myLifePool (“myLifePool”, “we”, “us” or “our”) operates the myLifePool online community and platform, including our website at mylifepool.co.uk and all local community subdomains (for example, harrogate.mylifepool.co.uk), together with related services, event bookings and communications.

This privacy notice explains how we collect, use, store, share and protect your personal data. It applies to all users of our services, including public website visitors, event ticket purchasers, registered paid community members, and individuals who contact us.

1. Who is responsible for your information?

We do not have a separate Data Protection Officer. For any questions regarding your personal data or this notice, please contact us directly at the email address above.

2. Scope and services covered

This notice covers our public website, our event ticketing features, the private community platform, and all subdomains across the myLifePool network.

3. The information we collect

The personal data we collect depends on how you interact with our platform:

• Public Website Visitors: Technical log data such as IP address, browser type, device information, access timestamps and security logs.
• Event Customers & Ticket Buyers: Name, email address, telephone number (if provided), ticket quantities and billing details when purchasing event tickets. Payment card details are processed directly and securely by Stripe; we do not store full payment card numbers.
• Registered Community Members: Name, username, email address, password, profile photograph, biographical information, personal interests, subscription status and ongoing community activity.
• Private Messages: Messages exchanged directly between registered community members through the internal platform messaging tool.
• Safety & Moderation Information: Records of reports submitted regarding suspected misconduct, abuse, rule breaches, and associated moderation actions.

4. Profile and content visibility

• Public Website & Event Pages: Public-facing content, event listings and general information are visible to anyone visiting the website.
• Community Platform & Member Profiles: Member directories, user profiles, internal group discussions, activity feeds, posts and comments are strictly private. They are visible only to verified paid members and platform administrators, and are not accessible to the general public or non-member ticket buyers.

5. Event bookings and ticket sales

Both members of the general public and registered members can purchase tickets and register for events. We use your booking details to process your transaction, issue tickets and receipts, manage attendance lists, and communicate essential updates relating to the event. Payments are handled securely via Stripe.

6. Private messaging

Private messaging is enabled between registered members. Authorised staff and administrators (a mix of employees and designated moderators) may access private message threads strictly where necessary for routine technical administration, server maintenance, or investigating specific reports of abuse or policy breaches. Messages are retained at the user’s discretion and can be deleted by members at any time.

7. Interests and sensitive information

Members may voluntarily add personal interests to their profile to help discover relevant topics and events. If you choose to disclose sensitive information (such as health conditions or personal circumstances) within your profile or posts, you do so voluntarily. We use this information solely to present relevant community content to you, and it remains protected within the paid-member area.

8. Lawful bases for processing

Under UK data protection law (UK GDPR), we rely on the following lawful bases:

• Performance of a Contract: To manage event bookings, issue tickets, provide event access, and administer paid membership subscriptions.
• Legitimate Interests: To operate a secure website, maintain community safety, investigate abuse, respond to enquiries, and protect our platform.
• Legal Obligations: To maintain accurate tax and accounting records, and to comply with statutory legal requirements.

9. Who we share your information with

• Administrators and Paid Members: Member profiles, comments and activity are visible to other verified members and site administrators in accordance with platform visibility settings.
• Cloudways (Hosting Provider): Our website, databases and backups are hosted on Cloudways servers located in London, UK.
• Stripe (Payment Gateway): Payment processing for memberships and event ticket sales is handled by Stripe. Stripe acts as an independent controller for transaction verification, tax compliance and regulatory record-keeping. View Stripe’s Privacy Policy.
• Authorities or Legal Advisers: Where required by law, court order, or to protect the vital interests and safety of individuals.

We do not sell or rent personal information to third parties.

10. International transfers

All platform data, databases and backups are hosted on London-based servers in the United Kingdom. We do not transfer personal data outside the UK.

11. Cookies and tracking

For details on the cookies we use and how to manage your preferences, please see our Cookie Policy.

12. Data retention and deletion

• Member Accounts & Community Content: Deleted permanently upon account deletion or upon a verified erasure request.
• Private Messages: Retained at the user’s discretion and deleted permanently when removed by the user or upon account closure.
• Event Booking Records: Retained as necessary to administer the event, handle post-event enquiries, and subsequently archived or deleted.
• Payment & Financial Records: Retained securely by Stripe in accordance with statutory tax and financial reporting requirements (typically 6 years), independent of myLifePool account status.

13. Your rights under UK GDPR

Under UK data protection law, you have rights including the right to access your personal data, rectify inaccuracies, request erasure of your data, object to or restrict processing, and lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

To exercise any of these rights, please contact info@mylifepool.co.uk.

14. Security

We protect personal information using HTTPS/TLS encryption, strong password policies, two-factor authentication, role-based access controls, encrypted backups, malware/spam protection, regular software updates, security monitoring, and staff confidentiality agreements.

15. Children

myLifePool membership and event ticket purchases are intended for individuals aged 18 and over. We do not knowingly collect personal data from children.

16. Related policies

This notice should be read alongside our Terms and Conditions and Cookie Policy.