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Privacy Notice

Mind ‘N’ Soul Retreat LTD customer privacy notice

Contact details

Email

info@mindnsoulretreat.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Addresses
Date of birth
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Health and safety information
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Call recordings
Identification documents
Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery:

Health information

We collect or use the following information for the operation of customer accounts and guarantees:

Names and contact details
Addresses
Payment details (including card or bank information for transfers and direct debits)
Purchase history
Account information, including registration details
Information used for security purposes
Marketing preferences

We also collect or use the following information for the operation of customer accounts and guarantees:

Health information

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences
Location data
Purchase or viewing history
IP addresses
Website and app user journey information
Records of consent, where appropriate

We also collect or use the following information for service updates or marketing purposes:

Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Video recordings of public areas
Audio recordings of public areas
Call recordings
Witness statements and contact details
Relevant information from previous investigations
Customer or client accounts and records
Information relating to health and safety
Correspondence

We also collect the following information for dealing with queries, complaints or claims:

Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- It is within the legitimate interest of Mind ‘N’ Soul Retreat to secure and protect the data that is collected for processing the payments of all attendees and guests, along with other information required that is for the best interest of each guest to offer the service it is set out to do.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- It is within Mind ‘N’ Soul Retreat legitimate interest to collect personal information of customer accounts to guarantee and protect each guest in order to offer the service it is set out to do for the individual.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- There is no legal or lawful bases for collecting or using personal information, however Mind ‘N’ Soul Retreat would like to contact you to be able to offer service updates and reach out for marketing purposes if we feel it may be of any interest to you, our guests.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- It is extremely important and the best interest for Mind ‘N’ Soul Retreat and all guests to be able to collect personal information, in order to deal with any queries to the best of the ability of Mind ‘N’ Soul Retreat that may arise. To avoid any breach of contract/agreement between guest, host and Mind ‘N’ Soul Retreat with hope to prevent any complaints and claims and offer the best customer service where possible.
Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

Where we get personal information from

Directly from you

How long we keep information

We hold your personal information for 24 Months. If we have no further contact with and from you within those 24 months and we no longer have any need or requirements to hold on to them, we shall carefully and securely destroy all your information.

Who we share information with

Data processors

Judopay and Barclays

Judopay is the Gateway of collecting payment from the client and Barclays will be the processor that will be processing the payment for Mind ‘N’ Soul Retreat.

Data such as your name, address and telephone numbers, will be collected by Mind ‘N’ Soul Retreat, Judopay and Barclays. These joint controllers will collect the same data for payment purposes and have an obligation to secure and protect your data whilst doing so.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

02 November 2024