Privacy and Cookies Notice

Who we are

Gender Action (‘Gender Action’, ‘the Programme’, ‘we’, ‘us’ or ‘our’) is an award programme delivered by a number of stakeholders as listed below, but led by the Institute of Physics (‘IOP’), to increase awareness and understanding of the value that whole-school gender equality can deliver for all of us. As the context permits, references to Gender Action means all the founders ( collectively and/or each of them individually.

IOP, King’s College London, University College London and the University Council of Modern Languages are the joint Data Controllers for all personal information submitted through (‘the Website’). This Privacy and Cookies Notice (‘notice’) provides you with information regarding your rights and our obligations and explains how, why and when we process your personal information.

IOP’s registered office is at 37 Caledonian Road, London, N1 9BU. It is a registered charity in England and Wales under charity number 293851 and in Scotland under charity number SC040092. It is registered on the Information Commissioner's Office Register of Data Controllers under number Z6802378.

King’s College London is a Royal Charter Company with number RC000297 of Strand, London, WC2R 2LS. It is registered on the Information Commissioner’s Office Register of Data Controllers under number Z7915194.

University College London is a Royal Charter Company: RC000631 of Gower Street, London, WC1E 6BT. It is registered on the Information Commissioner’s Office Register of Data Controllers under number Z6364106.

The University Council of Modern Languages is an unincorporated membership association.

This notice was last updated on 29 October 2018.

Your privacy

We are committed to ensuring the security and protection of the personal information we process. Personal information is information which identifies you, or which can be identified as relating to you personally (for example, name, address, email address, phone number). We will make every reasonable effort to protect your privacy by adopting a high level of website security and adhering to policies on how we store and use personal information.

This notice relates to our use of the personal information we collect from you, or that you provide to us, via the online services we make available to you, via phone, email, letters and other correspondence, and in person. It has been created to help you understand our views and practices regarding your personal information.

If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us, that you have obtained any required consents from, given such notices to, or otherwise taken such actions as are required in order for the lawful processing of that data in accordance with data protection laws. Where the data subject of such personal information is a child under 13 years old you shall, in particular, ensure that you have obtained the valid consent of the parent or holder of parental responsibility of the data subject to the processing of that personal information.

We recommend that you read this notice prior to using our websites, products or services. If we change this notice we will post the changes on this page, and may place notices on other pages of the website, so that you will be aware of the personal information we collect and how we will use it. If you use this website or our products and services, or access our content on this website, after any such change has been made, you will be deemed to have read and accepted the change.

The personal information we collect

Your personal information will be used by us. The personal information we collect about you, or that you provide to us, will be dependent on your relationship with us and the way in which you choose to interact with us and your level of engagement with us. We’ll only collect the personal information that we need in connection with specific activities such as registration or digital badging, volunteering, conducting research etc.

Collecting specific, relevant personal information, as outlined below, is a necessary part of us being able to manage and safely deliver the Gender Action Schools Award programme and to manage our relationship with you.

Personal information provided by you

You may give us personal information when you interact with us, for example registering for updates, registering for an event, completing surveys or when you or your school joins Gender Action. The personal information we ask for may include, among other things:

  • Personal details (such as name, email addresses, address, job role, telephone numbers and so on)

  • Your organisation details (such as a school or other organisation type)

  • Social media accounts (optional). If you provide these details, Gender Action may follow your social account via the Gender Action’s social accounts and also announce your participation in Gender Action via this method.

Personal information created by your interaction with us

Your activities and involvement with us will result in personal information being created. This could include:

  • Details of your school or organisation’s response to our annual benchmarking survey

  • Evidence provided to gain digital badges (such as images in video and/or photographic form)

  • Details of how you have helped us by being involved with Gender Action outreach work, promotional events and activities

Personal information we collect at receipt and opening of emails or when you use our websites

When you open an email sent by us, we may collect the following personal information automatically:

  • Technical information, including; your geographic location, browser type and version, device type and operating system and platform; and

  • Information about your email consumption, including the full click path from within and on to our sites (including date and time), whether the email was delivered, shared, unsubscribed from, opened, deleted or forwarded.

When you visit our websites, we may collect the following information automatically:

  • Technical information, including the Internet Protocol (IP) address used to connect your computer to the internet, your login information, your geographic location, browser type and version, browser plug-in types and versions, operating system and platform; and

  • Information about your visit, including the source of your visit, the full click path to, through and from our website (including date and time), page response times, download errors and length of visits to certain pages.

How we use your personal information and lawful reasons for processing

The table below outlines the main purposes for which we will process your personal information, but this will depend on the nature of our relationship with you and how you interact with Gender Action’s various services, products, websites and activities. It also includes the categories of your information involved.

Privacy table.png

We will process your personal information for the purposes identified above on the following bases:

  • Our legitimate interests, which include, but are not limited to, processing your personal information for the purposes of providing and enhancing the provision of our products, services and information and securing our website;

  • Where processing is necessary to perform our contract with you or to take steps before entering into a contract with you;

  • As necessary to comply with our legal obligations, resolve disputes and enforce our contractual agreements; and

  • Where you have consented to our use of your personal information for a specified purpose.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "How to contact us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdraw your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place.

Keeping your personal information

We will only use and store your information for as long as it is required for the purposes it was collected for. How long it will be stored for depends on the information in question, what it is being used for and, sometimes, statutory legal requirements.

Generally, where there is no legal requirement we will only retain your personal information for a maximum of seven years after you have closed your account or after twenty-four months of inactivity. Exceptions to this are:

  • School details or area/region details – this information will be retained within the website whilst your personal information is anonymised. This allows for a successor to take over your account.

  • Images in video and/or photographic form may be retained for a period of up to three years following their submission, so that they can be used for future communication, media and publicity purposes.

Where we store your personal information

All personal data relating to Gender Action is stored by IOP. IOP’s operations are based in the UK and Ireland and we store most of our data within the European Union (EU). Some organisations which provide services to us may transfer data outside the European Economic Area but we’ll only allow this if your data is adequately protected. Some of our systems are provided by US companies and whilst it is our policy that we prefer data hosting and processing to remain on EU-based solutions, it may be that using their products results in data transfer to the USA. However, we only allow this when we are certain it will be adequately protected (e.g. US Privacy Shield or Standard EU contractual clauses).

Who we share your personal information with

We will only share your personal information where we need to do so in order to deliver the Programme, and we will put in place arrangements to protect your personal information. Outside of that, we do not disclose your personal information unless we are required to do so by law.

We will only use your personal information for the purposes for which it was obtained. We will not, under any circumstances, sell or trade your personal information.

We may share personal information with the following parties:

  • Programme lead: Institute of Physics (personal information, school level data administer the programme)

  • London Pilot Funder: Greater London Authority (school level data only to fulfill conditions of grant agreement during pilot period)

  • Programme researchers and auditors: When participating in the annual survey, any data you submit will be shared with the third-party supplier we engage to administer this.

  • The Media: where you’ve agreed to partake in public relations activities

  • Award Platform: If Gender Action puts in place a third party platform, the data you have provided to the award programme may be shared with that platform in order to administer the Programme and streamline the sign up process

We may also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions, cookie policy or other agreements; or to protect the rights, property, or safety of Gender Action, our partners, funders, supporters and visitors. This includes exchanging information with other companies and organisations for the purposes of fraud protection.

In the event that the Programme is transferred to a new body to run and administer in place of some or all of the existing stakeholders, all of your personal data then held by Gender Action may be transferred to that body. That new body may use your personal data in the same way as set out in this privacy policy.

If at any time it becomes available and you request a volunteer to facilitate or deliver a workshop, your details will be made available to the Gender Action team and with any participating organisations necessary to enable this to be organised.

If at any time it becomes available and you request work experience opportunities for your students, your details will be made available to the Gender Action team and with any participating/facilitating organisations to enable this to be organised.

We may use carefully selected companies to provide services on our behalf, including data hosting services, delivering postal mail, sending emails, analysing data and processing credit/debit card or direct debit payments. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that your data is treated with the same level of care as if we were handling it directly.

We may disclose aggregate statistics about our Gender Action schools and organisations, and visitors to our websites to describe the Programme, services and operations to prospective partners, advertisers and other reputable third parties and for other lawful purposes, but these statistics won’t include any personally identifying information.

We will not share your personal information with any third party for their own purposes unless we have made you aware of this at the time of collecting your personal information. For example, if we run an event in partnership with other named organisations, your details may need to be shared. We will be very clear what will happen to your data when you register.

Your rights in connection with your personal data

Under certain circumstances, by law you have the following rights in respect of the personal information we hold about you. For more information about these rights or if you wish to exercise them please contact us.

You have the following rights in relation to your personal information:

  • The right to be informed about how your personal information is being used;

  • The right to request access to the personal information we hold about you;

  • The right to request the correction of inaccurate personal information we hold about you;

  • The right to request the erasure of your personal information in certain limited circumstances;

  • The right to request we restrict processing of your personal information where certain requirements are met;

  • The right to object to the processing of your personal information;

  • The right to request that we transfer elements of your data to you or another service provider; and

  • The right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent is an absolute right.

What to do if you’re not happy

In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissioner's Office (ICO) if you have any questions about Data Protection. You can contact them using their helpline 0303 123 113 or at

How to contact us

If you wish to talk through anything in our privacy policy, find out more about your rights or wish to exercise them, please contact our Governance & Compliance Manager who will be happy to help.

By post: Governance & Compliance Manager, IOP, 37 Caledonian Road, London, N1 9BU;

By telephone: 020 7470 4843

By email:

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What Cookies do we use?

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What Cookies may be placed?

This Website may use the following types of cookies:

Strictly Necessary Cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

Analytical / Performance cookies

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These cookies allow us to recognise and count the number of visits to this website and to see how visitors move around this website when they are using it, so that we can improve how this website works. These cookies do not collect personally identifiable information. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

Functional Cookies

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These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

Tailored Cookies

These cookies may be set by us or third parties and record your visit to our site, the pages you have visited, your progress in completing any forms on our site and the links you have followed. They may be used to build a profile of your interests and we may share this information with third parties for this purpose. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

Gender Action is not responsible for the use of cookies by third parties, and users are encouraged to read the privacy statements of those third party service providers before using their services.

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Changing Cookie Preferences

We have made changing your cookie preferences very easy; there is a cookie settings link at the top of every page of this website. Click the link to change your cookie preferences with ease at any time. You will not be able to opt out of strictly necessary cookies.


This website may contain links to third party websites and services that are not under our control. Please be aware that we are not responsible for the privacy practices of such other websites. We encourage you to read the privacy statements of these third-party websites and services.