Dr Amanda Bowen Ltd, trading as Dr Amanda Bowen Yoga & Retreats, respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains what information we collect, how and why we use it, who it may be shared with, how long it may be retained and your rights under UK data protection law.
For the purposes of UK data protection law, Dr Amanda Bowen Ltd is the data controller responsible for your personal information.
Contact Details
Email: hello@dramandabowen.co.uk
Website: dramandabowen.co.uk
Information We Collect
Depending on how you interact with us, we may collect:
- Your name
- Your email address
- Your telephone number
- Your town, city or country
- Details of your enquiry
- Your retreat, retreat day or service preferences
- Booking and payment information
- Travel and transfer information
- Emergency contact details
- Dietary, allergy, accessibility, medical or health information that you provide
- Communications between you and us, including emails, messages and telephone notes
- Marketing preferences and records of your consent
- Testimonials, photographs and video footage
- Technical information about your use of our website, such as your IP address, browser, device type, pages visited and interactions with our website or advertisements
Payment card details are processed securely by the relevant booking or payment provider. We do not normally receive or store your complete payment card details.
How We Collect Your Information
We may collect information directly from you when you:
- Complete a form on our website
- Submit an enquiry through Facebook, Instagram or another advertising platform
- Join our mailing list
- Book a retreat, retreat day or another service
- Provide booking, dietary, accessibility, health or travel information through our booking platform
- Contact us by email, telephone, WhatsApp, social media or another messaging service
- Complete a survey or provide feedback
- Submit a testimonial
- Browse or interact with our website
We may also receive information from booking platforms, payment providers, advertising platforms, referral partners or another person making an enquiry or booking on your behalf.
How We Use Your Information
We may use your personal information to:
- Respond to enquiries and provide the information you have requested
- Manage retreat, retreat day and other service bookings
- Process payments and maintain transaction records
- Communicate with you before, during and after a booking
- Arrange accommodation, meals, transfers, excursions and other retreat services
- Take account of relevant dietary, health or accessibility information
- Send administrative and service-related messages
- Provide customer support
- Manage cancellations, insurance enquiries, complaints or disputes
- Maintain appropriate financial, legal and business records
- Improve our website, retreats and services
- Understand the effectiveness of our advertising
- Prevent fraud, misuse or security incidents
- Send information about future retreats, retreat days and related services where we have permission or are otherwise legally permitted to do so
- Document and promote Dr Amanda Bowen Yoga & Retreats through photographs, video footage, testimonials and retreat content
- Comply with legal, regulatory, accounting and insurance requirements
We will not use your personal information for purposes that are incompatible with those described in this policy unless we have a lawful reason to do so.
Our Lawful Bases for Using Your Information
Under UK data protection law, we must have a lawful basis for using personal information.
Depending on the circumstances, we may rely on the following lawful bases.
Contract
We may use your information where it is necessary to take steps at your request before a booking or to fulfil our agreement with you.
Consent
We may rely on consent for email marketing, certain cookies and tracking technologies, and the processing of certain sensitive information.
Where we rely on consent, you may withdraw it at any time. Withdrawal of consent does not affect processing that took place before it was withdrawn.
Legitimate Interests
We may use information where it is reasonably necessary to operate, manage and promote our business, respond to enquiries, maintain customer relationships, protect our services, document our retreats and understand the effectiveness of our marketing.
This may include taking and using photographs or video footage from retreats, where guests have been informed that photography and filming may take place.
When relying on legitimate interests, we consider whether our interests are outweighed by the rights and interests of the people involved.
Legal Obligation
We may process information where necessary to comply with tax, accounting, insurance, consumer protection or other legal requirements.
Vital Interests
In an emergency, we may use or share information where necessary to protect your life or the life of another person.
Health, Dietary and Accessibility Information
Information relating to health is treated as special category data and receives additional protection under data protection law.
Relevant health, dietary and accessibility information may be collected when you:
- Complete a booking form through our booking platform
- Submit an enquiry through our website, Facebook, Instagram or another form
- Communicate with us by email, telephone, WhatsApp, social media or another messaging service
- Voluntarily share information during a conversation
We may make brief notes of relevant information you have shared so that we can respond appropriately, manage your booking and support your participation in a retreat or retreat day.
This information may include:
- Medical conditions or injuries relevant to participation
- Allergies and dietary requirements
- Accessibility requirements
- Emergency contact details
- Other health or personal information that you choose to provide and that may be relevant to your enquiry or booking
Where required, we rely on your explicit consent to process health information. In a genuine emergency, it may also be used where necessary to protect your vital interests or those of another person.
Relevant information may be shared on a need-to-know basis with a venue, accommodation provider, chef, caterer, transport provider, activity provider or emergency service where necessary to meet your requirements or protect your safety.
This information may remain stored within our booking platform, customer relationship management system, emails or message history in accordance with the relevant provider’s retention arrangements. We will only access and use it for as long as reasonably necessary, unless it is required in connection with an incident, complaint, insurance matter or legal obligation.
Please do not provide medical or health information that is not relevant to your enquiry, booking or participation.
Photographs and Video Footage
Photography and filming may take place during retreats, retreat days and related activities.
Photographs and video footage may be retained and used to document and promote Dr Amanda Bowen Yoga & Retreats. This may include use on:
- Our website
- Social media
- Email communications
- Online and printed advertising
- Promotional videos
- Booking and retreat information pages
- Other marketing materials
Guests will be informed in advance through booking information or retreat communications that photography and filming may take place.
Photographs and video footage may be retained for as long as they remain relevant and appropriate for documenting and promoting the business.
We will use retreat photographs and footage reasonably and respectfully. Anyone with a specific concern about the use of an identifiable image should contact us at hello@dramandabowen.co.uk.
Marketing Communications
Where you have requested information, submitted an enquiry or agreed to receive updates, we may contact you about retreats, retreat days and related services.
Marketing communications may be sent by email, telephone, text message, WhatsApp or another method you have agreed to.
You can stop receiving marketing communications at any time by:
- Using the unsubscribe link at the bottom of a marketing email
- Replying to a message and asking to be removed
- Emailing hello@dramandabowen.co.uk
Stopping marketing communications will not prevent us from contacting you about an existing enquiry, booking, payment or other administrative matter.
We may retain a limited record of your email address or telephone number on a suppression list so that we can respect your request not to receive further marketing.
Cookies, Analytics and Behavioural Tracking
Our website may use cookies, pixels and similar technologies.
Some cookies are necessary for the website to function. Other cookies and technologies may help us to:
- Understand how visitors use the website
- Remember visitor preferences
- Measure website traffic and performance
- Understand which pages, retreats or services are of interest
- Measure the effectiveness of our advertising
- Deliver or improve relevant advertising
Analytics, advertising and social media providers may collect information about your device, browser, IP address and interactions with our website or advertisements.
Where consent is legally required, non-essential cookies and similar technologies will only be used after you have given your consent.
You can manage or withdraw your consent through the cookie settings on our website. You can also control cookies through your browser settings, although blocking some cookies may affect how parts of the website function.
Who We Share Information With
We do not sell your personal information.
We may share information with trusted organisations that help us operate our business and deliver our services, including:
- Website hosting and technical support providers
- Customer relationship management systems
- Email and communication providers
- Booking and payment platforms, including WeTravel
- Advertising, analytics and social media platforms
- Accountants, insurers, professional advisers and legal representatives
- Retreat venues, hotels and accommodation providers
- Chefs, caterers and restaurants
- Transport, transfer and excursion providers
- IT, cloud storage and data security providers
- Government bodies, regulators, courts or law enforcement agencies where legally required
These organisations may act as data processors on our behalf or as separate data controllers responsible for their own use of your information.
We only share information that is reasonably necessary for the relevant purpose.
Third-Party Websites and Platforms
Our website, advertisements and communications may contain links to third-party websites and services, including booking, payment, social media and travel platforms.
These organisations have their own privacy policies and are responsible for how they collect and use information through their services.
You should review their privacy information before providing personal details or completing a transaction.
International Transfers
Some of the technology, booking, payment, advertising and communication providers we use may store or process personal information outside the United Kingdom.
Where personal information is transferred internationally, appropriate legal protections must be used. These may include UK adequacy regulations, approved contractual safeguards or another legally permitted transfer mechanism.
How We Protect Your Information
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.
These measures may include:
- Password protection and access controls
- Secure website connections
- Reputable booking, payment, email and storage providers
- Limiting access to people who reasonably need the information
- Keeping systems and software updated
- Reviewing information that is no longer required
No online service or transmission method can be guaranteed to be completely secure. However, we take proportionate steps to reduce the risks.
How Long We Keep Your Information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance or reporting requirements.
As a general guide:
- Enquiry information may be retained for up to two years after our last meaningful contact
- Booking and contractual records may be retained for up to six years after the service has ended
- Financial and transaction records may be retained for the period required by tax and accounting law
- Marketing information may be retained until you unsubscribe, withdraw your consent or the information is no longer required
- Health, dietary and accessibility information stored within a third-party booking platform may remain there in accordance with that platform provider’s retention policy
- We will only continue to access and use health, dietary and accessibility information for as long as reasonably necessary, unless it is relevant to an incident, complaint, insurance matter or legal obligation
- Photographs and video footage may be retained for as long as they remain relevant and appropriate for documenting and promoting Dr Amanda Bowen Yoga & Retreats
- Testimonials may be retained for as long as they remain relevant and appropriate for promoting the business
Information may be retained for longer where reasonably necessary in connection with a complaint, dispute, insurance claim or legal obligation.
Your Data Protection Rights
Depending on the circumstances, you may have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct inaccurate or incomplete information
- Ask us to delete your information
- Ask us to restrict how your information is used
- Object to certain uses of your information
- Ask for information you provided to be transferred to you or another organisation
- Withdraw consent where we rely on consent
- Object to direct marketing at any time
- Ask for information about how your personal information is used
These rights are not absolute and may not apply in every situation.
To exercise any of these rights, contact hello@dramandabowen.co.uk.
We may need to confirm your identity before responding. We will normally respond within one month, as required by data protection law.
Complaints
Please contact us first with any concerns about how your personal information has been handled:
You also have the right to complain to the Information Commissioner’s Office, the UK regulator responsible for data protection.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk
Children’s Information
Our retreats and services are not generally marketed to children, and we do not knowingly collect personal information directly from children without appropriate permission.
Where a person under the age of 18 is permitted to attend a particular service, information must be supplied or authorised by their parent or legal guardian where required.
Changes to This Privacy Policy
We may update this Privacy Policy occasionally to reflect changes to our services, systems, providers, legal obligations or the way we use personal information.
The latest version will be published on this page with the date it was last updated.
Contacting Us
For questions about this Privacy Policy, your personal information or your data protection rights, please contact:
Dr Amanda Bowen Ltd
Trading as Dr Amanda Bowen Yoga & Retreats
Email: hello@dramandabowen.co.uk
