Last updated: 24 September 2026

This page explains how TechWM looks after your personal data. It covers what we collect, why we hold it, the legal basis for using it, how long we keep it, who we share it with and the rights you have.

It applies to everyone we work with and for: members, patrons, sponsors, partners, event delegates, speakers, newsletter subscribers, enquirers and visitors to our website.

1. Who We Are

Birmingham Tech CIC, operating as TechWM, is the data controller for your personal data. This means we decide how and why your data is used and we are responsible for looking after it.

Data controller: Birmingham Tech CIC, operating as TechWM
ICO registration number: ZC243188
Data protection lead: Katharine Fuller, Chief Operating Officer
Contact: kath@techwm.com
Registered address: Birmingham Tech CIC (Registered Company 12142813)
Icentrum, Holt Street, Birmingham, England, B7 4BP

2. The law we follow

We handle personal data in line with UK law. This means the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025. This page reflects the changes in the 2025 Act.

When we send newsletters or updates by email, we also follow the Privacy and Electronic Communications Regulations (PECR).

3. What Personal Data We Collect

We collect only what we need to run TechWM and support the West Midlands tech community.

• • Members and patrons: name, organisation, role, contact details and membership or patronage records, including related payments.
  • Event delegates and speakers: name, organisation, role, contact details, the events you register for and attend, and any accessibility or dietary needs you choose to share.
  • Sponsors and partners: the names, roles and contact details of the people we deal with.
  • Newsletter subscribers and enquirers: name, email address, the topics and events you are interested in, a record of your consent to hear from us, and the content of any enquiry with our response.
  • Website visitors: limited technical data collected through cookies (see Cookies below).

4. How we get your data

• Directly from you, when you join as a member or patron, register for an event, subscribe to our newsletter, make an enquiry or work with us.
• Through our website and the platforms we use to run events and communications.
• From third parties where relevant, such as a partner who runs an event with us or publicly available business information.

5. Why we use your data and our lawful basis

The law requires a lawful basis for everything we do with personal data. These are our main activities and the basis we rely on.

6. Sensitive information

We hold very little sensitive (special category) data. In practice it is limited to two situations.

• Accessibility and dietary needs that delegates choose to share so we can make an event work for them. We collect this only with your explicit consent, use it only to run the event and delete it soon afterwards.
• Equality and diversity monitoring, where we ask people to take part voluntarily. This is provided with consent, kept to a minimum and used only to understand and improve the reach of our work.

7. Our newsletter and marketing emails

We send a newsletter and updates about our work and events, following the PECR rules for electronic marketing.

• We email you where you have asked to hear from us, or where you are an existing business contact and the message is about similar work (the soft opt-in).
• We keep a record of who has agreed to hear from us and when.
• Every marketing email includes a clear way to unsubscribe, and we act on any opt-out promptly.

We use Mailchimp to manage and send these emails. If you unsubscribe, we keep a minimal record of your choice so we do not contact you again.

8. Who we share your data with

We do not sell personal data. We share it only where we need to in order to run TechWM, and with suppliers who are bound by contract to protect it and use it only on our instructions.

• Microsoft 365: email, Microsoft Teams, file storage and day to day collaboration.
• Mailchimp: our newsletter and event emails.
• Eventbrite: event registration, ticketing and ticket payments.
• c-events: event management and ticketing for Birmingham Tech Week, used by the event company that delivers it with us.
• Payments: ticket payments are handled within Eventbrite, or within c-events for Birmingham Tech Week, so your card details sit with those providers and we never see them. Patron and sponsorship fees are paid by bank transfer, so we hold a payment reference only.
• Professional advisers: our accountants, auditors and legal advisers where needed.

9. Transfers outside the UK

Some of our suppliers, including Microsoft, Mailchimp and Eventbrite, may process personal data outside the UK. Where this happens, we make sure the transfer is covered by the safeguards the law requires, such as UK adequacy regulations or the International Data Transfer Agreement.

10. How long we keep your data

We keep personal data only for as long as we need it.

11. Keeping your data secure

We apply security measures that are proportionate for a small team.

• Access is limited to those who need it and protected by strong passwords and multi-factor authentication.
• Everyone who works with us is made aware of their responsibilities for handling data.
• Paper and electronic records are disposed of securely when no longer needed.

12. If something goes wrong

We record every data breach and near miss, along with the action we took. If a breach is likely to put your rights at risk, we report it to the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of it. If it is likely to put you at high risk, we tell you directly and without undue delay.

13. Your Rights

You have the following rights over your personal data. Some apply only in certain circumstances.

• To be told how your data is used, as this page does.
• To ask for a copy of the data we hold about you.
• To ask us to correct data that is wrong or incomplete.
• To ask us to delete your data.
• To ask us to restrict or object to how we use it.
• To ask us to transfer your data to another organisation.
• To withdraw your consent at any time, where we rely on consent.

14. How to make a request

Email Katharine Fuller at kath@techwm.com. We will respond within one month and there is normally no charge. When you ask for a copy of your data, we will carry out reasonable and proportionate searches to find it.

15. If you are unhappy

We want to put things right. You can raise a concern with us at any time. We will acknowledge it within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would ask that you give us the chance to help first.

16. Cookies & Tracking

Our website uses cookies to improve user experience, analyse performance, and personalise content.

You can:

• Accept or decline cookies
• Change your browser settings at any time

17. Photography and filming at events

We photograph and film at our events to promote TechWM and the work of the West Midlands tech ecosystem. We make this clear when you register and again on the day.

If you would prefer not to be photographed or filmed, please tell a member of the team or the photographer at the event and we will do our best to respect this. We handle all images in line with this policy.

18. Children’s Data

Our work is aimed at businesses and adults. We do not knowingly collect or process the personal data of children. Where any service we offer could be used by people under 18, we take their needs into account.

19. Contact Us

For any question about this policy or your data, or to use any of your rights, contact Katharine Fuller, Chief Operating Officer, at kath@techwm.com.

20. Changes to this policy

We review this policy at least once a year, and sooner if the law or our activities change. Any updates will be published on this page.