Who we are

The Room is a leadership development programme offering curated men's groups and one-on-one coaching. We are operated by [FULL LEGAL COMPANY NAME — e.g. The Room GmbH], registered in Zurich, Switzerland.

Registered address: [YOUR FULL REGISTERED ADDRESS, ZURICH] Contact email: info@theroom.com[VAT/UID number: CHE-XXX.XXX.XXX — include if registered, delete if not]

What data we collect and why

We collect personal data in the following situations:

When you submit an enquiry or contact form We collect your name, email address, and any information you share in your message. We use this to respond to your enquiry and assess whether The Room is a good fit for you. The legal basis is legitimate interest.

When you book a discovery call We collect your name, email address, and availability through our booking tool (Calendly). We use this to schedule and confirm your call with Ivo. The legal basis is legitimate interest and pre-contractual steps.

When you join The Room as a participant We collect your name, email address, company, role, and any information shared during the intake process. We use this to place you in the right group, communicate programme details, schedule sessions, and process payment. The legal basis is performance of a contract.

When you make a payment Payment details are processed directly by Stripe, our payment provider. We do not store your card details. We retain records of transactions for accounting and legal compliance purposes. The legal basis is legal obligation.

When you visit our website We collect anonymised data about how visitors use our site (pages visited, time on site) through Squarespace's built-in analytics. We also set cookies — see the Cookies section below.

When we reach out to you directly If we contact you through LinkedIn or email as part of our outreach, we hold your name, professional role, company, and contact details in our CRM. The legal basis is legitimate interest — we believe our service may be relevant to you based on your professional background.

Who we share your data with

We use a small number of trusted third-party tools to operate The Room. Each acts as a data processor on our behalf and has agreed to handle your data securely in accordance with applicable law:

  • Squarespace — our website platform (hosts our site and processes contact form submissions)

  • Stripe — our payment processor (handles all payment transactions)

  • Calendly — our booking tool (manages discovery call scheduling)

  • Airtable — our CRM (stores contact and participant information internally)

  • [EMAIL PROVIDER — e.g. Mailchimp / Gmail / other] — used to send programme communications

We do not sell your data. We do not share your data with any other third parties except where required by law.

How long we keep your data

We keep your data only as long as necessary:

  • Enquiries that did not proceed — contact details are deleted after 12 months of inactivity

  • Participant data — retained for the duration of your programme and for [7] years afterward, as required by Swiss accounting law

  • Payment records — retained for [10] years in accordance with Swiss commercial law [adjust if your accountant advises differently]

  • Prospecting data (CRM) — deleted after 12 months if no engagement

You can request deletion of your data at any time — see Your Rights below.

Your rights

Under Swiss data protection law (nDSG) and EU GDPR (which applies to EU residents), you have the right to:

  • Access the personal data we hold about you

  • Correct any inaccurate or incomplete data

  • Delete your data (the "right to be forgotten"), subject to legal retention requirements

  • Restrict or object to how we process your data

  • Portability — receive your data in a structured, machine-readable format (EU residents)

  • Withdraw consent at any time, where processing is based on consent

To exercise any of these rights, email us at info@theroom.com. We will respond within 30 days.

If you are based in Switzerland and believe we have handled your data unlawfully, you may lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) at www.edoeb.admin.ch. If you are based in the EU, you may contact your local data protection authority.

Cookies

Our website uses cookies — small files stored on your device — to make the site function and to understand how it is used.

Essential cookies are required for the website to work. They cannot be switched off.

Analytics cookies help us understand how visitors interact with our site so we can improve it. These are only set with your consent.

Marketing cookies[include this line if you run any advertising — delete if not] allow us to measure the effectiveness of our marketing. These are only set with your consent.

You can manage your cookie preferences at any time using the cookie settings banner on our website, or by adjusting your browser settings. Note that disabling cookies may affect how parts of the site function.

Data security

We take reasonable technical and organisational steps to protect your personal data against unauthorised access, loss, or disclosure. Access to our CRM and internal systems is restricted to authorised team members only.

In the event of a data breach that poses a significant risk to you, we will notify the relevant authorities within 72 hours and inform affected individuals as required by law.

International data transfers

Some of our third-party tools (including Squarespace, Stripe, Calendly, and Airtable) are operated by US-based companies. Where your data is transferred outside Switzerland or the EU, these companies are required to maintain appropriate safeguards — typically through Standard Contractual Clauses (SCCs) or equivalent mechanisms approved by the relevant authorities.

Changes to this policy

We may update this policy from time to time. When we do, we will update the date at the top of this page. We encourage you to review it periodically.

Contact

For any questions about how we handle your data:

The Room [FULL REGISTERED COMPANY NAME][REGISTERED ADDRESS, ZURICH]info@theroom.com