Privacy Policy

1. Who we are

The Wild Pause Limited is the controller of personal information described in this policy where we decide how and why that information is used.

If you have a privacy question or want to exercise a data protection right, contact us at linda@thewildpause.co.uk or through the contact page at thewildpause.co.uk.

2. Information we may collect

Depending on how you interact with The Wild Pause, we may collect:

• name and contact details, including email address;

• organisation, brand or studio details where relevant;

• information you provide in an enquiry, including preferred dates, group size, location and what you have in mind;

• booking and attendance information;

• gift-card purchase and redemption information;

• participant information provided before an experience, including accessibility requirements and emergency-contact details;

• health and wellbeing information that you choose to provide where it is relevant to safe participation, including allergies, injuries, mobility considerations, pregnancy, physical health or emotional wellbeing information;

• photography or video consent preferences;

• marketing preferences;

• correspondence with us; and

• limited technical information generated when you use the website, depending on the cookies and technologies in use.

3. Why we use your information and our lawful bases

We use personal information only where we have a lawful reason to do so.

Enquiries and prospective bookings: to respond to you, understand what you are planning and take steps at your request before entering into a booking or agreement. Depending on the circumstances, we rely on steps taken before a contract and/or our legitimate interests in responding to genuine enquiries and developing our services.

Bookings and delivery: to administer public experiences, private sessions, organisational work, retreats and collaborations, communicate joining information, manage attendance and deliver the agreed service. We generally rely on performance of a contract and our legitimate interests in operating The Wild Pause safely and effectively.

Health and wellbeing information: this is special category personal data. Where we ask for it, the purpose is to understand information relevant to safe participation and reasonable adjustments. We rely on our legitimate interests in safely administering an experience together with your explicit consent under Article 9(2)(a) UK GDPR for processing health information. You may withdraw that consent at any time, although this may affect whether we can safely accommodate participation if the information is genuinely necessary.

Emergency-contact details: to contact someone in an emergency where necessary. We rely on our legitimate interests in participant safety. Please make sure the person you name is aware that you have provided their details to us.

Gift cards and financial administration: to process purchases, manage redemption and keep legally required financial records. We rely on performance of a contract and compliance with legal obligations.

Photography and video: identifiable images used for marketing or promotional purposes will only be used where appropriate consent has been obtained. Consent can be withdrawn for future use.

Marketing: where you actively choose to receive occasional emails about future experiences, retreats or events, we rely on your consent. Marketing consent is separate from participation and can be withdrawn at any time.

4. Participant health and wellbeing forms

Participant forms may ask for information that could be relevant to safe participation. We aim to collect only what is reasonably necessary for that purpose.

Health and wellbeing information is not used for marketing, profiling or unrelated purposes. Access should be limited to people who genuinely need it for the administration and safety of the experience.

Unless there is a safety incident, complaint, legal issue or other clear reason to retain it for longer, health and wellbeing information and emergency-contact details will normally be deleted within 30 days after the relevant experience.

5. How long we keep information

We apply different retention periods depending on why the information is held:

• health and wellbeing information and emergency-contact details: normally deleted within 30 days after the relevant experience, unless a specific incident or legal reason requires longer retention;

• unsuccessful or non-booking enquiries: normally retained for up to 12 months after the last meaningful contact, then deleted or anonymised;

• booking and customer administration records: retained only for as long as reasonably required to administer the relationship and deal with any follow-up;

• invoices, payment records and other records required for tax or accounting purposes: retained for up to 6 years where required;

• marketing subscriber information: retained until you unsubscribe or withdraw consent; we may retain a minimal suppression record so that we can respect your request not to receive marketing;

• photography or video consent records: retained for as long as the relevant content remains in use, plus any minimal record needed to document withdrawal or restrictions.

We do not keep personal information indefinitely simply because it might be useful in future. Retention periods are reviewed and information is deleted or anonymised when it is no longer needed.

6. Who we may share information with

We may use trusted service providers to operate the business. Depending on the service you use, these may include:

• website hosting and technology providers;

• email and communications providers;

• Google services, including Google Forms or Google Workspace, where participant information is collected or administered;

• Eventbrite, where public experiences are booked through Eventbrite;

• payment providers used for gift-card purchases;

• accountants, legal advisers or professional advisers where necessary; and

• venues, collaborators or delivery partners where information genuinely needs to be shared for an experience and it is appropriate to do so.

We do not sell personal information to third parties.

Some service providers may process information outside the UK. Where this happens, we expect transfers to be protected by a lawful UK transfer mechanism, such as an adequacy regulation or approved contractual safeguards, as applicable.

7. Eventbrite and other third-party services

Public event bookings may be handled through Eventbrite. Eventbrite processes information under its own privacy terms as well as sharing relevant booking information with The Wild Pause as event organiser.

Where you follow links from our website to third-party services, their own privacy policies and terms may also apply. We encourage you to review them where relevant.

8. Cookies and website analytics

The website may use cookies or similar technologies. Cookies that are strictly necessary for the website to function may be used without consent. Where non-essential analytics, advertising or similar cookies are used, we will seek consent where required.

A separate cookie notice or consent tool may provide more detail about the specific cookies in use on the website.

9. Marketing choices

We will not add you to a marketing list merely because you made an enquiry or attended an experience.

Where we ask whether you would like to receive updates, the choice will be optional and separate. You can unsubscribe at any time using the unsubscribe option in an email or by contacting us.

We keep records of marketing consent and opt-outs so that we can demonstrate and respect your preferences.

10. Your data protection rights

Depending on the circumstances and the lawful basis we rely on, you may have rights to:

• ask for a copy of personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to delete information in certain circumstances;

• ask us to restrict how information is used;

• object to processing based on legitimate interests or to direct marketing;

• receive certain information in a portable format; and

• withdraw consent at any time where we rely on consent.

Withdrawing consent does not make earlier processing unlawful. Some rights are subject to legal conditions and exceptions.

To exercise a right, contact linda@thewildpause.co.uk.

11. Complaints

If you have concerns about how we use personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. Information about making a complaint is available at ico.org.uk.

12. Security

We take reasonable organisational and technical steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Access to sensitive participant information should be limited to those who need it for the relevant purpose.

13. Changes to this policy

We may update this Privacy Policy as the business, website or legal requirements change. The current version will be published on the website with its effective date.