Privacy Policy

Effective Date: 14 August 2026

This Privacy Policy explains how Five Senses Retreats ("we," "us," or "our") collects, uses, stores, and protects personal information when you visit our website, contact us, subscribe to our communications, or book or participate in our retreats, workshops, events, journeys, and other experiences.

We process personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

1. Information We Collect

Depending on how you interact with us, we may collect the following information:

Identity and Contact Data
Your name, email address, phone number, billing or physical address, and other contact information you provide.

Booking and Participation Data
Information related to your booking, inquiry, group requirements, experience preferences, participation, and communications with us.

Dietary, Accessibility, and Health-Related Information
Information you voluntarily provide about dietary restrictions, allergies, accessibility requirements, physical needs, or other information necessary to help us provide an appropriate and safe experience.

Where information constitutes health data or another special category of personal data under the GDPR, we process it only where an appropriate legal basis and condition for processing applies, including explicit consent where required.

Financial and Transaction Data
Information relating to payments and transactions.

When payments are processed through third-party payment providers such as Stripe, we do not directly collect or store complete credit card details. If you pay by bank transfer or another payment service, we may receive information such as your name, payment amount, date, and payment reference in order to identify and administer your payment.

Communications and Marketing Data
If you subscribe to our newsletter or other communications, we may collect your email address and information about your communication preferences.

Website Usage Data
Our website and service providers may collect technical information such as IP address, browser type, device information, and information about how visitors interact with the website. Where required, non-essential cookies or similar technologies are used only with the appropriate consent.

2. How We Use Your Information

We may use personal data to:

respond to inquiries and provide customer support;
process bookings, deposits, payments, refunds, and related administration;
communicate with you about an experience, including schedules, logistics, changes, and participation information;
accommodate dietary, accessibility, safety, or other reasonable participation requirements;
plan and deliver retreats, workshops, events, journeys, team programs, and private-group experiences;
maintain appropriate business, accounting, and transaction records;
send newsletters or marketing communications where you have chosen to receive them; and
operate, maintain, secure, and improve our website and services.

3. Legal Bases for Processing

Depending on the circumstances, we process personal data on one or more of the following bases:

Performance of a contract: where processing is necessary to provide an experience or service you have booked or requested.

Legal obligations: where we are required to retain or process information for accounting, tax, regulatory, or other legal purposes.

Legitimate interests: where processing is reasonably necessary to operate and protect our business, respond to inquiries, improve our services, or maintain appropriate business records, provided those interests do not override your rights and freedoms.

Consent: where you have given us permission to process information for a particular purpose, such as receiving marketing communications or, where required, processing certain health-related information.

You may withdraw consent at any time where processing is based on consent. Withdrawal does not affect processing that lawfully took place before consent was withdrawn.

4. Sharing Your Information

We do not sell or rent your personal information.

We may share personal data when reasonably necessary with:

Service Providers
Third parties that help us operate our business, including website hosting, email, booking, payment, accounting, and technology providers.

Experience Partners and Providers
Where necessary to deliver an experience, we may share limited relevant information with venues, facilitators, guides, instructors, accommodation providers, transportation providers, or other partners involved in delivering the service.

We share only information that is reasonably necessary for the relevant purpose.

Legal and Regulatory Authorities
We may disclose personal information where required by law, regulation, court order, or a valid request from a public authority.

5. International Data Transfers

Some service providers may process personal data outside Finland or the European Economic Area.

Where personal data is transferred outside the EEA, we take appropriate measures required by applicable data protection law to protect that information, such as relying on an adequacy decision or approved contractual safeguards where applicable.

6. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including providing our services and complying with legal, accounting, tax, and regulatory obligations.

Different categories of information may therefore be retained for different periods.

Information relating to health, accessibility, dietary requirements, or other sensitive participation needs will not be retained longer than necessary for the purposes for which it was collected, unless a longer period is required or permitted by law.

7. Security

We use reasonable technical and organizational measures designed to protect personal data against unauthorized access, loss, alteration, disclosure, or misuse.

Our website uses encrypted connections, and payment information submitted through third-party payment providers is handled according to the security practices of those providers.

No method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Data Protection Rights

Subject to applicable law, you may have the right to:

access the personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of your personal information;
restrict or object to certain processing;
request transfer of your information in a structured, commonly used, machine-readable format;
withdraw consent where processing is based on consent; and
lodge a complaint with the relevant data protection supervisory authority.

Requests concerning your personal information can be sent using the contact details below.

9. Marketing Communications

If you subscribe to our newsletter or other marketing communications, we may send you occasional information about Five Senses Retreats, including retreats, workshops, events, journeys, and other experiences.

You can unsubscribe at any time using the unsubscribe link provided in our emails or by contacting us.

10. Third-Party Services

Our website may contain links to third-party websites or use services provided by third parties. Their handling of personal information is governed by their own privacy policies and practices.

For example, payment services provided by Stripe are also subject to Stripe's privacy practices.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business practices, or legal requirements.

The current version and effective date will be published on this page.

12. Contact Us

If you have questions about this Privacy Policy or would like to exercise your data protection rights, please contact:

Five Senses Retreats

Email: hello@fivesensesretreats.com
Website: fivesensesretreats.com