The event organiser, Ember Flows, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
PRIVACY POLICY
1. Who We Are
Ember Flows Ltd (“Ember Flows”, “we”, “us”, “our”) is the controller of the personal data we collect about you in connection with your booking and attendance at our retreats. Our registered office is at 2 Ocean Heights, Ulalia Road, Newquay, England, TR7 2FQ, company number 17372467. You can contact us about privacy matters at hello@emberflows.co.uk.
2. What Information We Collect
We collect: (a) booking and contact details you give us or TicketTailor when you book (name, email, phone, payment confirmation — we do not receive or store your card details, which are handled by TicketTailor); (b) the information you provide on our Guest Waiver, including health/medical information and allergy details, your emergency contact's name and number, and your photography/video consent choice; (c) the information you provide on our Dietary & Catering Requirements Form, including dietary requirements and allergen information you tell us about; (d) photographs and video taken during the Retreat; and (e) correspondence if you contact us, including via Instagram DM.
3. How We Use Your Information and Our Legal Basis
We use your information to: take and manage your booking and process payment (performance of a contract with you); assess your fitness to participate and cater for your allergies (your explicit consent under Article 9(2)(a) UK GDPR, given when you complete our Guest Waiver and Dietary & Catering Requirements Form); in a genuine emergency, share relevant medical or allergy information with those responding, to protect your vital interests (Article 9(2)(c) UK GDPR); contact your emergency contact if needed (our legitimate interest in guest safety); identify allergens in the food we serve (legal obligation) and keep your Guest Waiver for insurance and liability purposes (our legitimate interest); use retreat photography/video for marketing, only where you have given consent (which you may withdraw at any time); and respond to enquiries or complaints (legitimate interest in running our business, or performance of a contract).
4. Who We Share Your Information With
We share your information, where relevant, with: TicketTailor (booking and payment processing); the third-party activity providers named in your Guest Waiver (limited to what they need to deliver their session safely, e.g. relevant medical/allergy information); our catering provider (allergen information, shared on an anonymised basis where possible); emergency services or medical professionals, if needed; and, where you consent, Instagram/Meta, when we post retreat photography or video for marketing. We do not sell your personal data.
5. International Transfers
Where you consent to photography/video being used on Instagram, your image may be transferred to and processed in the United States by Meta Platforms, Inc. Where such transfers occur, we rely on the safeguards Meta has in place for international transfers of personal data (for example, its certification under the UK Extension to the EU-U.S. Data Privacy Framework, where applicable). You can ask us not to feature you in social media posts by declining consent in your Guest Waiver.
6. How Long We Keep Your Information
We keep booking and contact information for 6 years to meet our accounting and tax obligations. We keep Guest Waiver information (including health/medical data and your emergency contact's details) for 6 years, in line with our insurance and legal record-keeping requirements. We keep allergy and medical/intolerance information from your Dietary & Catering Requirements Form for the same 6-year period, for the same reason; religious/cultural and lifestyle dietary preferences from that form are kept only for a short period after your retreat and then deleted. This information is stored securely and access is restricted to those who need it for safety or claims-handling purposes. After the applicable period, it is securely destroyed. Where you consent to photography/video, we keep and may continue to use published content until you withdraw consent or ask us to remove it, subject to Section 7 (Photography & Media) and Section 10–11 of the Guest Waiver.
7. Your Rights
Under UK data protection law you have the right to: access the personal data we hold about you; ask us to correct inaccurate data; ask us to erase your data in certain circumstances; restrict or object to our processing in certain circumstances; ask for your data to be provided to you or another organisation in a portable format; and withdraw consent at any time where we rely on consent (this will not affect the lawfulness of processing before withdrawal). To exercise any of these rights, contact us at hello@emberflows.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk if you think we have not handled your information properly.
8. Changes to This Policy
We may update this Privacy Policy from time to time; the version in force at the time of your booking will apply to you, and we will publish any material changes before your Retreat where reasonably practicable.
9. Contact Us
For any questions about this Privacy Policy or how we handle your personal data, please contact us at hello@emberflows.co.uk rather than by Instagram DM, so that your query is handled securely and on the record.