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Privacy & Cookie Policy

Last updated: 10 June 2026

1. Who We Are

The Pink Sphere is operated by THE PINK SPHERE LTD.

Company number: 16066080
Registered office: Oak 1 Winnington Hall, Winnington Lane, Northwich, United Kingdom, CW8 4DU
Email: info@thepinksphere.com

For the purposes of UK data-protection law, THE PINK SPHERE LTD is the controller of personal information described in this policy unless stated otherwise.

2. What This Policy Covers

This policy explains how we collect, use, store, and share personal information when you:

  • visit our website;

  • create an account;

  • fill out a form;

  • register for an event;

  • purchase a ticket or programme;

  • join a membership;

  • join an optional WhatsApp group;

  • attend a live or recorded event;

  • book a Mini Expert Session;

  • apply for Inner Circle Membership;

  • subscribe to The Pink Letter;

  • contact us; or

  • otherwise interact with The Pink Sphere.

3. Personal Information We May Collect

Depending on how you use The Pink Sphere, we may collect:

Identity and Contact Details

  • name;

  • email address;

  • telephone number;

  • billing address;

  • country or region;

  • account details;

  • social-media handle where provided; and

  • communication preferences.

Purchase and Payment Information

  • services purchased;

  • booking dates;

  • payment status;

  • transaction reference;

  • refunds;

  • billing information; and

  • payment-method type.

Payments are processed through payment providers. We do not normally receive or store your full card details.

Membership and Booking Information

  • membership type;

  • subscription status;

  • renewal date;

  • event registrations;

  • attendance;

  • Mini Expert Session details;

  • reschedule history;

  • programme progress where applicable; and

  • support requests.

Communications

  • emails;

  • form submissions;

  • customer-service messages;

  • feedback;

  • reviews;

  • survey responses; and

  • communications you choose to send us.

Event Information

For recorded events, we may collect:

  • display name;

  • video image;

  • voice;

  • chat messages;

  • questions;

  • comments;

  • shared-screen content; and

  • other contributions made during the recording.

Coffee Meets and The Panic Room Live sessions are not recorded by The Pink Sphere.

WhatsApp Group Information

If you voluntarily join a WhatsApp group, your phone number, profile name, profile photograph, status information, and group messages may be visible to other participants.

Professional Information

If you apply for or join Inner Circle Membership, we may collect:

  • professional biography;

  • contact details;

  • business information;

  • website details;

  • professional categories;

  • languages;

  • qualifications;

  • experience;

  • insurance details;

  • profile image;

  • application responses;

  • onboarding information; and

  • information needed to administer your membership.

Website and Technical Information

When you use our website, we may collect:

  • IP address;

  • browser type;

  • device type;

  • general location derived from IP address;

  • cookie identifiers;

  • site interactions;

  • referral source;

  • website analytics; and

  • technical logs.

4. Please Avoid Sharing Unnecessary Sensitive Information

Some discussions may touch on personal wellbeing, confidence, relationships, stress, or life experiences.

Please do not share sensitive information unless it is necessary and you are comfortable doing so.

Where we intentionally request information that is treated as special-category data under data-protection law, we will identify an appropriate legal condition and provide additional information where required.

Private community sessions are not a suitable place to disclose information that could place you or another person at risk.

5. Why We Use Personal Information

We may use personal information for the following purposes:

PurposeTypical lawful basis

To create and manage your accountPerformance of a contract or steps requested before entering a contract

To process purchases, subscriptions, and bookingsPerformance of a contract

To send confirmation emails, reminders, Zoom links, receipts, and service messagesPerformance of a contract

To administer memberships and community spacesPerformance of a contract and our legitimate interests in operating the platform

To provide programme access and digital resourcesPerformance of a contract

To share booking details with a selected Mini Expert Session expertPerformance of a contract

To respond to enquiries and support requestsPerformance of a contract, steps requested before entering a contract, or legitimate interests

To run optional WhatsApp groupsYour choice to join the group and our legitimate interests in operating community spaces

To record and provide workshop or educational-event replaysPerformance of a contract and our legitimate interests in providing the stated service

To send The Pink Letter and marketing emailsConsent or the customer soft opt-in where permitted by law

To analyse website use using non-essential cookiesConsent

To maintain security and prevent misuseLegitimate interests and, where relevant, legal obligations

To maintain financial and tax recordsLegal obligations and legitimate interests

To manage Inner Circle applicationsSteps requested before entering a contract and legitimate interests

To establish, exercise, or defend legal claimsLegitimate interests and legal obligations

Where we rely on legitimate interests, we consider whether our use is necessary, proportionate, and balanced against your rights.

6. Essential Emails

When you register, purchase, or join a service, we may send administrative emails necessary to provide it.

These may include:

  • booking confirmations;

  • Zoom links;

  • reminders;

  • payment receipts;

  • schedule changes;

  • programme-access information;

  • membership administration;

  • security messages; and

  • necessary follow-up relating to a booking.

These are not marketing emails.

7. The Pink Letter and Marketing Emails

We may send The Pink Letter and other relevant marketing emails where:

  • you have actively opted in; or

  • we are permitted to contact you under an applicable customer soft opt-in rule.

You may unsubscribe at any time using the unsubscribe option in the email or by contacting info@thepinksphere.com.

If you unsubscribe, we may retain a minimal suppression record so that we can respect your request and avoid sending further marketing emails.

Unsubscribing from marketing does not prevent us from sending essential administrative emails relating to services you have booked, purchased, or joined.

8. Mini Expert Sessions

When you book a Mini Expert Session, we share the information reasonably required to provide that session with the selected independent expert.

This may include:

  • your name;

  • email address;

  • telephone number where needed;

  • booking details;

  • session date;

  • reschedule information; and

  • information you have provided that is relevant to the appointment.

The expert may contact you for scheduling, rescheduling, access instructions, and necessary communication relating directly to the Mini Expert Session.

The expert must not add you to a marketing list or send unrelated promotional messages without separate permission.

If you choose to continue working with the expert after the Mini Expert Session, that relationship is arranged directly with the expert. The expert’s own terms and privacy policy will apply.

9. Recorded Events

Certain workshops, educational events, and programme sessions may be recorded for replay access and educational use.

Where an event will be recorded, we will provide notice through the listing, confirmation email, reminder email, or an announcement at the start of the event.

A participant who does not wish to appear in a recording should remain muted, keep their camera switched off, and avoid posting identifiable information in the public chat.

Where reasonably possible, recordings will focus on the speaker or presentation.

We will not intentionally use an identifiable participant’s contribution as a promotional testimonial or marketing clip without separate permission.

Coffee Meets and The Panic Room Live sessions are not recorded by The Pink Sphere.

10. WhatsApp Groups

Some services include an optional WhatsApp group.

When you join a group, other members may see your:

  • phone number;

  • profile name;

  • profile photograph;

  • status information; and

  • group messages.

Joining is voluntary. Do not join if you do not want your phone number to be visible to other members.

WhatsApp is operated independently. Its own terms and privacy practices apply.

You may leave a group at any time. Messages you have already posted may remain visible to participants or stored on their devices.

Other participants are prohibited from harvesting phone numbers, sharing screenshots, or using group information for unsolicited marketing. However, we cannot fully control the actions of every participant.

11. Who We May Share Information With

Where necessary, we may share personal information with:

  • Wix and website-service providers;

  • payment processors;

  • Apple Pay;

  • Google Pay;

  • PayPal;

  • Klarna;

  • Clearpay or Afterpay;

  • Zoom or other video-conferencing providers;

  • WhatsApp and its provider;

  • email-delivery and newsletter platforms;

  • analytics providers where you have consented to relevant cookies;

  • independent experts where you book a Mini Expert Session;

  • professional advisers, such as accountants or legal advisers;

  • contractors supporting our operations under appropriate confidentiality arrangements;

  • regulators, courts, law-enforcement bodies, or authorities where legally required; and

  • a purchaser, investor, or successor where the business is restructured or transferred, subject to appropriate safeguards.

When you voluntarily join a WhatsApp group, certain information is also visible to other group members.

12. Independent Experts

Experts featured through The Pink Sphere operate independently.

When an expert processes information for their own external service after a Mini Expert Session, they are responsible for explaining how they use your information.

Please review the expert’s own privacy policy before purchasing or continuing with an external service.

13. International Transfers

Some providers may process personal information outside the United Kingdom.

Where required, we take reasonable steps to ensure that appropriate safeguards are used for international transfers in accordance with applicable data-protection law.

Third-party providers may also process information under their own terms and privacy policies.

14. How Long We Keep Personal Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, security, and dispute-resolution requirements.

Typical retention periods include:

Type of informationTypical retention approach

Purchase, payment, and financial recordsNormally retained for up to six years or longer where legally required

Active-account informationRetained while the account is active and reviewed after inactivity

Membership recordsRetained during membership and for a reasonable period afterwards

Mini Expert Session booking recordsRetained for administration, disputes, financial records, and legal requirements

Marketing preferencesRetained until you unsubscribe; a minimal suppression record may then be retained

General enquiriesNormally retained for up to two years unless a longer period is necessary

Unsuccessful Inner Circle applicationsNormally reviewed and deleted or minimised after a reasonable period, usually within 12 months unless permission is given to retain them longer

Inner Circle member recordsRetained during the professional relationship and afterwards where necessary for legal, accounting, or compliance purposes

Event recordingsRetained for as long as reasonably needed for the stated replay or educational purpose and reviewed periodically

WhatsApp messagesControlled partly by WhatsApp and participants’ own devices; messages may remain after you leave a group

Cookie informationRetained according to the relevant cookie duration and your preferences

We may retain information longer where necessary for a legal claim, regulatory requirement, complaint, safeguarding concern, or ongoing dispute.

15. Security

We take reasonable organisational and technical measures to protect personal information.

However, no website, email system, WhatsApp group, or online platform can be guaranteed to be completely secure.

You are responsible for protecting your account credentials and using your own judgement before sharing personal information in a community setting.

16. Your Rights

Depending on the circumstances, you may have the right to:

  • request access to your personal information;

  • ask us to correct inaccurate information;

  • ask us to delete certain information;

  • ask us to restrict processing;

  • object to certain processing;

  • request data portability where applicable;

  • withdraw consent where processing relies on consent; and

  • complain to a data-protection regulator.

Some rights are not absolute and may depend on the circumstances.

To exercise a right, email info@thepinksphere.com.

We may need to verify your identity before responding.

17. Complaints

If you are concerned about how we use your personal information, contact us first at:

info@thepinksphere.com

You also have the right to raise a concern with the UK Information Commissioner’s Office.

18. Children

Unless clearly stated otherwise, accounts, purchases, memberships, interactive live sessions, community spaces, and WhatsApp groups are for adults aged 18 or over.

We do not knowingly offer these services to children.

19. Third-Party Links

Our website may link to external websites or expert-owned platforms.

We are not responsible for the privacy practices of third-party websites. Please review their privacy policies before providing information.

20. Changes to This Privacy Policy

We may update this policy where services, technology, or legal requirements change.

The latest version will be published on our website with the updated date.

Cookie Policy

21. What Cookies Are

Cookies and similar technologies are small files or identifiers used when you visit a website.

They can support website functionality, security, preferences, analytics, and marketing.

22. Types of Cookies We May Use

Strictly Necessary Cookies

These cookies are needed for core website functions, such as:

  • security;

  • account login;

  • checkout;

  • fraud prevention;

  • shopping-cart functionality; and

  • remembering privacy preferences.

These cookies do not normally require optional consent where they are strictly necessary to provide the service you requested.

Functional Cookies

These cookies support enhanced functionality and preferences.

Where required, they will be used only after you provide consent.

Analytics Cookies

These cookies help us understand how visitors use the site so we can improve pages, navigation, and content.

Where required, analytics cookies will be used only after you provide consent.

Marketing Cookies

These cookies may support advertising, campaign measurement, or personalised marketing.

Where required, marketing cookies will be used only after you provide consent.

23. Cookie Choices

When you visit the website, you will be given a choice regarding non-essential cookies through the cookie banner or preference centre.

You should be able to:

  • accept optional cookies;

  • reject optional cookies; and

  • update your preferences.

Strictly necessary cookies may still operate because they are required for core website functions.

24. Third-Party Cookies

Some third-party services may place cookies or similar technologies when enabled, such as website tools, analytics tools, payment functions, embedded media, or social features.

The active cookies may change when website features are updated.

The cookie banner and preference centre should be treated as the most current list of cookies enabled on the website.

25. Contact

For questions about privacy or cookies, contact:

THE PINK SPHERE LTD
Email: info@thepinksphere.com
Registered office: Oak 1 Winnington Hall, Winnington Lane, Northwich, United Kingdom, CW8 4DU
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