Effective Date: May 14, 2025

1. Introduction
Vita Sans Mind Spa (“we,” “us,” or “our”) delivers day-retreats and online healing retreats. We respect your privacy and are committed to protecting your personal data. This policy explains what we collect, why, how we use it, and your rights.

2. Information We Collect
We collect only what’s necessary to run retreats, deliver services, and comply with legal requirements:

• Personal Details: Name, email, phone number, postal address.

• Health & Wellness Data: Any physical or mental health information, dietary needs, medical history, or other details you provide to tailor your retreat experience.

• Payment Information: Credit/debit card data or billing details processed securely by our payment partners.

• Usage Data: IP address, browser type, device information, pages visited, session duration—gathered via cookies and server logs when you visit our website or attend online retreats.

• Communications: Records of your interactions with us (emails, chat transcripts, phone calls).

3. How We Use Your Information
Your data is used strictly for these purposes:

• Service Delivery: To schedule and manage your day-retreats and online healing retreats, share retreat materials, and process payments.

• Personalisation: To customise retreat programs and recommendations based on your wellness profile.

• Communications: To send confirmations, reminders, follow-up surveys, and important updates about your retreat. Promotional messages are sent only if you opt in.

• Technical Support: To troubleshoot issues during online retreats (e.g., video platform access).

• Legal & Compliance: To meet health, safety, and financial record-keeping obligations.

• Improvement: To analyze participation trends, website performance, and enhance our offerings.

4. Cookies and Tracking
We use cookies and similar tracking tools to remember your preferences, enable secure log-ins for online retreats, and analyze site usage. You can disable cookies in your browser, but some features (like automatic sign-in for online sessions) may not work.

5. Online Retreat Platforms
We rely on secure third-party video platforms (e.g., Zoom, Teams) for virtual retreats. These providers process your data under their own privacy policies. Please review their terms before participating.

6. Third-Party Service Providers
We engage reputable vendors only when necessary:

• Payment Processors: Stripe, PayPal, or similar.

• Email & CRM: Mailchimp, SendGrid, or similar for scheduling and participant communications.

• Analytics: Google Analytics or equivalent for website performance insights.
  All partners are contractually bound to protect your data and use it only on our behalf.

7. Data Security
We implement industry-standard safeguards—encryption in transit and at rest, firewalls, secure servers—and restrict access to authorized staff only. While we strive for maximum security, no system is entirely risk-free.

8. Data Retention
We retain personal and health data only as long as necessary to:

• Deliver the services you’ve requested.

• Comply with legal, tax, and accounting requirements.
  Afterward, we securely delete or anonymize it.

9. Your Rights
Depending on your jurisdiction, you may have the right to:

• Access or receive a copy of your personal data.

• Correct or update inaccurate information.

• Request deletion of your data when we have no legal obligation to retain it.

• Object to or restrict our processing.

• Withdraw consent for marketing communications.

To exercise any right, email us at admin@vitasanamindspa.co.uk.

10. Children’s Privacy
Our retreats are for adults only. We do not knowingly collect data from anyone under 18. If you believe we have inadvertently done so, contact us for prompt deletion.

11. Changes to This Policy
We may update this policy as our services evolve or laws change. We’ll post updates on our website with a revised “Effective Date.” Continued use after changes means you accept the updated policy.

12. Contact Us
For questions or concerns about this policy or our practices, reach out:

• Email: admin@vitasanamindspa.co.uk