1. Who we are and how to contact us

Women in Mining Limited (trading as Women in Mining UK), a company registered in England and Wales (company number 6123099) with registered office at 48 Arwenack Street, Falmouth, Cornwall, UK TR11 3JH, is the data controller for personal data collected via the WIM100 2026 nominations form.

If you have questions about this notice or how we handle personal data, you can contact us at:

• Data Protection Officer: Lucy Crane
• Email: info@womeninmining.org.uk
• Postal address: Women in Mining UK, 48 Arwenack Street, Falmouth, Cornwall, UK TR11 3JH (marked for the attention of the Directors).

2. What personal data we collect

When you submit a WIM100 2026 nomination, we collect information about:

1. The nominator:

• Name
• Email address
• Organisation, job title and country (if provided)
• Any other information you choose to include in free‑text fields about yourself.

1. The nominee:

• Name
• Email address and/or LinkedIn profile or other professional contact details (if provided)
• Organisation, job title, country and region
• Information about their career, achievements and contribution to the mining industry, including any narrative you provide in support of the nomination.

We do not deliberately seek special category data (such as data about health, political opinions, religious beliefs or sexual orientation) or criminal offence data as part of the nomination process. However, you may choose to include such information in your nomination, for example to explain the nominee’s background or personal story.

3. How we obtain personal data

We receive personal data:

• Directly from nominators when they complete and submit the online WIM100 2026 nominations form.
• Directly from nominees where they later contact us to confirm details or provide additional information.
• From publicly available professional sources (for example company websites, conference biographies, press articles or LinkedIn) if needed to verify nomination details and to prepare the WIM100 publication or related communications.

Nominators should ensure, where reasonably practical, that nominees are aware that their details and nomination story are being shared with Women in Mining UK and may be used in connection with WIM100 2026, including publication if selected.

4. Purposes and lawful bases for processing

We process nominators’ and nominees’ personal data for the following purposes:

1. To receive, manage and assess nominations for WIM100 2026, and to run the WIM100 initiative (including eligibility checks, judging and selection).
2. To communicate with nominators and nominees about the nomination, shortlisting and selection outcomes, and related queries.
3. To prepare, design and distribute the WIM100 2026 publication and related communications, including highlighting nominees, shortlisted candidates and those selected as part of the final WIM100 list.
4. To publicise the achievements of the WIM100 2026 nominees and selected women, including on our website, social media channels, press releases, events and partner communications, in line with the aims of the WIM100 initiative.
5. To plan, organise and manage related WIM100 events (for example launch events or receptions), including invitations and guest lists.
6. To analyse and report on the reach and impact of WIM100 and to improve future editions of the initiative. This may include internal statistics and anonymised or aggregated reporting.
7. To comply with our legal obligations and to establish, exercise or defend legal claims, if required.

Our lawful bases under UK GDPR are:

• Article 6(1)(f) – legitimate interests:
  • Running and promoting WIM100 2026, celebrating women’s contribution to the mining industry and encouraging future generations to consider careers in mining.
  • Operating and improving our programmes and initiatives as a volunteer‑run, non‑profit organisation.
• Article 6(1)(a) – consent:
  • Where we ask shortlisted candidates or those selected as part of the final WIM100 2026 list to agree to particular uses of their personal data (for example certain photographs, quotes or media activities), we may rely on consent for those specific uses.
  • Where required for certain forms of electronic marketing, we rely on consent as described in our main privacy policy and electronic marketing section.

If you provide special category data in a nomination, we will normally treat our processing as based on explicit consent where the nominee later confirms or agrees to our use of that information in the WIM100 context, or on the substantial public interest condition of promoting equality of opportunity and diversity in leadership in the mining sector, where applicable and in line with UK data protection law.

5. Who we share personal data with

We may share personal data collected via the WIM100 2026 nominations form with:

• Members of our internal WIM100 selection, editorial and project teams who are involved in reviewing nominations, contacting nominators and nominees, and producing the WIM100 2026 publication.
• External expert panellists, judges or advisers involved in reviewing nominations and selecting the WIM100 2026 cohort, under appropriate confidentiality obligations.
• Our WIM100 2026 sponsors and delivery partners where they assist with judging, editorial work, event delivery or promotion (for example BMO Capital Markets, BCG and Stratum International, as applicable for the relevant edition), under appropriate data protection terms.
• Service providers who support our operations, such as IT hosting providers, email or survey platforms and design or print agencies engaged to produce the WIM100 2026 publication and related materials.
• Media partners and press outlets where we publicise WIM100 2026, including by sharing profiles, quotes or photographs of those selected as part of the WIM100 list and, where relevant, shortlisted nominees.

If an individual is shortlisted or selected as part of the WIM100 2026 list, we may publish some of their personal data in the WIM100 2026 publication and on our website and social media channels, including their name, organisation, location, job title and a summary of their nomination story.

We may disclose personal data where required to do so by law, regulation or court order, or where necessary to establish, exercise or defend legal claims.

6. International transfers

Women in Mining UK is based in the United Kingdom, but WIM100 is a global initiative and many nominees and nominators are located outside the UK and European Economic Area. We may transfer personal data:

• To countries outside the UK/EEA where nominees, nominators, sponsors, partners, judges or service providers are located.
• To service providers or partners who host or process personal data outside the UK/EEA, for example cloud‑based platforms.

Where we transfer personal data outside the UK, we will ensure that appropriate safeguards are in place as required by UK data protection law, such as adequacy regulations, standard contractual clauses or equivalent measures.

7. How long we keep personal data

We keep personal data only for as long as necessary for the purposes described in this notice or as required by law.

In general:

• Nomination‑level data (including information about nominators and nominees who are not shortlisted or selected) will be retained for a period appropriate to complete the WIM100 2026 selection process and to deal with any queries or challenges, after which we will either delete or irreversibly anonymise this data.
• Data relating to shortlisted nominees and those selected as part of the WIM100 2026 list may be retained for a longer period so that we can maintain an archive of past WIM100 editions and keep in touch regarding future WIM UK initiatives and events, in line with our legitimate interests and any applicable marketing preferences.
• Basic records necessary to comply with legal, tax or regulatory requirements, or to manage legal claims, may be kept for longer in line with our retention schedule.

You may contact us using the details above for more information about specific retention periods.

8. Your rights

Under UK data protection law, individuals whose personal data we process (including nominators and nominees) have the following rights, subject to certain conditions:

• Right of access – to request a copy of the personal data we hold about you.
• Right to rectification – to ask us to correct incomplete or inaccurate data.
• Right to erasure – to ask us to delete personal data where there is no good reason for us to continue processing it.
• Right to restriction – to ask us to suspend processing of your personal data in certain circumstances.
• Right to object – to object to processing based on legitimate interests and to direct marketing.
• Right to data portability – to receive your personal data in a structured, commonly used and machine‑readable format where applicable.
• Right to withdraw consent – where we rely on consent, you can withdraw it at any time (this will not affect the lawfulness of the processing carried out before withdrawal).

If you wish to exercise any of these rights, please contact us at info@womeninmining.org.uk or write to us at the address above.

We may need to request specific information from you to help us confirm your identity and to ensure your right to access your personal data (or to exercise any of your other rights).

9. Marketing

WIM100 2026 nominations are separate from general WIM UK membership and marketing communications.

• We will not automatically add nominators or nominees to our general mailing lists solely because they participate in the WIM100 2026 nominations process, unless they separately opt in or are already members under our main privacy policy.
• Where we rely on consent to send electronic marketing communications, you can withdraw that consent at any time by using the unsubscribe link in our emails or by contacting us.

For more information about how we handle marketing, please refer to our main privacy policy on our website.

10. Security

We take appropriate technical and organisational measures to safeguard the personal data we process, including limiting access to those who have a genuine need to know and using secure systems and practices consistent with our obligations under the Data Protection Act 2018 and UK GDPR.

However, no system can be completely secure and we cannot guarantee the security of information transmitted to us over the internet. Once we receive your information, we use reasonable measures to protect it in line with industry standards.

11. Complaints and contact details of the ICO

If you have concerns about how we handle your personal data, we encourage you to contact us first so we can try to resolve the issue.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

• Website: www.ico.org.uk
• Telephone: +44 (0)303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

12. Changes to this notice

We may update this WIM100 2026 Nominations Privacy Notice from time to time, for example to reflect changes to our processes or legal requirements. Where appropriate, we will highlight any significant changes on our website and, if we have your email address and the changes are material, we may contact you directly.