Last reviewed 22 July 2026.
This notice explains how The Mens Group collects and uses personal information when you visit the website, create an account, attend an event, contact us, subscribe to the newsletter or apply to join our WhatsApp community.
Who is responsible for your information?
The Mens Group is the data controller for the information described in this notice. Questions and privacy requests can be sent to privacy@themensgroup.uk or through our contact form.
Information we collect
Accounts and event attendance
When you register, we collect your first and last name, email address, date of birth and records of your agreement to our privacy notice and code of conduct. Passwords are protected with one-way hashing and cannot be read by website administrators. If you reserve an event place, we record the event, your account and the time of the RSVP.
Messages to the committee
Our contact form records your name, email address, subject and message so authorised committee members can respond, follow up and keep an appropriate record of the conversation.
Newsletter subscriptions
Newsletter subscriptions are separate from membership. We record your email address, optional first name, consent, confirmation status and delivery history. We use email confirmation to check that the address belongs to you. Every newsletter includes a secure unsubscribe link.
WhatsApp community applications
Applications include your first and last name, email address, WhatsApp phone number or username, date of birth, reason for applying, email-verification status and records of your agreements. We use this information to verify your email, confirm that you are at least 18, review the application and manually add accepted applicants to the community.
Application records also provide a service-user record for governance, funding and non-profit reporting. Reports should use anonymous or pseudonymous information wherever possible. Identifiable information will be disclosed only where it is necessary, lawful and appropriately protected.
Technical information
The website uses essential session and security cookies needed for login, forms and protection against forged requests. Our server may also record an IP address, browser details, requested page, date and time in short-lived operational and security logs. V3 does not currently use advertising cookies, behavioural tracking or precise device-location collection.
How we use information
- to create and secure member accounts;
- to manage event visibility, reservations and attendance;
- to answer questions, deal with concerns and enforce the code of conduct;
- to administer and verify WhatsApp community applications;
- to send newsletters to people who have confirmed their subscription;
- to operate, secure, troubleshoot and improve the service;
- to meet legal or regulatory duties and protect somebody's vital interests; and
- to prepare appropriately protected evidence of community reach for governance, funding or non-profit applications.
Lawful bases and sensitive information
Depending on the activity, we rely on consent, performance of our agreement with members, our legitimate interests in running a safe and effective community, compliance with legal obligations, or protection of vital interests. Newsletter marketing is sent only with consent, which can be withdrawn at any time.
Because The Mens Group serves gay, bisexual and trans men, membership or an application may reveal or allow an inference about sexual orientation and, depending on the information supplied, gender identity or health. Sexual-orientation data is special-category data under UK data-protection law, and some gender-identity information may also reveal specially protected information. We limit its use to administering and safeguarding the community, restrict access, and process special-category data only where both a lawful basis and an additional condition apply. Where we rely on explicit consent, we will ask for it clearly and separately and you may withdraw it.
Who we share information with
Access inside The Mens Group is limited to authorised administrators and committee members who need the information for their role. We may also use carefully selected providers for website hosting, backups and email delivery. They process information under appropriate instructions and safeguards.
If your WhatsApp application is accepted, the contact detail you supplied is used to add you to WhatsApp. WhatsApp and its provider process information under their own terms and privacy notice. We may disclose information where required by law, to respond to a genuine safety concern or to establish or defend legal rights. We do not sell personal information.
International processing
Some service providers, including communication platforms, may process information outside the United Kingdom. Where UK data-protection law requires it, we use providers and arrangements that offer an appropriate transfer safeguard.
How long we keep information
- Account and RSVP information is normally kept while the account is active and while it is reasonably needed to administer events or resolve a concern.
- Contact messages are kept only as long as needed to answer and follow up the matter, meet safeguarding needs or maintain necessary records.
- Newsletter information is kept while a subscription is active. A minimal suppression record may be retained after unsubscribe so that we continue to honour the request.
- WhatsApp applications are retained as an administrative service-user record. The committee should review them regularly and remove or de-identify contact and date-of-birth information when it is no longer needed for verification, safeguarding, legal or governance purposes.
- Backups and security logs are retained for limited operational periods and then overwritten or deleted.
Legal, safeguarding or dispute-related requirements may sometimes require information to be kept longer. When identifiable information is no longer needed, we delete it or anonymise it where practical.
How we protect information
We use access controls, password hashing, email verification, encrypted web connections, software updates and restricted administrative access. No online service can guarantee absolute security, so please contact us promptly if you believe your account or information has been compromised.
Your data-protection rights
Depending on the circumstances, you may have the right to:
- ask for a copy of your personal information;
- correct inaccurate or incomplete information;
- ask for information to be erased or its use restricted;
- object to particular processing;
- receive information you supplied in a portable format; and
- withdraw consent at any time, without affecting earlier lawful processing.
These rights are not absolute and the response depends on the legal basis and circumstances. We may need to verify your identity before acting on a request. Contact privacy@themensgroup.uk or use our contact form to make a privacy request.
People under 18
Member accounts and the WhatsApp community are for people aged 18 and over. We collect date of birth to enforce that age requirement. If you believe a person under 18 has supplied information, contact the committee.
External websites
Links to WhatsApp, social networks, donation services or other external websites take you to services with their own privacy practices. Review their notices before providing information to them.
Questions and complaints
Please contact us first so we have an opportunity to address a concern. If you remain unhappy, you can complain to the UK Information Commissioner's Office. See the ICO's guidance on making a data-protection complaint.
Changes to this notice
We will update this notice when our services or legal duties change. The review date at the top shows when the current version was checked.