Last Updated: July 30, 2026

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Women in Neurotech (“WiNT,” “we,” “our,” or “us”) respects your privacy and is committed to handling personal information responsibly.

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This Privacy Policy explains how WiNT collects, uses, shares, stores, and protects personal information when you use our website, apply for membership, join our online community, register for or attend an event, participate in a program or project, volunteer, communicate with us, make a donation or payment, or otherwise interact with WiNT.

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This Privacy Policy applies to information collected directly by WiNT through:

• The WiNT website

• Membership and volunteer applications

• Event registrations

• Surveys and submission forms

• Email and other communications

• WiNT-managed online community spaces

• Virtual and in-person events

• Programs, projects, and collaborative activities

• Donations, payments, sponsorships, and other organizational activities

 

Third-party platforms and websites may collect and use information under their own privacy policies. This Privacy Policy does not control the independent privacy practices of those third parties.

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For purposes of applicable data-protection laws, WiNT is generally responsible for deciding how personal information collected directly by WiNT is used.

 

1. INFORMATION WE COLLECT

The information WiNT collects depends on how you interact with us.

 

MEMBERSHIP AND PROFILE INFORMATION

When you apply for membership, create a profile, or join a WiNT community space, we may collect information such as:

• Your name

• Email address

• Country, city, state, province, or region

• Time zone

• Professional or educational role

• Employer, university, organization, or professional affiliation

• Career stage

• Areas of interest within neurotechnology

• Skills, experience, qualifications, or professional background

• Social media, portfolio, website, or professional-profile links

• Community preferences and requested roles

• Confirmation that you are at least 18 years old

• Any other information you choose to provide

Providing false or misleading information may result in denial or termination of membership.

 

EVENT AND PROGRAM INFORMATION

When you register for or participate in an event, program, meeting, project, or other activity, we may collect:

• Registration and attendance information

• Event preferences and accessibility requests

• Questions submitted for speakers or panelists

• Chat messages, comments, survey responses, or feedback

• Program applications and participation records

• Project interests, skills, team preferences, and contributions

• Photographs, audio, video, transcripts, or recordings when notice and any required consent have been provided

• Speaker, panelist, or presenter biographies, headshots, presentation materials, and recording permissions

 

VOLUNTEER AND LEADERSHIP INFORMATION

If you apply to volunteer, organize an event, moderate a community space, lead a project, or participate in another WiNT role, we may collect:

• Contact and location information

• Availability and time commitments

• Skills, experience, and areas of interest

• Resume, biography, or professional background

• Interview or meeting notes

• Assigned responsibilities and activity records

• Agreements, acknowledgments, and training records

• Information needed to administer the role or protect WiNT and its community

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COMMUNICATIONS AND COMMUNITY CONTENT

We may collect information you provide when you:

• Contact WiNT by email or through a website form

• Communicate in a WiNT-managed Discord server or other community platform

• Submit an event, opportunity, resource, or calendar listing

• Participate in surveys, discussions, projects, or feedback requests

• Report a safety concern or possible Code of Conduct violation

• Send files, images, comments, messages, or other materials to WiNT

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WiNT generally cannot access private messages sent through a third-party platform unless the messages are reported, forwarded, or otherwise provided to WiNT.

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DONATION AND PAYMENT INFORMATION

If WiNT accepts donations, sponsorships, membership fees, event payments, or other financial contributions, we may collect:

• Donor or payer name

• Email address and contact information

• Donation or payment amount

• Transaction date and status

• Billing location

• Donation designation or message

• Information needed for receipts and financial records

 

Payment-card and banking information may be collected directly by a third-party payment processor. WiNT generally does not receive or store complete payment-card numbers.

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WEBSITE AND TECHNICAL INFORMATION

When you use our website or online services, WiNT and its service providers may automatically collect information such as:

• Internet Protocol address

• Browser and device type

• Operating system

• Approximate geographic location based on an IP address

• Pages visited and actions taken

• Referring website or link

• Date and time of visits

• Cookie identifiers and preferences

• Site-performance, security, and error information

• Login, account, and consent records

 

This information may be collected through cookies, server logs, analytics services, and similar technologies.

 

2. OPTIONAL DEMOGRAPHIC INFORMATION

WiNT may invite members or applicants to voluntarily provide demographic information, such as race, ethnicity, gender identity, disability status, or other information relating to representation and inclusion.

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Providing this information is optional. Declining to provide it will not affect membership eligibility or access to general WiNT services.

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WiNT may use optional demographic information to:

• Understand the general composition of the community

• Evaluate representation and inclusion

• Improve programs, outreach, and accessibility

• Identify communities that may be underserved

• Prepare aggregated or de-identified reports

• Support legitimate grant, sponsorship, or nonprofit reporting requirements

 

Where reasonably possible, WiNT will use demographic information in aggregated or de-identified form.

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Where applicable law treats demographic information as sensitive or special-category information, WiNT will rely on explicit consent or another lawful basis permitted by applicable law. You may withdraw consent for future use by contacting WiNT.

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WiNT will not sell optional demographic information or use it to make automated decisions about membership, employment, or access to opportunities.

 

3. INFORMATION WE DO NOT INTEND TO COLLECT

General WiNT membership and community platforms are not intended for the collection or storage of:

• Patient records

• Protected health information

• Medical histories

• Genetic information

• Identifiable neural or brain data

• Biometric identifiers

• Physiological research data

• Government identification numbers

• Complete financial-account or payment-card information

• Passwords belonging to other services

• Confidential employer, clinical, or institutional records

 

Please do not submit this information through general membership forms, Discord channels, ordinary email, or community discussions.

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If a future WiNT research, testing, scholarship, employment, or specialized program requires sensitive information, WiNT will provide a separate notice, consent process, agreement, or protocol appropriate to that activity.

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4. HOW WE COLLECT INFORMATION

WiNT may collect information:

• Directly from you when you complete a form, join the community, communicate with us, or participate in an activity

• Automatically through the website, cookies, analytics tools, and security logs

• Through third-party platforms used to operate WiNT services

• From another person when they nominate, refer, introduce, or report an interaction involving you

• From event hosts, project organizers, volunteers, sponsors, or partner organizations

• From publicly available professional sources when reasonably relevant to outreach, speaker research, partnership development, or verification

 

When we receive information from someone other than you, we use it only for purposes reasonably connected to the reason it was provided.

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5. HOW WE USE PERSONAL INFORMATION

WiNT may use personal information to:

• Review and process membership applications

• Confirm eligibility and manage member accounts

• Provide access to community platforms and resources

• Communicate about membership, events, programs, projects, and organizational updates

• Register participants and administer virtual or in-person events

• Match or connect participants based on professional interests, skills, location, or program preferences

• Administer volunteer, leadership, ambassador, mentorship, or chapter activities

• Operate collaborative projects, hackathons, educational programs, and community initiatives

• Respond to questions, requests, and feedback

• Provide newsletters and optional promotional communications

• Process donations, payments, receipts, sponsorships, and financial records

• Develop, improve, evaluate, and understand WiNT programs and services

• Produce aggregated statistics about membership, participation, and community needs

• Moderate community spaces and enforce WiNT policies

• Investigate safety concerns, misconduct reports, fraud, or unauthorized activity

• Protect WiNT, its members, platforms, property, and legal rights

• Prevent spam, phishing, account misuse, and security threats

• Maintain business, nonprofit, accounting, governance, and legal records

• Comply with applicable laws, legal processes, and regulatory requirements

• Carry out other purposes disclosed when the information is collected

 

WiNT does not currently use personal information to make decisions that produce legal or similarly significant effects through a solely automated process.

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6. LEGAL BASES FOR PROCESSING

Depending on where you live and the reason information is being used, WiNT may rely on one or more of the following legal bases:

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CONSENT

We may rely on your consent for activities such as:

• Optional email marketing

• Nonessential cookies

• Optional demographic information

• Certain event photography or recordings

• Public testimonials or promotional features

• Other uses for which consent is specifically requested

 

You may withdraw consent for future processing at any time. Withdrawal does not affect processing that occurred before consent was withdrawn.

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CONTRACTUAL NECESSITY

We may process information when reasonably necessary to provide a membership, registration, program, transaction, or service you requested or to take steps at your request before providing it.

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LEGITIMATE INTERESTS

We may process information when reasonably necessary for legitimate organizational interests, including:

• Operating and improving WiNT

• Communicating with members and participants

• Organizing events and programs

• Maintaining community safety

• Preventing fraud and misuse

• Protecting systems and information

• Understanding participation and community needs

• Developing partnerships, sponsorships, and organizational opportunities

When required, we consider whether those interests are outweighed by your privacy rights and reasonable expectations.

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LEGAL OBLIGATIONS

We may process information to comply with tax, financial, nonprofit, regulatory, reporting, court, or other legal obligations.

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VITAL OR PUBLIC-SAFETY INTERESTS

In limited circumstances, we may use or disclose information when reasonably necessary to protect someone’s life, physical safety, or other vital interests.

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7. HOW WE SHARE INFORMATION

WiNT does not sell or rent personal information for monetary consideration. WiNT does not currently use personal information for advertising based on activity across unrelated websites or services.

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We may share personal information in the following circumstances:

 

SERVICE PROVIDERS

WiNT may share information with providers that help us operate our website, email, forms, community platforms, calendars, file storage, video meetings, events, analytics, payments, security, or other services.

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Examples of services WiNT currently uses or may use include:

• Wix

• Google Workspace

• Discord

• Teamup Calendar

• Video-conferencing and virtual-event providers

• Email and communications providers

• Survey and form providers

• Donation and payment processors

• Analytics, security, and website-support providers

 

These providers may process information in accordance with their own privacy policies and their agreements with WiNT.

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OTHER MEMBERS AND PARTICIPANTS

Information you voluntarily post in a community profile, directory, Discord channel, event chat, project group, meeting, or other shared space may be visible to other participants.

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WiNT may share limited information with other participants when necessary to administer a project, event, volunteer assignment, introduction, or program. WiNT will not intentionally publish private contact information in a public directory without appropriate notice or permission.

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SPEAKERS, PARTNERS, SPONSORS, AND HOSTS

WiNT may share limited information with speakers, event hosts, program partners, sponsors, or collaborating organizations when reasonably necessary to operate an activity.

 

WiNT will not provide a sponsor with a general member or attendee marketing list unless participants receive clear notice and any consent required by applicable law.

 

LEGAL, SAFETY, AND ENFORCEMENT PURPOSES

WiNT may disclose information when reasonably believed necessary to:

• Comply with a law, court order, subpoena, or legal process

• Respond to a lawful request from a government or regulatory authority

• Investigate fraud, harassment, threats, or other misconduct

• Enforce WiNT’s Terms of Use or Community Code of Conduct

• Protect the rights, safety, property, or security of WiNT or another person

• Obtain professional legal, accounting, insurance, or risk-management advice

 

ORGANIZATIONAL CHANGES

If WiNT reorganizes, merges, transfers programs or assets, or is succeeded by another nonprofit or legal entity, information may be transferred as part of that change, subject to applicable law and appropriate privacy protections.

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WITH YOUR PERMISSION

WiNT may share information for another purpose when you direct us to do so or provide appropriate consent.

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AGGREGATED OR DE-IDENTIFIED INFORMATION

WiNT may use or share statistics and information that have been aggregated or reasonably de-identified so they do not identify a particular individual.

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8. COMMUNITY SPACES AND DIRECT COMMUNICATIONS

WiNT community spaces may include Discord channels, event chats, project groups, directories, video meetings, discussion forums, and other shared environments.

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Information shared in these spaces may be seen, copied, or retained by other participants. WiNT cannot guarantee that another participant will preserve the confidentiality of information you voluntarily disclose.

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Participants are prohibited by WiNT policy from scraping member information, distributing private communications without permission, or using community information for unauthorized marketing, recruiting, research, or artificial-intelligence training. However, WiNT cannot guarantee that every participant will comply.

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Use care when sharing personal information and report suspected misuse to WiNT.

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Private messages exchanged directly between participants through Discord or another third-party service are generally controlled by that platform. WiNT may receive or retain a private message if someone reports it or submits it as evidence of possible misconduct.

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9. PHOTOGRAPHS, VIDEO, AUDIO, AND RECORDINGS

WiNT events may be photographed, recorded, livestreamed, or transcribed when appropriate notice has been provided.

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Recordings may include:

• A participant’s name

• Image or likeness

• Voice

• Presentation

• Chat contribution

• Question or statement

• Other participation in the event

 

WiNT may use authorized recordings for educational, archival, accessibility, operational, or promotional purposes.

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Featured speakers, panelists, presenters, and interviewees may be asked to provide separate recording or media permission.

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Where required by law, WiNT will seek consent before recording or using identifiable event content.

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Participants who do not wish to appear in a virtual-event recording should review the event notice, keep their camera off, remain muted when not speaking, and avoid placing identifiable information in a recorded chat. These measures may reduce but cannot completely eliminate the possibility of appearing in a recording.

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Retention of recordings depends on their purpose, continued relevance, permissions, and any legal or contractual requirements.

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10. COOKIES AND SIMILAR TECHNOLOGIES

The WiNT website and its service providers may use cookies and similar technologies.

These technologies may be used for:

• Essential website functions

• Account access and security

• Remembering settings and preferences

• Measuring website traffic and performance

• Understanding how visitors use the website

• Diagnosing errors and preventing misuse

• Supporting embedded content or third-party website features

 

Cookies may be categorized as:

 

ESSENTIAL COOKIES

These are necessary for basic website functions, security, account access, forms, or privacy preferences.

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FUNCTIONAL COOKIES

These support optional website features and remember user choices.

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ANALYTICS COOKIES

These help WiNT understand website usage, traffic, and performance.

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MARKETING COOKIES

These may support advertising or measurement features if WiNT enables them in the future.

Where required by applicable law, WiNT will request consent before using nonessential cookies. You may manage available choices through the website’s cookie banner or privacy settings and through your browser settings.

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Rejecting some cookies may limit certain website features.

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Because browser “Do Not Track” standards are not uniform, the website may not respond to every Do Not Track signal. Visitors should use the website’s cookie controls or their browser settings to manage available preferences.

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11. EMAIL AND COMMUNICATION PREFERENCES

WiNT may send administrative messages concerning:

• Membership applications and account access

• Events or programs for which you registered

• Community safety or policy matters

• Volunteer or project participation

• Transactions, donations, or receipts

• Material changes to WiNT services or policies

 

These communications may be necessary to provide requested services.

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WiNT may also send newsletters, community announcements, fundraising messages, and optional promotional communications.

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You may unsubscribe from optional marketing emails by using the unsubscribe link in the message or by contacting WiNT. Unsubscribing from promotional email may not prevent essential administrative or transactional communications.

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12. INTERNATIONAL DATA PROCESSING AND TRANSFERS

WiNT is based in the Commonwealth of Virginia in the United States and serves an international community.

 

Personal information may be transferred to, processed in, or stored in the United States and other countries where WiNT or its service providers operate.

Privacy and data-protection laws in those countries may differ from the laws where you live.

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When applicable law requires additional protection for international transfers, WiNT will seek to use reasonable and legally recognized safeguards. Depending on the provider and circumstances, these may include:

• Transfers to a country recognized as providing adequate protection

• Contractual data-protection provisions

• Standard contractual clauses or similar approved mechanisms

• Participation by a service provider in a recognized data-transfer framework

• Your consent, where legally appropriate

• Another transfer mechanism permitted by applicable law

 

Third-party providers may independently determine the countries in which they process information and the transfer safeguards they use.

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13. DATA RETENTION

WiNT keeps personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, safety, financial, archival, and organizational needs.

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Retention periods may depend on:

• Whether your membership or participation remains active

• The nature of the information

• The program, event, project, or transaction involved

• Community safety and moderation needs

• Contractual, grant, insurance, or reporting requirements

• Tax, accounting, and nonprofit recordkeeping obligations

• The possibility of a legal complaint or dispute

• Whether you have requested deletion

WiNT’s general retention approach may include:

• Membership and profile information retained while membership is active and for a reasonable period afterward

• Event and program registration records retained for program administration, evaluation, and reasonable recordkeeping needs

• Email-marketing information retained until you unsubscribe or the list is discontinued

• Donation, payment, tax, and financial records retained for the period required by applicable recordkeeping obligations

• Agreements and consent records retained for as long as the related activity or material remains in use and for a reasonable period afterward

• Safety reports and enforcement records retained for as long as reasonably necessary to protect the community, document decisions, or address legal concerns

• Website and analytics information retained according to WiNT’s settings and the applicable provider’s practices

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Information may remain temporarily in secure backups after deletion from active systems. WiNT may also retain limited information necessary to document a request, enforce a restriction, prevent fraud, or comply with law.

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14. DATA SECURITY

WiNT uses reasonable administrative, technical, and organizational safeguards appropriate to the nature of the information it maintains.

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These measures may include:

• Limiting access to people with an organizational need

• Using established third-party platforms and service providers

• Account-access controls

• Password and authentication protections

• Role-based permissions

• Secure storage and transmission features where available

• Staff and volunteer guidance concerning appropriate information handling

• Reviewing and responding to suspected misuse or security incidents

No website, email system, community platform, storage service, or internet transmission can be guaranteed to be completely secure.

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You are responsible for protecting your own account credentials, using available privacy settings, and exercising care when sharing information.

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If WiNT becomes aware of a security incident affecting personal information, it will take reasonable steps to investigate, reduce harm, and provide notice where required by applicable law.

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15. YOUR PRIVACY RIGHTS

Depending on where you live and subject to applicable exceptions, you may have the right to request that WiNT:

• Confirm whether it holds personal information about you

• Provide access to your personal information

• Correct inaccurate or incomplete information

• Delete certain personal information

• Restrict certain uses of your information

• Stop or object to certain processing

• Provide certain information in a portable format

• Explain the legal basis for processing

• Identify categories of recipients

• Withdraw consent for future processing

• Stop sending optional marketing communications

• Review a decision concerning a privacy request where applicable

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You may submit a privacy request by contacting:

contact@womeninneurotech.org

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Please identify the request and provide enough information for WiNT to locate the relevant records.

WiNT may need to verify your identity before completing a request. An authorized representative may be required to provide evidence of their authority.

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Privacy rights are not absolute. WiNT may retain or withhold information when permitted or required for legal compliance, safety, fraud prevention, freedom of expression, recordkeeping, legal claims, or protection of another person’s rights.

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WiNT will not discriminate against someone for exercising an applicable privacy right.

Residents of the European Economic Area, United Kingdom, Switzerland, or another jurisdiction with a data-protection authority may also have the right to submit a complaint to the authority responsible for data protection in their location.

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16. CHILDREN AND AGE ELIGIBILITY

WiNT membership and members-only community activities are intended only for individuals who are at least 18 years old.

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WiNT does not knowingly collect personal information from children through its membership process.

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If WiNT learns that someone under 18 has submitted personal information or entered a members-only community space, WiNT may remove the account and delete associated information, subject to safety, legal, and recordkeeping needs.

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A parent, guardian, or other person who believes that WiNT has collected information from someone under 18 should contact:

contact@womeninneurotech.org

 

Public portions of the website may be viewable by people under 18, but that does not make them eligible for membership or members-only activities.

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17. THIRD-PARTY WEBSITES AND SERVICES

The WiNT website and communications may link to or use services operated by third parties.

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These may include:

• Social-media platforms

• Community and messaging platforms

• Event-registration systems

• Video-meeting services

• Calendar tools

• Job boards

• Research resources

• Donation and payment services

• Sponsor, partner, or member websites

Third parties may collect information independently from WiNT. Their collection and use of information are governed by their own terms and privacy policies.

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WiNT is not responsible for the privacy, security, availability, or content of a third-party service.

 

18. CHANGES TO THIS PRIVACY POLICY

WiNT may update this Privacy Policy as its programs, technology, legal status, service providers, or privacy obligations change.

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The revised policy will include an updated “Last Updated” date.

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If a change materially affects how WiNT uses previously collected personal information, WiNT may provide additional notice by email, through the website, through a community platform, or by requesting new consent where required.

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We encourage members and website visitors to review this Privacy Policy periodically.

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19. CONTACT

Questions, concerns, complaints, or privacy requests may be directed to:

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Women in Neurotech

Based in the Commonwealth of Virginia, United States

contact@womeninneurotech.org