Privacy Policy
The Formation respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect information about you when you use our website or become a member of our community.
This Policy is issued by The Formation, a brand operated from the United Kingdom. We act as the data controller responsible for your personal data.
1. Information We Collect
Information You Give Us
When you sign up as a Formation member, register for an event, or contact us, you may provide:
- Your name (first and last)
- Your email address
- Your city of residence
- Your date of birth (used to confirm you are 18+ and to personalise your experience)
- Optional information you choose to share, including your mobile number if you join our group message community, and your professional background
Information We Collect Automatically
When you visit our website, we may automatically collect limited technical information including your IP address, browser type, device information, and pages visited. This is collected through cookies and similar technologies. See our Cookie Policy for full detail.
2. How We Use Your Information
We use your personal data to:
- Send you our weekly newsletter, The Formation Dispatch
- Notify you about Formation Experiences, events, and membership opportunities
- Manage your membership and respond to your enquiries
- Verify eligibility for our group message community and other member benefits
- Improve our website and member experience
- Comply with legal and regulatory obligations
3. Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases:
- Consent - where you have opted in to receive marketing communications
- Contract - to fulfil our obligations as part of your membership
- Legitimate interests - to operate, improve, and protect our business and community, balanced against your rights
- Legal obligation - where required by law
4. Who We Share Your Data With
We do not sell your personal data. We share limited data only with trusted service providers who help us operate, including:
- Email service providers (Klaviyo) for sending newsletters and event communications
- Event ticketing platforms (Ticket Tailor) when you register for Formation Experiences
- Payment processors (Stripe) if you become a paying Formation Club member, when this launches
- Hosting and analytics providers that help us run the website
All providers are bound by data processing agreements and may only use your data on our instructions.
We may also share information with sponsors and event partners in aggregated, anonymised form (for example, "65% of our community is based in the UK"). We will never share your individual personal data with sponsors or third parties for their own marketing without your explicit consent.
5. International Data Transfers
Some of our service providers may store data outside the UK or European Economic Area, including in the United States. Where this happens, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved under UK GDPR.
6. How Long We Keep Your Data
We keep your data only for as long as necessary:
- Active member data: for as long as your membership is active, plus three years for record purposes
- Marketing data: until you unsubscribe or withdraw consent, after which we retain only what is necessary to honour your opt-out
- Transaction data (for paid members and ticket purchases): seven years, as required by UK tax law
7. Your Rights
Under UK GDPR, you have the right to:
- Request a copy of the data we hold about you
- Correct inaccurate or incomplete data
- Request deletion of your data (the "right to be forgotten")
- Restrict or object to our processing of your data
- Request data portability
- Withdraw consent at any time
- Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk
To exercise any of these rights, contact us at hello@wearetheformation.com.
8. Security
We use appropriate technical and organisational measures to protect your personal data. However, no system is completely secure, and we cannot guarantee the security of data transmitted over the internet.
9. Children
The Formation is intended for adults aged 18 and over. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, please contact us and we will delete it.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above. Material changes will be communicated to members by email.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact:
The Formation
Email: hello@wearetheformation.com