Only ask visitors for their gender or pronouns when you really have to know, and make the question optional. When you do ask, provide a few common options and a free text field so that nobody has to select ‘Other’.
If a trans or non-binary visitor meets a required field with only ‘Male’ and ‘Female’, they have to choose a wrong answer or leave the form, and many will choose to leave.
Do you need to ask at all?
Most of the time, you don’t need to know someone’s gender. A newsletter sign-up form requires an email address, and a donation form requires a name and payment details. In January 2025, the Court of Justice of the European Union ruled in a case brought by the French LGBT+ association Mousse that SNCF Connect, a company that sells French train tickets, did not need to make customers choose between ‘Monsieur’ and ‘Madame’ in order to purchase a ticket. The court based this decision on the GDPR principle of data minimisation, whereby an organisation only collects the information necessary for the stated purpose.
However, there can be good reasons to ask for this information, such as addressing a person at events, printing pronouns on a name badge, or reporting anonymous totals to a funder. It is good practice to state the reason next to the question.
How to ask for pronouns
Label the field ‘Pronouns’, not ‘Preferred Pronouns’, since a person’s pronouns are not a matter of preference. Provide the options ‘she/her’, ‘he/him’ and ‘they/them’, followed by a free text field labelled ‘My pronouns are’. Some people use more than one set of pronouns, such as ‘she/they’, and this free text field covers those answers.
How to ask for gender and name
Offer ‘Woman’, ‘Man’, ‘Non-binary’ and ‘I describe my gender as’, followed by a free text field, as well as ‘Prefer not to say’. Remove the ‘Mr’ and ‘Mrs’ title options altogether, as a letter or email can open with the first name and surname.
Ask for the name a person uses. Only ask for a legal name where a contract or payment requires one, and state this next to the field.
What does the GDPR say?
Neither gender identity nor pronouns are among the special categories of personal data listed in Article 9 of the GDPR. However, sexual orientation is, and the European Court of Justice has ruled that information which indirectly reveals a person’s sexual orientation receives the same protection. Answers on an LGBTQ+ organisation’s form may be interpreted in this way, so handle the answers with care. In the privacy statement, explain why you are asking for this information and who will have access to the answers. Give access to the form entries only to those who need them and delete the entries once the purpose has been fulfilled.
We are web developers, not lawyers. If you are unsure whether your form meets the requirements, consult a privacy adviser.
