Events & Retreats Privacy Notice

This Events & Retreats Privacy Notice explains how Tru Nature Wellness Ltd and Tru Nature Events & Retreats Ltd collect, use, and share personal information in connection with events, workshops, classes, retreats, and related bookings.

In general:

  • Tru Nature Wellness Ltd is responsible for the website, store, and booking journey through which event and retreat enquiries and bookings may be made.
  • Tru Nature Events & Retreats Ltd is responsible for organising and operating events and retreats, and for using relevant booking and guest information to administer and deliver those events and retreats.

Where you enquire about or book an event or retreat through the Tru Nature Wellness website, Tru Nature Wellness Ltd may collect your information first and then share relevant information with Tru Nature Events & Retreats Ltd where this is necessary to administer, organise, and deliver the event or retreat.

This notice should be read alongside our main Privacy Policy, which explains how personal information is handled more generally across our website and store.

Website and store operator: Tru Nature Wellness Ltd
Company number: 16333991
Registered office: 27 Guelder Rose Drive, Rochester, Kent, ME3 9FX

Events and retreats organiser: Tru Nature Events & Retreats Ltd
Company number: 17184622
Registered office: 66 Paul Street, London, EC2A 4NA

Events & retreats contact email: bookings@trunatureevents.com

1. What this notice covers

This notice applies where you:

  • enquire about an event or retreat
  • make a booking
  • complete a guest information form
  • provide health, dietary, accessibility, or emergency contact information
  • attend one of our events, workshops, classes, or retreats

2. The personal information we may collect

Depending on the event or retreat, we may collect:

  • your name
  • email address
  • phone number
  • date of birth
  • address or country of travel
  • emergency contact details
  • booking and payment information
  • accommodation preferences and room-sharing requests
  • travel-related information relevant to the event or retreat
  • dietary requirements
  • allergy information
  • accessibility requirements
  • medical conditions, injuries, mobility needs, or other health information you choose to provide, or that we reasonably need in order to help deliver the event or retreat safely
  • communications you send to us about your booking or attendance

3. How we use your information

We use this information to:

  • process and manage your booking
  • communicate with you about your event or retreat
  • administer payments, deposits, balances, cancellations, and changes
  • plan accommodation and room-sharing arrangements
  • verify eligibility or suitability for a particular event or retreat
  • arrange transport, catering, and logistics where relevant
  • help support your safety and wellbeing during an event or retreat
  • respond to enquiries, complaints, and customer service requests
  • keep appropriate business records
  • comply with legal, regulatory, insurance, accounting, and fraud-prevention obligations

4. Our lawful bases

For ordinary personal data connected with your booking or attendance, we generally rely on one or more of the following lawful bases:

  • contract: where processing is necessary to take steps at your request or to perform our contract with you
  • legitimate interests: where processing is necessary for the legitimate interests of operating, organising, administering, improving, and protecting our events and retreats, provided those interests are not overridden by your rights and interests
  • legal obligation: where we need to process information to comply with applicable law, regulation, accounting, or insurance requirements

5. Special category data

Some of the information we collect for events and retreats, such as medical conditions, injuries, mobility needs, allergies, and certain dietary information, may be special category data under data protection law.

We collect and use this information only where reasonably necessary, for example to:

  • assess whether we can safely deliver the event or retreat
  • plan catering and accommodation arrangements
  • make appropriate arrangements for accessibility or mobility
  • support your safety and wellbeing during the event or retreat

Where required, we rely on your explicit consent to process this health and related information. If you do not provide information that we reasonably need, or if you withdraw consent, we may be unable to make appropriate arrangements for you or may be unable to continue with your booking where the information is necessary for safe participation.

6.  Photos and videos

At some events and retreats, photos or videos may be taken for promotional, editorial, or record-keeping purposes.

Where we intend to use identifiable photos or videos of you for promotional purposes, we will seek permission where appropriate and record your preferences.

Depending on the consent you give, identifiable images or videos may be used on our website, social media channels, email newsletters, flyers, brochures, or other promotional materials.

We will not intentionally use images that we consider compromising, embarrassing, overly revealing, or undignified.

If you withdraw consent, we will stop future use of your identifiable images for the relevant purpose and will remove them from channels under our control where reasonably possible.

Some photos or videos may be taken in a way that does not identify any individual, for example general atmosphere, landscape, detail, or crowd shots. Where images do not identify you and you are not reasonably identifiable from them, they may not be treated as personal data in the same way as identifiable images.

7. Who we may share your information with

We will only share your information where reasonably necessary and proportionate.

Depending on how you book and the type of event or retreat, your information may be shared between Tru Nature Wellness Ltd and Tru Nature Events & Retreats Ltd where this is necessary to administer your booking, organise the event or retreat, communicate with you, process payments, arrange accommodation, catering or transport, and support the safe delivery of the event or retreat.

Depending on the event or retreat, we may also share relevant information with:

  • accommodation providers
  • transport providers
  • catering providers
  • retreat facilitators, teachers, or practitioners
  • payment providers
  • insurers and professional advisers
  • IT, admin, and form-processing service providers who support our operations

We will only share health, dietary, allergy, mobility, or similar information where it is genuinely necessary to do so.

8. Date of birth

Where we collect your date of birth, we use it for event or retreat administration, including verifying eligibility where appropriate, helping with accommodation planning, and supporting safe and suitable participation. We collect it only where relevant to the event or retreat in question.

9. How long we keep your information

We keep events and retreats booking information only for as long as reasonably necessary for administration, customer service, accounting, legal, insurance, operational, and complaint-handling purposes.

Health and dietary information will usually be kept only for as long as reasonably necessary for the event or retreat and any immediate follow-up period, unless we need to retain it longer for legal claims, insurance, safeguarding, or regulatory reasons.

We review retention regularly and delete or securely archive information when it is no longer needed.

10. Your rights

You have rights under data protection law, including the right to:

  • request access to your personal data
  • ask for inaccurate information to be corrected
  • request erasure in certain circumstances
  • object to certain processing
  • request restriction of processing in certain circumstances
  • withdraw consent where we rely on consent

11. Contact us

If you have any questions about this Events & Retreats Privacy Notice or about how your personal information is handled in connection with an event or retreat, please contact:

bookings@trunatureevents.com

If your query relates specifically to website or store privacy matters, please also refer to our main Privacy Policy.

You also have the right to complain to the Information Commissioner’s Office if you believe your information has been handled unlawfully or unfairly.