Privacy Policy
Last updated: 14th April 2026
1. Who We Are
THOM (The House of Motive) is a private membership community for men in the UK who have chosen to live alcohol-free and are building what comes next.
For the purposes of data protection law, THOM is the data controller responsible for your personal data.
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Legal Entity Name |
The House of Motive Ltd |
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Registered Address |
65 Fen Street, Brooklands, Milton Keynes, England, MK10 7ES |
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Email Address (for data protection and privacy enquiries) |
This privacy policy should be read alongside THOM’s Terms & Conditions and Code of Conduct, which form a part of the broader governance framework of the community.
2. Our Commitment to Privacy
THOM is built on trust, responsibility, and respect. That applies not only to how members treat one another, but also how we collect, use, and protect personal data.
We collect only the information necessary to operate THOM responsibly and run a safe, high-quality community. We do not sell personal data.
This Privacy Policy explains, in clear terms, what information we collect, why we collect it, how it is used, and the choices you have.
3. What Personal Data We Collect
We collect different types of personal data depending on how you interact with THOM.
3.1 Information you provide directly
This includes information you choose to share when joining, onboarding, participating in events, or communicating with us:
- Name
- Email address
- Information shared during onboarding
- Communications with us by email or other channels
- Payment and billing information (processed via secure third-party payment providers)
- Booking information for House Gatherings or THOM Experiences
3.2 Membership and community participation
As a community-based organisation, participation may involve sharing information within group settings.
This may include:
- Attendance at live Zoom sessions
- Participation in the private WhatsApp group
- Information you voluntarily share during discussions, sessions, or community activities
Please note: Information shared within community spaces, such as live sessions or the private WhatsApp group, is visible to other members. You should exercise judgement when deciding what personal information to share.
3.3 Technical and website information
When you use our website, certain technical information may be collected automatically:
- IP address
- Device and browser information
- Pages visited and interactions with our website
- Cookie and analytics data (see section 12)
Some information is provided directly by you, while other information is collected automatically through your use of our website or through the platforms we use to operate THOM.
You are never required to share more than you are comfortable with during community participation. Some information is shared by choice, not by obligation. This does not affect information that is required to establish and manage your membership.
Once information is shared within community spaces, THOM cannot control how other members may use or respond to it. Members are contractually required under the Terms and Code of Conduct to respect confidentiality.
4. How and Why We Use Your Data
We use personal data for the following purposes:
- To establish and manage membership
- To communicate with members and prospective members
- To operate live sessions, events, Digital Platforms, and community spaces in a safe and structured way
- To administer membership access and services
- To process payments and manage recurring billing arrangements
- To administer event bookings and participation in House Gatherings and THOM Experiences
- To enforce membership terms, community standards, and manage cancellations
- To improve how THOM operates and communicates
- To meet legal, regulatory, and administrative obligations
Certain personal data is required in order to establish and manage membership, and to operate THOM effectively. If this information is not provided, we may be unable to establish or manage your membership.
Operational communications relating to membership may be sent by email, WhatsApp, or other Digital Platforms used by THOM. These communications form part of the contractual relationship between THOM and its members and are not marketing communications.
We do not use personal data for automated decision-making or profiling.
5. Lawful Bases for Processing (UK GDPR)
More than one lawful basis may apply depending on how you interact with THOM.
Under UK GDPR, we must have a lawful basis to process personal data. Depending on the context, we rely on one or more of the following:
- Consent - where you have clearly agreed (for example, subscribing to emails or voluntarily sharing information)
- Contract - where processing is necessary to manage membership (including recurring billing), deliver services you have requested, or administer event bookings
- Legitimate interests - where processing is necessary to operate THOM responsibly, fairly, and securely (for example, maintaining a safe community environment, managing membership access, and communicating with members), and where those interests do not override your rights and freedoms
- Legal obligation - where we are required to process data to comply with the law
These lawful bases allow us to run THOM effectively as a structured membership community while ensuring that your data is handled proportionately and with respect for your privacy.
6. Special Category Data
Some information shared with THOM may, depending on the context, constitute special category personal data under UK GDPR. This may include information relating to health, mental wellbeing, religious beliefs, sexual orientation, or other sensitive personal matters voluntarily disclosed during onboarding, participation in community spaces, or direct communications with THOM.
THOM does not seek to collect special category personal data unless it is relevant and necessary in the circumstances, or you choose to share it with us.
Where THOM processes special category personal data, it does so only where a lawful basis under Article 6 UK GDPR and a valid condition under Article 9 UK GDPR applies. This may include your explicit consent where appropriate, or another condition permitted by law.
Sharing sensitive personal information within THOM community spaces is voluntary unless specific information is reasonably required in order to manage membership responsibly, protect individuals, or maintain the integrity of the community.
THOM is not a medical, therapeutic, or recovery service, and does not process health data for diagnosis, treatment, or clinical decision-making purposes.
7. How We Store and Protect Your Data
We take appropriate technical and organisational measures to protect personal data, including:
- Secure systems and access controls
- Limited access to personal data on a need-to-know basis
- Use of reputable third-party service providers
While no system can be guaranteed to be completely secure, we work to maintain a level of protection that is appropriate to the nature of the data we hold.
We also encourage members to take reasonable digital precautions, such as using secure passwords and protecting access to their devices, as part of a shared approach to online responsibility.
In the unlikely event of a personal data breach, we will take appropriate steps in line with our legal obligations.
8. Data Sharing and Third Parties
We share personal data only where necessary to operate THOM effectively, lawfully, and safely.
This may include trusted third-party providers such as:
- Website hosting providers
- Email communication platforms
- Video conferencing services (e.g., Zoom)
- Community messaging platforms (e.g., WhatsApp)
- Digital membership or content platforms (e.g., Kajabi or equivalent)
- Payment service providers
- Event venues, accommodation providers, transport providers, or activity operators where necessary for participation in specific House Gatherings or THOM Experiences
- Professional advisers or service providers where reasonably necessary for legal, operational, safeguarding, or administrative purposes
Depending on the service involved, these third parties may process personal data either:
- On our behalf as data processors; or
- For their own purposes as independent data controllers.
This will depend on the nature of the service they provide and the role they perform.
We select service providers carefully, taking into account their security standards, data protection practices, and compliance with applicable law.
We do not sell personal data and do not permit third parties to use personal data provided by us for their own unrelated marketing purposes.
Where participation in a House Gathering or THOM Experience requires us to share relevant booking or attendance information with a venue, accommodation provider, transport provider, or activity operator, we will do so only where reasonably necessary to administer your participation in that event or experience.
9. International Data Transfers
Some of the third-party services we use to operate THOM may store or process personal data outside the United Kingdom.
This may include services such as WhatsApp, Zoom, Kajabi, email service providers, and other digital platforms used to operate THOM.
Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with UK data protection law. This may include relying on UK adequacy regulations or approved contractual protections, such as the UK International Data Transfer Agreement or standard contractual clauses.
These safeguards are designed to ensure that personal data remains protected to a standard comparable to that required within the UK.
10. Recordings, Community Visibility, and Data
Participation in THOM may involve the use of Digital Platforms and community spaces in which certain personal data is visible to other members.
For example, participation in WhatsApp groups or similar messaging platforms may make your name, profile image, and mobile telephone number visible to other members using the platform. Participation in live calls, events, or community discussions may also involve the sharing of information you choose to disclose in those spaces.
THOM cannot control how other members may use, store, or respond to information visible or shared within community spaces. However, members are contractually required under the Terms and Code of Conduct to respect confidentiality and the appropriate use of personal information.
THOM may record certain calls, sessions, or Activities for purposes such as internal community access, member access to materials, quality assurance, training, administration, or operational continuity. Where recordings are made, they are handled in accordance with applicable data protection law.
THOM may also take photographs or video recordings at House Gatherings or THOM Experiences for community documentation purposes.
Where photographs, videos, or recordings featuring clearly identifiable individuals are intended for marketing or promotional use, THOM will seek separate and explicit consent before using that material for those purposes.
Members who do not wish to appear in recordings or media should notify THOM in advance where possible, and reasonable steps will be taken to accommodate that preference.
Where members provide feedback, reviews, or testimonials, THOM may use anonymised extracts for marketing or promotional purposes unless the member asks us not to do so. Where THOM wishes to use a member’s name, image, or otherwise identifiable information in promotional materials, separate permission will be obtained where required.
11. How Long We Keep Your Data
We keep personal data only for as long as necessary for the purposes outlined in this policy.
Typical retention periods include:
- Membership data: retained for the duration of membership and generally for up to 24 months afterwards in order to manage records, respond to queries, resolve disputes, and meet legal or administrative obligations
- Event booking data: retained for the duration of the event and a reasonable period afterwards for administrative and legal purposes
- Communications: retained for as long as necessary for operational, safeguarding, or legal purposes
When data is no longer needed, it is securely deleted or anonymised.
Retention decisions are reviewed periodically to ensure personal data is not kept for longer than necessary. Certain records may be retained for longer where necessary to comply with legal, accounting, safeguarding, or dispute-resolution obligations, including the establishment, exercise, or defence of legal claims.
12. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Be informed about how your personal data is used
- Access your personal data
- Request correction of inaccurate or incomplete data
- Request deletion of your data (where applicable)
- Restrict or object to certain processing
- Request data portability
- Withdraw consent at any time (where processing is based on consent)
To exercise any of these rights, please contact us using the details provided in Section 15.
We may need to verify your identity before responding to certain requests. We aim to respond to all valid requests within one month, in line with our legal obligations.
We encourage you to contact us first if you have any concerns, and we will do our best to address them promptly and fairly.
You also have the right to raise a concern with the Information Commissioner's Office (ICO).
13. Cookies & Website Analytics
Our website uses cookies and similar technologies to function properly and understand how visitors use the site.
For detailed information about the cookies we use and how we manage them, please see our separate Cookies Policy.
14. Children’s Data
THOM is intended for adults only and does not offer services aimed at individuals under the age of 18.
We do not knowingly collect personal data from anyone under the age of 18. If we become aware that personal data has been provided by a person under the age of 18, we will take appropriate steps to delete it.
15. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in how THOM operates or changes in the law.
Any updates will be dated clearly at the top of this page so that you can see when changes were made. Where changes are material, we will take reasonable steps to make them clearly visible to members.
The most current version will always be available on our website.
16. How To Contact Us
If you have questions about this Privacy Policy or how your personal data is handled, please contact:
We aim to respond clearly and promptly.
