Who we are

This website is run by Mabel & Friends Day Retreat ("we", "us"), [a sole trader / limited company, company number 15526830, based at Unit 15, Terling Rd, Hatfield Peverel, Chelmsford CM3 2AG.

We are the data controller for personal information collected through this website and our day retreats. We're registered with the Information Commissioner's Office (ICO) under number [ICO number].

If you have any questions about this policy or your information, please email us at info@mabelandfriendsdayretreat.co.uk.

What information we collect

We only collect what we need to run our retreats and keep in touch with you.

• Contact details: your name, email address and phone number when you book, enquire or sign up to our newsletter.

• Booking details: the retreat you've booked, the date and any notes you add.

• Payment information: payments are handled securely by [payment provider]. We don't see or store your full card details.

• Health, dietary and access needs: if you choose to tell us about allergies, dietary requirements, medical conditions or access needs, so we can keep you safe and comfortable on the day.

• Emergency contact: a name and phone number, if you give us one.

• Photos: we may take photos at our retreats. We'll always ask before using any image in which you can be identified.

• Website usage: basic information about how you use our site, such as pages visited and device type, collected through cookies (see below).

How we use your information

UK data protection law says we must have a lawful reason to use your information. Here's what we use it for and why.

What we do

Our lawful basis

Take and manage your booking, and send confirmations and joining details

Contract (to provide the retreat you've booked)

Reply to your enquiries

Legitimate interests (responding to you)

Keep you safe on the day using health, dietary or access information

Your explicit consent

Contact your emergency contact if needed

Vital interests

Send our newsletter and news about future retreats

Your consent (you can unsubscribe at any time)

Share photos on our website and social media

Your consent

Keep financial records

Legal obligation

Improve our website

Legitimate interests, or consent for non-essential cookies

We will never sell your information or use it for anything you wouldn't reasonably expect.

Who we share it with

We only share your information with trusted services that help us run the retreats, and only what they need:

• [Payment provider] to process payments

• [Booking platform] to manage bookings

• [Email marketing tool] to send our newsletter

• [Website platform] to host this website

• Our retreat venue and facilitators, only where needed for your safety on the day (e.g. allergies)

• Our accountant, for financial records

Some of these services may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK-approved contract terms.

We may also share information if the law requires us to.

How long we keep it and how we keep it safe

Information

How long we keep it

Health, dietary and access details

Deleted within [3 months] of your retreat

Booking and contact details

[2 years] after your last booking

Financial records

6 years, as required by HMRC

Newsletter details

Until you unsubscribe

Photos

Until you ask us to remove them

We keep your information secure using password-protected systems and reputable service providers, and only people who need it can access it.

Cookies

Cookies are small files saved on your device when you visit a website.

• Essential cookies make the site work, for example the booking process. These don't need your consent.

• Analytics cookies ([e.g. Google Analytics]) help us understand how people use the site. We only use these if you agree through our cookie banner.

You can change your cookie choices at any time through [the cookie settings link / your browser settings].

Your rights

You have the right to:

• ask for a copy of the information we hold about you

• ask us to correct anything that's wrong

• ask us to delete your information

• ask us to limit how we use it, or object to us using it

• ask us to transfer it to another organisation

• withdraw your consent at any time, for example by unsubscribing from emails

To use any of these rights, email info@mabelandfriendsdayretreat.co.uk. We'll reply within one month and there's no charge.

If you're unhappy with how we've handled your information, please talk to us first. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.

Last updated: 20th Oct 26