order, and send you the order!

We’ll also use cookies to keep track of cart contents while you’re browsing our site.

When you purchase from us, we’ll ask you to provide information including your name, billing address, shipping address, email address, phone number, credit card/payment details, and optional account information like username and password. We’ll use this information for purposes, such as, to:

  • Send you information about your account and order
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Set up your account for our store
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our store offerings
  • Send you marketing messages, if you choose to receive them

If you create an account or purchase a membership, we will store your name, address, email, and other personal data which can be used to populate your user profile or aid the checkout process for future orders.

We do not store credit card information on our website.

We generally store sales information about you for as long as we need the information for the purposes for which we collect and use it. For example, we will store order information for 10 years for tax and accounting purposes. This includes your name, email address, and billing and shipping addresses.

We will also store comments or reviews, if you choose to leave them.

Who on our team has access

Members of our team have access to the information you provide us. For example, Administrators and Shop Managers can access:

  • Order information like what was purchased, when it was purchased and where it should be sent, and
  • Customer information like your name, email address, and billing and shipping information.

Our team members have access to this information to help fulfill orders, process refunds and support you. Team members with access to members’ personal information are kept to a minimum and are required to sign an NDA to prevent sharing of sensitive data.

What we share with others

We share information with third parties who help us provide our orders and store services to you; for example PayPal and Stripe.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Additional cookies are saved in your browser when you create or edit a post. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

A list of all active cookies on our site can be seen here.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Site backups

From time to time, we perform encrypted backups of our website. Our most recent backups may contain information since deleted from the site. For safety, we do not retain more than one backup at any time. Backups are stored on our own servers and are not shared with outside services.

Comments

On pages where visitors can leave comments on the site, we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.


Who we share your data with

In order for our site and organization to function, we sometimes need to share data with third party providers. We do not sell data unless there is an explicit option to opt-in.

Payment Processors

When you purchase a membership or other item from our store, or donate to WIM, information shared with a payment provider to process payments includes: Name, Email, Address, Phone, City/State/Zip, Unique payment identifier, Payment provider identifier.

PayPal

We accept payments through PayPal. When processing payments, some of your data will be passed to PayPal, including information required to process or support the payment, such as the purchase total and billing information.

Please see the PayPal Privacy Policy for more details.

Stripe

By using Stripe as your payment gateway, you may be storing personal data or sharing data with an external service. See the Stripe Privacy Policy for more details.

MailChimp

Users opting in to our mailing list consent for their names, email addresses, and other provided identifying information to be stored on our mailing list provider MailChimp’s servers. Users on our mailing list may unsubscribe at any time by clicking on the “Unsubscribe” button to remove your data from our list in its entirety. See the MailChimp Privacy Policy for more details.

Analytics

We use Google Analytics to track site visits in order to enhance your experience on our website.


How long we retain your data

For members that register on our website, personal information provided in your user profiles and information used to purchase memberships may be stored indefinitely. We reserve the right to remove expired accounts as necessary.

All registered users, whether active members or not, can see, edit, or delete their personal information at any time (usernames are not changeable). Website administrators can also see and edit that information. If you leave a comment, the comment and its metadata are also retained indefinitely.


What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.


Where we send your data

Our data is saved on our web hosting service, which is GDPR compliant, including encrypting all web server logs and deleting web server log files after 72 hours.


Contact Us

For help and questions, please contact us at info@womennmedia.com.


Additional information

How we protect your data

To protect your data, womennmedia.com uses data encryption, allow users 2 factor authentication, and has firewall protection in place to deflect attacks. We also limit who has access to personal information, and require all volunteers and staff to sign an NDA to prevent sharing of sensitive data. We do not retain credit card information or plain text passwords on our site.

What data breach procedures we have in place

Our security system notifies us of all successful and attempted Administrator logins, site attacks, and other breaches or suspicious behavior. We also run weekly security scans.