the fifth room

Legal

Privacy Policy

The Fifth Room

Last updated: 17 September 2026

1. Who We Are

The Fifth Room ("we", "us", "our") is a membership community for women, operated by The Fifth Room Organisation Limited, a company registered in England and Wales under company number 17252534. Our registered office address is available via Companies House (find-and-update.company-information.service.gov.uk).

We are the data controller for the personal data described in this policy.

Contact us about privacy matters at: team@thefifthroom.ai

2. What Data We Collect

When you join The Fifth Room, we collect:

Required to create your account:

  • Full name
  • Email address
  • Membership tier selected
  • Payment information (processed securely by our payment provider — we do not store full card details ourselves)

Optional, provided at your discretion:

  • Profession/industry and company or organisation
  • City/location
  • Day and month of birth (no year)
  • How you heard about us
  • What you're hoping to get from membership
  • Dietary requirements or accessibility needs
  • Social media handles

Collected automatically:

  • Website usage data (pages visited, general analytics) via cookies — see our separate Cookie Policy
  • Event attendance and engagement with communications, where relevant

3. Why We Collect It

We only collect what we need to run your membership and make it feel personal:

  • Your name, email, membership tier, and payment details let us set up and manage your account — this is necessary to provide the membership itself.
  • Your birthday (day and month), profession, interests, and location, if you choose to share them, help us personalise your experience, like sending a birthday note or inviting you to events that suit you.
  • Dietary or accessibility needs, if shared, help us look after you properly at in-person events.
  • We use aggregated, anonymised data (never your individual details) to understand our community better and improve what we offer.
  • We keep payment records as required by UK tax and accounting law.

Anything based on your consent (like birthday messages or event invites) can be switched off at any time — see Section 7.

4. How We Use Aggregated Data

We may use anonymised, aggregated data about our membership (e.g. "60% of members work in professional services") to:

  • Present our community to prospective investors, partners, and sponsors
  • Improve our programming and partner offerings

We do not share your individual personal data with investors, partners, or sponsors without your explicit, separate consent.

5. Sharing Your Data

We share personal data with:

  • Service providers who help us operate (e.g. payment processors, our website/database platform, email providers), under data processing agreements
  • Partner organisations, but only where you have explicitly opted in to receive a specific partner offer, and only the minimum data needed for that purpose
  • Legal or regulatory bodies, where required by law

We do not sell your personal data.

6. International Transfers

As we operate and plan to expand internationally (including Singapore and the US), some data may be processed outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or an adequacy decision.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate data
  • Request deletion of your data
  • Restrict or object to certain processing
  • Data portability
  • Withdraw consent at any time (this won't affect processing carried out before withdrawal)

To exercise any of these rights, email team@thefifthroom.ai or update your preferences directly in your account settings.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

8. Data Retention

We keep your personal data for as long as you remain a member, and for a reasonable period afterward to meet legal, accounting, or reporting requirements. You can request earlier deletion at any time, subject to our legal obligations.

9. Security

We take reasonable technical and organisational measures to protect your data, including secure hosting and access controls. No system is completely secure, but we work to minimise risk.

10. Children's Data

The Fifth Room is intended for adults. We do not knowingly collect data from anyone under 18.

11. Changes to This Policy

We may update this policy from time to time. We'll note the date of the latest update at the top of this page, and notify members of material changes.

12. Contact Us

Questions about this policy or your data: team@thefifthroom.ai