Privacy Policy

Last updated: March 2026

We are committed to protecting your personal data and handling it responsibly. This policy explains what data we collect, how we use it, and your rights under UK GDPR.

1. What Data We Collect

We collect the following personal data when you enquire about or book a retreat:

  • Full name
  • Email address
  • Phone number
  • Home address

We also collect email addresses from people who sign up to our newsletter via the website.

2. How We Collect Your Data

We collect data directly from you when you:

  • Make a booking enquiry via email, WhatsApp or our website contact form
  • Pay a deposit or balance
  • Sign up to our newsletter

3. How We Use Your Data

We use your personal data to:

  • Process and manage your booking
  • Communicate with you about your retreat, including practical information, schedules and updates
  • Send you our newsletter if you have opted in
  • Process payments via our payment provider
  • Meet our legal and contractual obligations

We do not use your data for any other purpose and we do not sell your data to third parties.

4. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract (Article 6(1)(b)) — to fulfil our obligations to you as a paying guest and to take steps at your request prior to booking
  • Legitimate interests (Article 6(1)(f)) — to communicate with you about your booking and the retreat, where this does not override your rights
  • Consent (Article 6(1)(a)) — for newsletter sign-ups, which you can withdraw at any time by unsubscribing or contacting us directly

5. Payment Processing

Deposits are processed via Stripe. Final balances are paid by BACS bank transfer. When you pay by card, your payment details are handled directly by Stripe and are not stored by reTREAT Club. Please refer to Stripe's privacy policy at stripe.com/gb/privacy for details of how they handle your data.

6. Email Marketing

If you have signed up to our newsletter, we use MailerLite to manage our mailing list and send emails. Your email address is stored on MailerLite's platform. You can unsubscribe at any time by clicking the unsubscribe link in any email or by contacting us at weare@retreatclub.co.

Please refer to MailerLite's privacy policy at mailerlite.com/legal/privacy-policy for further details.

7. International Data Transfers

Some of our third party service providers, including MailerLite and Stripe, may process your data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, including reliance on adequacy decisions or standard contractual clauses.

8. Data Sharing

We do not sell, rent or share your personal data with third parties except where necessary to deliver our services — specifically our payment processor (Stripe) and email platform (MailerLite), as described above. We may also share data where required by law.

9. How Long We Keep Your Data

We retain your personal data for as long as necessary to fulfil your booking and meet our legal and tax obligations — typically no longer than 6 years after the retreat, in line with HMRC requirements. Newsletter subscribers' data is retained until you unsubscribe.

10. Your Rights

Under UK GDPR, you have the following rights:

  • Right of access — to request a copy of the personal data we hold about you
  • Right to rectification — to request correction of inaccurate or incomplete data
  • Right to erasure — to request deletion of your data in certain circumstances
  • Right to restrict processing — to request that we limit how we use your data
  • Right to data portability — to receive your data in a structured, commonly used format
  • Right to object — to object to processing based on legitimate interests
  • Right to withdraw consent — for any processing based on consent, including newsletter subscriptions
  • Right to lodge a complaint — with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113

To exercise any of these rights, please contact us at weare@retreatclub.co. We will respond within one calendar month.

11. Data Security

We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss or disclosure. Payment data is handled directly by Stripe and is not stored by us.

12. Cookies

Our website uses cookies to improve your experience. We use cookies for the following purposes:

  • To remember if you have dismissed the email sign-up pop-up (so it does not reappear)

We do not use cookies for advertising or tracking purposes. By continuing to use our website, you consent to our use of cookies as described above.

13. Changes to This Policy

We may update this privacy policy from time to time. The most current version will always be available on our website. Where changes are significant, we will notify active guests by email.

14. Contact & Complaints

If you have any questions about how we handle your data or wish to exercise your rights, please contact us at weare@retreatclub.co.

If you are not satisfied with our response, you have the right to complain to the ICO at ico.org.uk.

reTREAT Club is a trading name of Kathryn Coulter-Patel. Registered address: Arco Barco, 29 Military Road, Ramsgate, CT11 9LG.