Privacy notice

This notice explains what personal information The Do Club collects when you use thedo.club, book a Do, join as a member or get in touch, and what we do with it.

Who we are

The Do Club is the trading name of The Do Club Limited, company number 10225644, registered office 5 Prospect Place, Millennium Way, Pride Park, Derby DE24 8HG. We are the controller of your personal information. For anything about your information, email steve.dixon@thedo.club.

What we collect

When you send us a message: your name, email address, company, phone number, your message, what it’s about, and how you heard about us if you tell us. If you tick the box asking for news, we add you to our mailing list.
When you book a Do: your name, email address, phone number, billing address, company, the number of seats you book, any dietary requirements you tell us, whether you used a member discount code, and what you paid.
When you join as a member: your name, email address, phone number, billing address, company, your membership tier and renewal dates, and your personal discount code. Your membership card shows your name, membership and dates (and your photo, if you’ve added one): a partner venue that scans its code sees just those, and whether your membership is current.
Do Points and introductions: the points you earn and use, and, if you introduced someone who joined (or were introduced), who introduced whom.
If you’re a member and fill in our questionnaire: where you’re based, your industry, what you’re interested in, anything you’d like us to know about allergies or diet, and who you’d like to meet.
When you sign in to the members’ area: your email address and member code, to check you’re a member. A cookie keeps you signed in on that device until you sign out.
What you want to hear about: the places you’d like to hear about Do’s in (such as Burton, Derby, Nottingham or Cheltenham) and the kinds of Do you like, which you can choose from the link in our emails. Until you choose, we work out your place from the Do’s you book, what you’ve told us (your town or postcode) and the lists you’re on with us. We use these to send you only the Do’s that suit you, through Mailchimp, and we keep a copy of our mailing list and contact records in our own dashboard so we can see who’s interested in what.
If you book seats for guests: after booking you can tell us who’s coming: each guest’s name, and if you like their email, company and how you know them, plus any dietary needs. We use these to run the Do (the guest list, the venue’s dietary list, and getting in touch about the Do if anything changes). We never add your guests to our mailing list.
If you’re on a corporate membership: the member who holds an Engage or Influence membership can give its cards to colleagues. We keep each colleague’s name and email, and give them their own member code, card and sign-in. The member who holds the membership sees who has a card; taking a card back stops it working straight away.
If you use the members’ community or Member services: what you post and reply, and the details you choose to show (your name, company, what you do and offer, who you’d like to meet, your LinkedIn, and any phone number, website or email you add to your listing). Other signed-in members see these; nobody else does. Your questionnaire answers are never shown there. You can delete your posts, or take yourself out of the members’ list, at any time.
Your photo: if you add one, it shows to other members in the members’ area and on your membership card (including to a partner venue that scans it), and you can remove it at any time.
If you work with us on a Do (as a speaker, host, venue, sponsor, supplier or charity): your contact details and what we’ve agreed, so we can organise it.
If we think you might like to join: if we meet you (at a Do, say), someone introduces you, or you get in touch, we may keep your name, company, role, work contact details and LinkedIn, and short notes of our conversations, so we can follow up about membership.
When you use the website: if you accept analytics cookies, Google Analytics records which pages you visit and how you found us. If you don’t, it isn’t loaded.
Card details: your payment is taken by Stripe. We never see or store your full card number.

Why we use it, and our lawful basis

To run your booking or membership: confirming your place, sending your VAT receipt or invoice, managing renewals and cancellations, and contacting you about the event. This is necessary for our contract with you.
To keep financial records: we keep invoices and payment records because tax law requires us to.
Dietary requirements and allergies: we use these only to make sure you can eat safely at our events, and share them only with the venue. They can reveal information about health or religion, so we only keep them with your explicit consent, which you give when you fill them in. You can withdraw it and ask us to delete them at any time.
Your questionnaire answers: so we can introduce you to the right people and tell you about the Do’s you’ll enjoy. It is in our legitimate interests to use them this way, and you can change or delete them whenever you like.
Website analytics: only with your consent, to understand how the site is used.
To reply to your messages: it is in our legitimate interests to answer people who contact us.
To follow up with people who might like to join: it is in our legitimate interests to keep in touch about membership with business people we’ve met or been introduced to. We keep it to your work details and our conversations, and we stop as soon as you ask.
To organise Do’s with the people we work with: it is in our legitimate interests to keep the contact details of speakers, venues, sponsors, suppliers and charities, and what we’ve agreed with them.
To tell you about future Do’s and membership news by email: if you ask for news (for example by ticking the box on our contact form), because you’ve agreed to it. If you have booked with us or joined, we may also email you about similar events. Every email has an unsubscribe link, and unsubscribing is always free.

We use a small number of trusted services to run the Club. They only use your information on our instructions.

Stripe takes card payments and produces receipts and invoices.
Mailchimp (Intuit) sends our emails and newsletters.
Netlify hosts this website, receives messages sent through our contact form and stores our records (bookings, guest lists, members’ questionnaire answers, messages and notes about people who might join) securely.
GitHub (Microsoft) keeps our website’s files and an encrypted nightly backup of our records, so nothing is lost if something goes wrong.
Google Drive (Google) keeps a second encrypted copy of that nightly backup, for 30 days.
Google (Analytics) measures website visits, only if you accept analytics cookies.
HubSpot holds our contact records.
AI assistants (such as Claude, made by Anthropic) can help our team run the Club, for example by checking a guest list or drafting a Do. When we ask one, it reads what it needs from our dashboard, such as names, companies, bookings and dietary requirements. It can’t see email addresses or phone numbers unless we switch that on, and it can’t send anything, take payments or change your details.
Event venues receive the names on a booking and any dietary requirements, so they can look after you.

Some of these services store information in the United States. Where that happens, the transfer is protected by the UK’s approved safeguards, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

We never sell your information.

How long we keep it

Booking, membership and payment records: six years after the end of the tax year they relate to, as the law requires.
Dietary requirements given at booking: kept with your booking record. Ask us and we will delete them.
Questionnaire answers: while you’re a member, and deleted within a year of your membership ending.
Analytics: Google keeps the data for up to 14 months.
Marketing email list: until you unsubscribe.
Contact form messages: up to two years, unless they lead to a booking or membership.
Notes about people who might join: deleted two years after we were last in touch, or straight away if you ask.
Backups: each backup is kept for up to a year, then deleted. If you ask us to delete your information, it drops out of our backups as they’re replaced.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Where we rely on your consent, you can withdraw it at any time. To use any of these rights, email steve.dixon@thedo.club.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Changes to this notice