M3 Job Club Privacy & Data Protection Guide
Last updated: December 2025
What is this guide for?
M3 Job Club is committed to protecting your personal data and handling it responsibly, transparently, and in line with UK GDPR and the Data Protection Act 2018. This guide explains what information we collect, why we collect it, how we use it, and the rights you have over your data.
What data do you collect and what do you use it for?
We collect personal data to help us plan, organise, and run the day‑to‑day operations of M3 Job Club. This includes running weekly sessions, providing additional services (such as CV reviews, mock interviews, and buddy days), managing membership and subscriptions, organising events, communicating updates, and capturing photography or video for internal use and, with consent, external promotion.
We never sell your data or share it for third‑party marketing.
Photography, video and promotional use
We sometimes take photos or record video at M3 Job Club events. Your identifiable image will only be used for external promotional purposes (such as our website or social media) if you have explicitly opted in.
You may withdraw your consent at any time. We will stop using your image in future materials and will remove it from our website and social channels where reasonably possible. Withdrawal does not affect any use that took place before you withdrew consent.
By giving consent, you confirm that you understand you may withdraw it at any time.
Members: data we collect
When you join M3 Job Club, or during your membership, we may collect:
- Name
- Email address
- Phone number
- Address
- Emergency contact details
- Optional demographic information (such as age or gender)
- Photos or video (with consent)
We use this information to manage your membership and run our activities.
Mailing list subscribers
If you sign up to receive updates, we will ask for your email address. We use it to send you information about upcoming events, weekly sessions, news, and opportunities. You will only receive M3 Job Club content. Every email includes an unsubscribe option.
Event recordings and YouTube hosting
Some sessions may be recorded for internal purposes such as training, quality assurance, or member access to missed sessions. You will always be told when a session is being recorded.
If a recording is shared externally (for example, on YouTube), this will only happen with your explicit consent.
Please note:
- YouTube (Google LLC) processes data independently of M3 Job Club.
- Google may transfer data outside the UK/EU.
- You retain full GDPR rights, including the right to withdraw consent.
If you withdraw consent, we will remove your identifiable data from future use. Existing YouTube content may remain subject to Google’s retention policies.
Non‑members at public events
At public or ticketed events, photography or recording may capture both members and non‑members. Promotional use of identifiable images of non‑members will only happen with explicit opt‑in consent.
If you prefer not to appear in promotional materials, you may notify us before or during the event. We will take reasonable steps to respect this preference.
Non‑members also retain full GDPR rights.
Presenters and facilitators
If you deliver a session for M3 Job Club, we may collect your name, contact details, professional biography, session materials, consent preferences for recording and sharing, and any accessibility or logistical requirements.
Presenters receive clear guidance before their session covering recording, use of materials, accessibility expectations, GDPR‑compliant content, and restrictions on sharing member contributions. Recordings are only made with presenter's consent.
Purchases, merchandise and donations
If you buy event tickets, merchandise, or make a donation, we collect the information needed to process your transaction. This data is used only for administration and not for marketing unless you separately opt in.
Website visitors and cookies
When you visit our website, we collect anonymous analytics such as visitor numbers, page views, and device information. Cookies help the site function, for example, by allowing members to log in to the members‑only area.
We also use anonymised Google Analytics cookies to understand how people use the site. You can disable cookies in your browser, though some features may not work.
Lawful bases for processing
We process personal data under the following lawful bases:
- Consent – mailing lists, promotional photography, external recordings
- Contract – membership administration, event bookings
- Legitimate Interests – running sessions, improving services, internal training
- Legal Obligation – safeguarding, charity governance
How we keep your data secure
We use appropriate technical and organisational measures to protect your data, including password‑protected systems, restricted access, and secure third‑party platforms.
We do not collect or process special category data. Photographs and video are used only for identification, documentation, or promotional purposes and are not processed using biometric technology.
How long we keep your data
We review all data at least every two years. If you withdraw consent (for example, by unsubscribing), we may keep limited information for up to two years to record that withdrawal. Recordings are kept only as long as operationally necessary and in line with consent.
Your GDPR rights
You have the right to be informed, the right of access, the right to rectification, the right to object, the right to erasure, the right to restrict processing, and rights related to portability and automated decision‑making (where applicable).
You can make a request through our Contact page. We will respond within one month.
Children’s data
We do not knowingly collect or store personal data about children under 13.
Changes to this policy
If we update this policy, we will post the changes here. If the changes are significant, we may also email affected individuals. Where required by law, we will ask for renewed consent.
