Privacy Policy

This Privacy Policy explains how we collect, use and protect your personal information when you join our waitlist, make a booking, or attend one of our retreats. We are committed to keeping your data safe and handling it in line with UK data protection law (UK GDPR).

1. Who We Are

Songbird Retreats is a trading name of Brava Gatherings Ltd, a company registered in England & Wales, based in Warwickshire, UK. We are the data controller for the personal information you provide to us.

Contact: hello@thesongbirdretreats.com

2. What Information We Collect

• When you join our waitlist or enquire: your name and email address, and any message or preferences you send us.
• When you make a booking: your name, email address, phone number, payment information (processed securely through Stripe), and booking details such as the retreat, dates and any room preferences.
• To keep you safe and comfortable: dietary requirements, allergies, relevant health or accessibility needs, and emergency contact details, where you provide them.
• When you interact with us: emails and messages you send us, and information submitted through our website enquiry or contact forms.
• During your retreat: footage, photographs and recordings in which you appear (where you have not opted out through our filming consent process), and notes made by our facilitators.
• Automatically when you visit our website: basic, anonymised analytics data used only to understand and improve how the site is used.

3. How We Use Your Information

We use your personal information to:

• confirm and manage your booking, and process payments and receipts;
• communicate with you before, during and after your retreat, including important booking information and reminders;
• cater to your dietary, health and accessibility needs and keep you safe;
• deliver your personal reel and any footage you are entitled to;
• keep you updated about future retreats and news, where you have asked us to;
• use footage for marketing purposes where consent has been given;
• comply with our legal obligations, and improve our services.

We will only contact you for marketing purposes if you have given us permission (for example by joining our waitlist). You can unsubscribe or withdraw consent at any time using the link in any email, or by emailing hello@thesongbirdretreats.com.

4. Our Legal Basis for Processing

• Contract: processing necessary to fulfil your booking and deliver your retreat.
• Consent: where you have given consent, including for marketing emails and the use of footage in which you appear.
• Legitimate interests: improving our services, protecting our business, and communicating with you about your booking.
• Legal obligation: where we are required to process data to comply with the law.

5. Who We Share Your Data With

We do not sell your personal data. We share limited information only where necessary, with:

• our facilitators and team, to deliver your retreat and meet your needs;
• Stripe, to process payments securely;
• Flodesk, our email platform, to manage our waitlist and send you updates you have opted into;
• trusted suppliers such as our retreat venue, where needed to arrange your stay;
• legal or regulatory authorities, where we are required to by law.

We will never share your personal data with third parties for their own marketing purposes.

6. Footage & Recordings

Our retreats may be filmed and photographed, and each guest may receive a personal reel to take home. Where you have not opted out through our filming consent process, footage and images in which you appear may be used for Songbird Retreats' own marketing, as described in our booking terms.

If you wish to opt out, or to withdraw consent, please email hello@thesongbirdretreats.com and we will remove your image from any future use. Please note that material already published cannot always be recalled from third-party platforms. We do not sell footage or images to any third party.

7. How Long We Keep Your Data

• Booking records and correspondence: 6 years from the retreat date, in line with UK contract law.
• Payment records: 6 years from the date of payment, in line with HMRC requirements.
• Waitlist and marketing contacts: until you unsubscribe or ask us to remove you.
• Footage used for marketing: until you withdraw consent or we no longer need it.
• Website analytics: anonymised and retained only in aggregate form.

8. Your Rights

Under UK GDPR you have the right to access, correct, erase, restrict or transfer your personal data, to object to processing, and to withdraw consent at any time. To exercise any of these rights, contact us at hello@thesongbirdretreats.com and we will respond within one calendar month.

You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you believe we have not handled your data correctly.

9. Cookies

Our website uses essential cookies to function correctly, and basic analytics cookies to understand how visitors use the site. No personally identifiable information is collected through cookies. You can control cookie settings through your browser.

10. Security

We use appropriate technical and organisational measures to protect your information from unauthorised access, loss or disclosure. Payment processing is handled exclusively by Stripe, which is PCI DSS compliant. We do not store your full card details.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website, and we will notify you of any significant changes by email where we hold your contact details.

12. Contact

Brava Gatherings Ltd, trading as Songbird Retreats
hello@thesongbirdretreats.com
Warwickshire, United Kingdom

Your trust matters to us. Sing freely, your details are safe.