Privacy Policy

Privacy Policy: for members of Men's Circle.

Contact details

• Company Name: MENS CIRCLE CIC
• Contact Name: Mr. Pasco Ashton, Company Director.
• Business Address: The Workshop, Suite 5 Cherrytree, Union Road, Sheffield, S11 9EF
• E-mail: admin at menscircle dot club

The type of personal information we collect

We currently collect and process the following information:

• How you found us, first name, last name, email address, phone number, age, motivations to join a circle, mental health conditions, neurodiversity or specific needs, what else you're interested in.
• Previous relevant experience, time and day availability, are you a dad.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Via one of our sign-up forms. These are hosted on GoHighLevel (our customer-management system, which also sends our emails) and on Typeform.
• When you arrive at one of those forms through a link on this website, the link carries a short label saying which page or button you came from, and which campaign brought you to us. That label is stored with your enquiry so we know what is working. It says nothing about you personally.

We also receive personal information indirectly, from the following sources in the following scenarios:

• If you make a payment via our forms for a membership, we receive your full name and full address via Stripe.

We use the information that you have given us in order to: add you to our WhatsApp Community, contact you via email, locate you, add you to our newsletter, understand your motivations and make sure we are reaching a diversity of different men.

We hold your information so that we can contact you and best serve you as a member of our community.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• Your consent. You are able to remove your consent at any time. You can do this by contacting admin at menscircle dot club.
• We have a contractual obligation.
• We have a legal obligation.
• We have a vital interest.

We will never pass on any of your information to third parties without your explicit consent.

How we store your personal information

• Your information is securely stored within cloud storage, GoHighLevel, WhatsApp, Typeform and Mailchimp.
• GoHighLevel is our customer-management system. It holds the details you give us on our sign-up forms, a record of the emails and messages we send you, and where you are with us (for example, whether you are on a free trial or a member). Only Men's Circle team members can log in to it.
• If you have a membership with us we keep your personal details indefinitely, unless you request to have them removed.

How we manage your data

• Your data is managed within a secure Gsuite, accessed only by Men's Circle team members, and the integrated GoHighLevel and Typeform data management systems.
• We will only use your data to create, improve and create strategies around Men's Circle services. Your data stays within the services named in this policy, and will not be used externally for any promotional or other purposes.

How we use AI (ChatGPT)

Our team uses ChatGPT, made by OpenAI, to help with everyday work such as drafting messages and organising information. We use it through a private company account on OpenAI's business plan, not through personal accounts. On that plan:

• OpenAI does not use anything we put into ChatGPT to train or improve its AI models. Business accounts are excluded from training by default (see OpenAI's business data commitments).
• The account is private to the Men's Circle team. Our conversations are not visible to other OpenAI customers or to the public.
• We keep personal details out of ChatGPT wherever we can. We never put in the sensitive information you share with us, such as anything about your mental health or specific needs.
• ChatGPT never makes decisions about you. Anything it helps with is checked and decided by a person on our team.

GoHighLevel and OpenAI are based in the United States. They process data on our behalf under their data-processing terms, which include the safeguards UK data protection law requires when data is handled outside the UK.

Cookies and analytics

Our website uses cookies and similar technologies to understand how visitors use the site so that we can improve it. These are not essential to the website working, so we only use them with your consent. When you first visit, a banner lets you accept or reject. None of the cookie-based analytics below loads until you accept; if you reject or ignore it, none of it runs. You can change your mind at any time by clearing this site's cookies in your browser.

The one exception is Vercel Web Analytics, from Vercel, the company that hosts this website (see Vercel's privacy policy). It counts page views so that we know how many people visit and which websites sent them. It stores nothing on your device: no cookies and no similar technologies. It recognises a visit only from an anonymous code that Vercel creates from your request and discards every day, so it can't follow you between days or across other websites, and it doesn't identify you. Because nothing is stored on your device it doesn't need the cookie banner, and it runs whether or not you accept. We rely on our legitimate interests in understanding how many people use the site, and you can ask us about it or object using the contact details at the top of this page.

When you consent, we use the following tools, purely to see which pages and sections are used so that we can improve the site:

• Google Analytics, provided by Google (see Google's privacy policy).
• PostHog, a product-analytics tool hosted in the European Union (see PostHog's privacy policy). With PostHog we also use session replays and heatmaps, which record how visitors move around and interact with a page, such as clicks and scrolling.

Through these tools we may collect: pages viewed, links and buttons clicked, how far you scroll, general device and browser information, and your approximate location (estimated from your IP address, which we do not store in full).

To protect your privacy:

• In session replays, every form field is masked, so we never record anything you type.
• Our sign-up forms, where we ask for personal and sensitive details, are hosted on GoHighLevel and Typeform, off this website, so analytics and session replays never see them.
• We use this data only to improve Men's Circle. It is never sold, and never shared beyond the providers named above.

The lawful basis we rely on for these analytics cookies is your consent, as required by UK GDPR and the Privacy and Electronic Communications Regulations (PECR). You can withdraw it at any time via the cookie banner or by clearing this site's cookies.

Your data protection rights

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing

You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at admin at menscircle dot club if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us via admin at menscircle dot club.

We are registered with the ICO. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO's address:

• Helpline number: 0303 123 1113
• ICO website: https://www.ico.org.uk