Privacy Notice

1. Who We Are

Retreat Into Wellness is a business partnership operated by [INSERT THE FULL LEGAL NAMES OF BOTH PARTNERS], trading as Retreat Into Wellness.

Our principal business address is:

For data-protection purposes, the partners trading as Retreat Into Wellness are responsible for deciding how the personal information described in this notice is collected and used.

2. How Personal Information Reaches Us

We may receive personal information:

• directly from you during a telephone call;
• through an email that you send to Michael or Stephanie;
• through a WhatsApp message;
• during an in-person conversation;
• when you make or manage a booking;
• when you attend a retreat, course, treatment or experience;
• from a lead booker arranging a booking on behalf of other guests;
• from a venue, travel organiser or service provider where necessary to administer your booking; or
• when you provide feedback, a review, photograph consent or a complaint.

A lead booker should have permission to provide the personal details of other adult guests and should make this Privacy Notice available to them.

3. Information Collected Through the Website

The website does not currently collect enquiry or booking information through an online form.

We do not currently use Google Analytics, Meta Pixel, advertising tracking or behavioural profiling software on the website.

Google Search Console is connected to the website. It provides information about the website’s visibility and performance in Google Search, including search impressions, clicks, search terms, indexed pages and technical issues.

Retreat Into Wellness does not use Google Search Console to obtain the names, email addresses, telephone numbers or booking details of individual website visitors.

The Joomla website, hosting service or security systems may process limited technical information required to operate and protect the website, such as an IP address, browser information, server logs or temporary session information.

4. Personal Information We May Collect

Depending on your enquiry or booking, this may include:

• your name, postal address, telephone number and email address;
• the content of your enquiry and communications;
• the retreat, course, treatment or experience that interests you;
• booking dates and attendance information;
• the names of other guests included in your booking;
• room preferences and sharing arrangements;
• payment status, payment dates and transaction references;
• dietary requirements, food allergies and intolerances;
• health, disability, pregnancy, injury or mobility information;
• accessibility and reasonable-adjustment requirements;
• emergency-contact details where required;
• passport or travel information where necessary for an overseas retreat;
• complaints, feedback and correspondence;
• reviews and testimonials; and
• photographs or video where separate permission has been obtained.

5. Why We Use Personal Information

Personal information may be used to:

• respond to an enquiry;
• provide information about retreats, courses, treatments and experiences;
• check availability;
• prepare, confirm and administer a booking;
• communicate payment arrangements and joining information;
• allocate rooms and arrange meals;
• consider health, dietary, accessibility and safety requirements;
• make reasonable adjustments where appropriate;
• communicate changes, cancellations or important updates;
• coordinate with venues, caterers, instructors, therapists or travel providers;
• respond to an incident or emergency;
• manage feedback and complaints;
• maintain financial, insurance and business records;
• establish, exercise or defend legal claims;
• protect the website, communications and business systems; and
• use a review, photograph or testimonial where appropriate permission has been obtained.

6. Lawful Bases for Using Information

7. Health and Other Sensitive Information

Information about physical or mental health, disability, pregnancy, injury or medical requirements may be special-category personal information.

We ask only for information that is reasonably necessary to:

• consider whether an activity or treatment is suitable;
• support safe participation;
• arrange appropriate food or accommodation;
• consider reasonable adjustments;
• prepare for an emergency; or
• manage an incident, complaint or legal claim.

Where appropriate, we rely on your explicit consent to use relevant health information for these purposes.

Explicit consent may be recorded in writing, by email or WhatsApp, or through a clearly recorded verbal statement.

In limited circumstances, information may instead be used where necessary to protect vital interests or to establish, exercise or defend legal claims.

You may withdraw consent for future use of health information by contacting us. This does not affect processing already carried out lawfully. Where information remains necessary for safe participation, withdrawing consent may mean that we cannot provide or continue a particular service.

8. Who Information May Be Shared With

Information may be shared where reasonably necessary with:

• retreat venues and accommodation providers;
• caterers who need relevant dietary or allergy information;
• instructors, therapists and event staff;
• travel organisers, airlines, hotels or transfer providers for overseas retreats;
• banks, accountants and payment providers;
• website, hosting, email and IT-support providers;
• WhatsApp and other communications providers when you use those services;
• insurers and professional advisers;
• emergency services or healthcare professionals in an emergency;
• regulators, public authorities or law-enforcement bodies where legally required; and
• legal representatives where necessary to deal with a dispute or claim.

We aim to share only the information reasonably required for the relevant purpose.

Retreat Into Wellness does not sell personal information to advertisers or data brokers.

9. Email and WhatsApp Communications

Email

Emails are received through the accounts used by Michael and Stephanie. Messages may be retained where reasonably necessary to answer an enquiry, administer a booking, maintain financial records, resolve a complaint or protect the legal interests of the partnership.

WhatsApp

When you contact us through WhatsApp, your communication is also processed by WhatsApp and its associated service providers under their own privacy terms.

Avoid sending unnecessary medical information through an ordinary email or WhatsApp message. Where health information is relevant, provide only what is reasonably needed for safety, suitability or accessibility.

10. Marketing

Retreat Into Wellness does not currently operate an automated email-marketing list through this website.

Contacting us about an enquiry or booking does not automatically add you to a marketing mailing list.

Where we ask for consent to send optional marketing, that consent may be withdrawn at any time.

Withdrawing marketing consent does not prevent essential communications relating to an existing booking.

11. Photographs, Reviews and Testimonials

Acceptance of booking terms is not treated as permission to use a recognisable photograph of a guest for marketing.

Where identifiable photographs or video are intended for website, social-media or promotional use, permission will be requested separately.

A guest may decline marketing photography without losing their booking.

Where a review or testimonial is published, we will agree how the person is identified. Requests to remove online content will be considered promptly, although removal from printed material already distributed may not always be possible.

12. International Processing

Some email, messaging, website, technology or travel providers may process information outside the United Kingdom.

Where this occurs, the provider is responsible for operating under its applicable privacy obligations, and we will use services and arrangements considered appropriate for the information involved.

13. How Long Information Is Kept

Information is not retained indefinitely. Our normal retention approach is:

Records may be retained for longer where reasonably necessary because of an investigation, legal claim, insurance matter, regulatory requirement or safeguarding concern.

14. Security

We take proportionate measures to protect personal information against unauthorised access, accidental loss, alteration or inappropriate disclosure.

Access is limited to the partners and other people who reasonably need the information to provide or administer the service.

No email, messaging or internet system can be guaranteed to be completely secure. Please avoid sending personal information that is not necessary for your enquiry or booking.

15. Automated Decisions

Retreat Into Wellness does not currently make decisions about bookings or participation using solely automated decision-making or automated profiling.

16. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

• ask for access to personal information held about you;
• ask for inaccurate or incomplete information to be corrected;
• ask for information to be deleted;
• ask for processing to be restricted;
• object to processing based on legitimate interests;
• receive certain information in a portable format;
• withdraw consent where processing relies on consent; and
• complain about how your information has been handled.

These rights are subject to legal conditions and exemptions. We may ask for reasonable identification before responding to a request.

17. Complaints to the Information Commissioner

Please contact Retreat Into Wellness first so that we have an opportunity to investigate and address your concern.

You also have the right to complain to the UK Information Commissioner’s Office.

Further information is available from the Information Commissioner’s Office at ico.org.uk .

18. Changes to This Privacy Notice

This notice may be updated if our services, suppliers, website functions or legal obligations change.

The current version will be published on this page with its latest revision date.