Privacy Policy

This is the privacy policy for The Room. It covers our website at theroom.vip, the information we hold about the people who attend our events, and The Room Community App on iOS and Android. One policy, written to be read rather than skimmed past.

Where something applies only inside the app, we mark it like this:

In the app: an app-specific note lives in a box like this one.

We are The Room Events LLC. We hold some of your information so we can invite you to the right things, run our events, and (if you’re in the app) keep the conversations going between them. This page is the honest account of what we hold, why, who else touches it, and what you can ask us to do with it.

If something here is required by law, we say so plainly. If something is a choice we made, we tell you that too. We err on the side of protecting the conversation, and that includes protecting you.

1. What this policy is

This is a plain explanation of how The Room handles your personal information across everything we do.

“We” and “us” mean The Room. “You” means you, whether you’re browsing our site, attending an event, or signing in to the app. When we say “members,” we mean the people admitted to the Community App specifically.

Where the law makes us be precise, we are precise. The rest of the time we keep it short. If you have a question this page does not answer, the contact section at the bottom is a real inbox.

2. Who we are and who’s in The Room

The Room is a private community for senior marketing leaders, partners, and speakers. We run curated leadership summits, intimate dinners and soirées, and a Cannes presence. Our website is how most people first find us. Our events are where the relationships start.

In the app: everyone in the Community App has been admitted personally. Most members joined through an event, a summit, a dinner, a soirée. Some are partners who underwrite our work. A small number are guest marketers who haven’t yet landed a current seat but who belong in the room. Nobody self-registered. That’s the whole point. The Community Guidelines explain the rest of how the room works.

3. What data we collect

We collect what we need to do our job, and not much beyond it. Here is the full picture, by where it comes from.

When you reach out or apply through the website

Your name
Your work email
Your company and title
Your LinkedIn URL, if you share it
Which cities, events, or sessions you’re interested in
Whether you’re attending as someone’s guest
Anything you choose to tell us in a free-text field

When you attend an event

The fact that you attended, and which events
Your RSVPs
Any dietary or accessibility needs you share with us so we can host you well

Your member record (from Salesforce)

Your history with Room events
Your tier and any access flags on your account
Your Salesforce contact ID and member ID

Automatically, when you use our website

Your IP address, browser type and version, and device type
The pages you visit, and the time and date of your visit
Standard server and diagnostic data

In the app: the app collects a fuller set, because it does more.

Identity: name, work email, member ID, Salesforce contact ID.

Profile: title, company, headshot, bio, home market.

Things you create: posts in rooms, direct messages (including any photo attachments), reactions, RSVPs to events, tentpole submissions, and flags you raise.

Device and technical: iOS or Android version, the app build number, your push notification token, your IP address (for security and abuse detection only), and your device timezone (used only to do the quiet-hours math on notifications).

Usage and diagnostics: which features were used, when, and by which member; crash reports; and a short internal debug log of recent app events, kept to help us troubleshoot support issues.

4. What we don’t collect

The shortest list is the honest one.

No precise location. We do not ask for or use GPS.
No health data.
No financial data and no payment information. We do not take payments in the app.
No race, ethnicity, gender, religion, or orientation collected by us.
No browsing history from outside our own site and app.
No data from minors. Our events and the app are for adult professionals. If we find a minor’s account, we delete it.

5. How we collect it

A few ways, and that is all of them.

You give it to us. When you fill out a form, RSVP to an event, set up your app profile, or post in a room, that information comes from you.
It comes in automatically. When you visit the site or use the app, we pick up the technical and usage data described above. This is the routine stuff that lets things run and lets us fix them when they break.
Salesforce hands it over. Your member record originates in our CRM. The sync runs one direction. We pull from Salesforce into our systems. We do not push your app activity back into Salesforce.
Our service providers pass it along. The companies that run our site and app handle pieces of your data on our behalf. They’re named in section 7.

6. How we use it

Every use here is tied to a specific job. We do not collect for one reason and quietly repurpose for another.

Running the service. Hosting the website, responding to your inquiries, and managing your participation in our events.
Staying in touch about The Room. Sending you invitations and updates about our own summits, dinners, soirées, and Cannes. This is about our events, not anyone else’s. You can opt out of these at any time.
Product improvement. Crash reports and diagnostic data help us find and fix bugs. There is no advertising here and no behavioral targeting.

In the app:

Running the service also means authenticating your sign-in, delivering your DMs, populating the member directory, and sending the notifications you’ve turned on.

Moderation and trust means reviewing flags, blocking members who are abusive, and keeping an audit log of admin actions so there’s a record of what was done and by whom.

Communication means your magic-link sign-in emails, the weekly tentpole digest, and the notifications you’ve opted into.

And the things we do not do, stated as plainly as we can:

We do not sell or share your data with advertisers, data brokers, or anyone else for resale.
We do not use your data to train AI models.
We do not profile you for anything outside The Room.
We do not track you across other apps or websites.

The Room runs on a handful of trusted services. Each touches a specific slice of your data and nothing more. Items marked “(app)” apply only to the Community App. Each name links to that company’s own privacy policy.

WP Engine. Hosts our theroom.vip website and the form submissions you send through it. Privacy policy
Salesforce. Our CRM, where every member record originates. We sync from Salesforce into our systems. We do not push activity back. Privacy policy
Cloudflare. Our CDN and DNS. Privacy policy
Resend. Transactional email, including magic-link sign-in and account notifications. Privacy policy
Mailchimp. Sends our marketing emails and handles their open and click tracking. Privacy policy
Supabase (app). Our database, sign-in authentication, edge functions, and file storage. Hosted in US data centers. Privacy policy
Stream (app). The chat infrastructure behind DMs and room discussions. Privacy policy
Expo (EAS) (app). Delivers push notifications to iOS and Android. Privacy policy
Sentry (app). Crash reporting and error monitoring. Privacy policy
Vercel (app). Hosts the app’s admin console. Privacy policy
Apple (APNs) and Google (FCM) (app). The standard networks that deliver push notifications to your device.

We share with these companies so things can function. We do not share with anyone for marketing, resale, or any purpose outside running The Room.

8. Where it lives

Your data lives in the United States. Our member database and file storage sit in US data centers, and our other providers are US-based.

If you’re outside the US, that means your information is processed in the United States, where data protection laws may differ from your own. By using our site, attending our events, or using the app, you understand that your data travels here to make things work. We protect it the same way wherever you’re reaching us from.

9. How long we keep it

We keep your information for as long as it’s doing a job, and no longer than the law and good security require.

While your relationship with The Room is active, we keep what we need to invite you, host you, and (if you’re a member) run the app for you.

In the app: when you leave, most of your personal data is deleted within 90 days. Audit log entries and aggregated, de-identified analytics are kept longer, for legal and security reasons. Backups are encrypted, rotated, and deleted on a set schedule. Supabase runs daily backups with 7-day point-in-time recovery, so a recent copy may persist in backup form for a short period after deletion before it ages out.

10. Your rights

You have real rights over your information. We honor them.

Access. Request a copy of the data we hold on you.
Correction. Ask us to fix anything that’s wrong.
Deletion. Ask us to delete your data, the right to be forgotten. Records we’re legally required to keep are the exception.
Portability. Ask for a machine-readable export of your data.
Object. Object to how we process your data, and opt out of our event emails at any time.

To use any of these, email privacy@theroom.vip. That inbox is monitored.

For California residents

We do not sell or share your personal information. You have the rights described above, including access, deletion, and correction, and the right not to be treated differently for exercising them.

For EU and UK residents

We rely on a legal basis for each kind of processing:

Contract. Running the service for you (responding to inquiries, hosting your event participation, and, in the app, sign-in, DMs, directory, and RSVPs) is necessary to provide what you signed up for.
Legitimate interest. Moderation, trust and safety, security and abuse detection, fixing bugs, and inviting existing contacts to our own events rest on our legitimate interest in keeping the community safe and connected.
Consent. Optional notifications and the tentpole digest rely on your consent, which you can withdraw at any time.

You also have the right to lodge a complaint with your local data protection supervisory authority if you believe we’ve mishandled your information.

11. How we protect it

We use industry-standard protections to keep your data safe.

Encryption in transit. We use HTTPS everywhere.
Encryption at rest. Your data is encrypted in our database and storage.
Access controls. We run row-level security on every table, scope admin roles tightly, and keep an audit log of admin actions.

We will not claim perfect security, because no one honestly can. What we can promise is that we take this seriously, we build with safeguards from the start, and we err on the side of protecting the conversation.

12. Children’s data

Our events and the app are for adult professionals. We do not knowingly collect information from anyone under 13, and nothing we do is directed at children. If we discover that an account belongs to a minor, we delete it. If you believe a minor has reached us, email privacy@theroom.vip and we’ll take care of it.

13. Cookies and tracking

Our website uses essential cookies, the kind that keep the site working and keep you signed in, and functional cookies that remember choices like your preferences. That’s it.

In the app: the app uses authentication cookies and tokens to keep you signed in and your session secure.

We do not use advertising cookies. We do not use third-party ad trackers. We do not follow you around the internet.

Our marketing emails, which we send through Mailchimp, do include standard open and click tracking. It tells us which emails landed and lets us keep our list tidy. If you’d rather not be tracked that way, you can opt out of our marketing emails at any time. Beyond keeping you signed in and seeing whether our own emails reached you, nothing here is measuring you for anyone’s benefit but your own.

14. Changes to this policy

If we change how we handle your data, we’ll update this page and move the date at the bottom. When a change is significant, we’ll tell you by email or a notice on the site or in the app, rather than hoping you notice. We’d rather over-communicate a change than spring one on you.

15. Contact

Questions, requests, or concerns about your data go to one place:

privacy@theroom.vip

A real person reads it.

The Room is operated by The Room Events LLC, 3494 Camino Tassajara Unit #5048, Danville, CA 94506. If you prefer to write to us by mail, that’s the address.

Last updated: June 1, 2026