The event organiser, Grief Tending, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
Privacy Notice
Collective Name: GenderQueer Grief
Last updated: 21 July 2026
This notice explains how we collect, use, and protect your personal data when you register for or attend one of our online grief tending spaces. We are committed to handling your information with care, given its personal and sensitive nature.
Since our facilitators are based in the UK and Europe, this notice is issued in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the EU General Data Protection Regulation (EU GDPR) (Regulation (EU) 2016/679).
Scope: This notice applies to everyone who registers for our sessions, wherever they are based. UK GDPR and EU GDPR are separate legal regimes with largely identical requirements; where this notice refers to "GDPR" without qualification, it means both apply equally.
1. Who we are
GenderQueer Grief ("we", "us", "our") is the data controller responsible for your personal data.
- EU Representative: Jana Light
- UK Representative: Skye Blyth-Whitelock
- Contact email: grieftending@proton.me
If you have any questions about this notice or how we handle your data, please contact us using the details above. Please email either Jana or Skye, depending on where you are based (or both of us if you are based outside of these two jurisdictions), addressing the email to the relevant representative in the subject line.
2. What information we collect
When you register to attend one of our sessions, we collect:
- Identity information: your name and gender
- Contact details: email address and phone number
- Qualitative information about your grief and wellbeing, which may include information about the nature of your grief, how you are currently feeling and how well resourced and supported you feel at this time.
This information is collected via a registration/intake form on SmartSurvey and tickets for sessions are issued via Ticket Tailor.
We do not knowingly collect more information than we need to prepare facilitators to hold the space safely and appropriately for you.
3. Why we collect this information and our legal basis
Purpose |
Category of data |
Legal basis (UK/EU GDPR) |
To register you for a session and issue your ticket |
Name, contact details |
Performance of a contract (Art. 6(1)(b)) / Legitimate interests (Art. 6(1)(f)) in administering the event |
To help facilitators prepare and hold the space appropriately and safely for you |
Gender, qualitative information about your grief and wellbeing |
Explicit consent (Art. 9(2)(a)), because this is special category data concerning your mental/emotional wellbeing |
To contact you with information about the session (e.g. joining instructions, changes) or if we have any questions or concerns |
Email, phone number |
Performance of a contract (Art. 6(1)(b)) |
To improve how we run future sessions (in anonymised/aggregated form only) |
Qualitative information |
Legitimate interests (Art. 6(1)(f)) |
Special category data: Information about your grief, emotional state and levels of support may reveal details about your mental or emotional health. This is treated as "special category data" under Article 9 of the GDPR, which requires a stronger legal basis. We rely on your explicit consent, which you provide when completing the registration form. We require this information in order to hold the space safely and to exercise our due diligence. You can withdraw this consent at any time (see Section 8). Where a field is optional, this will be indicated on the form.
4. How we collect your information
We collect your information directly from you through:
- SmartSurvey: used for the registration/intake questionnaire, including the qualitative questions about your grief and wellbeing
- Ticket Tailor: used to issue tickets and manage attendance for the session
- Email correspondence: We may use Proton Mail to communicate with participants and prospective participants. If you email us and choose to share personal or sensitive information, for example, about your emotional state or circumstances, before completing our registration form, we will treat this information with the same care, security, and retention limits described in this notice. We will not use information shared this way for any purpose beyond responding to you and, where relevant, preparing to hold space for you at a session.
All of these are third-party platforms acting as data processors on our behalf. We have chosen providers with appropriate security and data protection safeguards in place.
5. Who we share your information with
- SmartSurvey, Ticket Tailor and Proton Mail, as the platforms used to collect and process your information on our behalf, under data processing agreements
- Facilitators running the specific session you are attending, who need relevant information to hold the space appropriately
- We do not sell your data, and we do not share your information with any other third party for marketing purposes
We will only disclose your information beyond this if required by law, or if necessary to protect the vital interests of you or another person, for example, in a genuine safeguarding or emergency situation.
International transfers
We aim to keep your data within the UK, EU/EEA, or countries recognised as offering an equivalent standard of protection, and to avoid additional transfer safeguards being needed unless the situation changes.
Your data and our processors: SmartSurvey stores data in the UK, Ticket Tailor stores data in Ireland (EU/EEA) and Proton Mail stores data in Switzerland, Germany or Norway. Switzerland benefits from a European Commission adequacy decision, so it is treated as equivalent to the EU/EEA for this purpose. On this basis, none of our current processors require additional transfer safeguards such as Standard Contractual Clauses.
Transfers between the UK and EU/EEA more generally: because we operate across both territories, your data may also move between the UK and EU/EEA directly, for example, if a facilitator based in one country accesses data about a participant based in the other. This is currently permitted without additional safeguards, since the UK government has assessed the EU as offering an adequate level of protection, and the European Commission has adopted a reciprocal adequacy decision for the UK.
If this changes: providers can update their infrastructure or sub-processors over time, and some of our processors may in turn use further sub-processors (e.g. for payments) that are not necessarily UK/EU-based. If we become aware that any processor moves data outside the UK, EU/EEA or an adequate jurisdiction, we will put an appropriate safeguard in place, such as a UK International Data Transfer Agreement or EU Standard Contractual Clauses, before continuing to use that data flow and will update this notice accordingly.
6. How long we keep your information
We keep the personal data collected through registration and the qualitative wellbeing information for up to one month after the event, after which it is permanently deleted from our records and, where possible, from SmartSurvey, Ticket Tailor and Proton Mail.
Accounting and financial records
Separately from the personal data retention periods described elsewhere in this notice, payment records and other financial documentation relating to ticket sales must be retained for longer than one month, in order to comply with tax and accounting law. Our facilitators are individually registered as self-employed in the UK or the Netherlands, so the applicable retention period depends on which facilitator holds the relevant bank account or financial record:
- UK (sole traders): financial records must be kept for at least 5 years after the 31 January submission deadline for the relevant tax year.
- Netherlands: financial and tax records ("administratie") must be kept for at least 7 years, under the Algemene wet inzake rijksbelastingen (AWR).
7. How we protect your information
We take appropriate technical and organisational measures to protect your information, including:
- Using reputable third-party platforms (SmartSurvey, Ticket Tailor, Proton Mail) with their own security safeguards
- Limiting access to your qualitative wellbeing information to the facilitator(s) running your session
- Deleting data promptly in line with the retention period above
8. Your rights
Under UK/EU GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data ("right to be forgotten")
- Restrict how we use your data
- Object to our processing of your data
- Data portability (receive your data in a portable format)
- Withdraw consent at any time, where we rely on consent (this will not affect the lawfulness of processing before withdrawal)
- Lodge a complaint with a supervisory authority
To exercise any of these rights, contact us at grieftending@proton.me. We will respond within one month.
Supervisory authorities: you can complain to the authority most relevant to you, typically the one in the country where you live, work or where the issue occurred.
- UK: Information Commissioner's Office (ICO): ico.org.uk
- EU/EEA: the national data protection authority in your country of residence (e.g. the CNIL in France, the DPC in Ireland, the BfDI in Germany). A full list of EU authorities is available at edpb.europa.eu
9. Consent and how to withdraw it
By completing the registration form, you consent to us collecting and processing the special category information you provide about your grief and wellbeing, for the purpose of preparing facilitators to hold your session appropriately.
You can withdraw this consent at any time by contacting us at grieftending@proton.me. If you withdraw consent before your session, we may not be able to hold appropriate space for you without this information and so may need to cancel your attendance. We will discuss this with you directly.
10. Children's data
Our sessions are intended for adults. We do not knowingly collect data from anyone under the age of 18. If we believe a minor has registered, we will delete their data within 24 hours of learning about their age. If you believe a minor has registered, please contact us so we can remove the relevant data.
11. Changes to this notice
We may update this notice from time to time to reflect changes in our practices or legal requirements. The date at the top of this notice indicates when it was last revised.
12. Contact us
If you have any questions, concerns, or requests relating to this notice or your personal data, please contact us as above, in section 1.