Privacy Policy

1. Who we are

Be Free Retreats is a trading name of BE-PLC.CO.UK LTD, a company registered in England and Wales (company number 17318783) with its registered office at Birchwood Barn, Turners Hill Road, Crawley, RH10 4EY. We are the data controller for the personal information described in this policy.

If you have any question about how we use your information, email marc@be-plc.co.uk or write to the address above.

2. The information we collect and why

When you enquire or join the waiting list. Your name, email address and phone number, and anything you write in your message. We use this to reply to you, to tell you when retreat dates are released, and to hold your place on the priority waiting list. Legal basis: our legitimate interest in responding to enquiries, and your consent to receive updates, which you can withdraw at any time.

When you book. Your name, contact details, the room you have chosen, and confirmation of your payments. Payments are made by bank transfer, so we never hold your card details; we keep the payment records our bank provides. Legal basis: performance of our contract with you.

Before your retreat. During your private consultation we ask about your treatment preferences, dietary requirements, and anything about your health that a therapist needs to know to treat you safely (for example pregnancy, allergies, recent surgery or skin conditions). Health information is special category data. We collect it only with your explicit consent, share it only with the practitioners treating you, and delete it within 30 days of the retreat ending. You can decline to give it, but we may then be unable to provide some treatments.

When you call Bex. Bex is an AI telephone receptionist. Calls are recorded and transcribed so that we can answer follow-up questions and improve the service; recordings are kept for 90 days and then deleted. The information you give Bex (your name, contact details and your questions) is passed to Laura and Kate so they can follow up. Legal basis: our legitimate interest in answering your enquiry.

Photographs. We sometimes take photographs during a retreat. We will always ask before we photograph you, and we will only use a photograph in which you can be recognised in our marketing if you have agreed to that. You can withdraw that agreement at any time by emailing us.

When you use our website. Our hosting provider records standard technical information such as your IP address, browser type and the pages you visit, for security and to keep the site running.

3. Marketing

We will only send you marketing emails or messages about future retreats if you have joined the waiting list, booked with us, or otherwise asked to hear from us. Every message includes a way to unsubscribe, and you can also email marc@be-plc.co.uk. We do not sell or rent your details to anyone.

4. Who we share your information with

We share your information only where we need to in order to run the retreat and the business:

• The practitioners and hosts delivering your treatments, classes and meals — only what they need to look after you
• Croftview, our venue partner — your name and room allocation for the stay
• Service providers who process data on our behalf: GoHighLevel (customer records, contact forms, waiting list and messaging; hosted in the United States), Landingsite.ai (website hosting), our telephone answering provider (Bex calls), and our email provider
• Meta (Facebook and Instagram), to show our advertising to people similar to our guests and to measure it. We share the contact details of past guests and waiting-list members in hashed (scrambled) form, and the Meta Pixel on our website records the pages you visit. You can control how Meta uses this in your Facebook or Instagram ad preferences
• Professional advisers, insurers, or authorities where the law requires it

All of these are bound by contract or by law to protect your information.

5. International transfers

Some of our service providers store data outside the UK, including in the United States. Where that happens, the transfer is protected by the UK International Data Transfer Agreement or an adequacy decision, so your information has the same level of protection as it would in the UK.

6. How long we keep it

• Enquiries and waiting-list details: until you ask us to remove you, or 3 years after our last contact
• Booking and payment records: 6 years after the retreat, as required for tax and accounting
• Consultation and health information: deleted within 30 days of the retreat ending
• Bex call recordings: 90 days
• Photographs you have agreed we may use: until you withdraw your agreement

7. Your rights

You have the right to ask for a copy of the information we hold about you, to have it corrected or deleted, to object to or restrict how we use it, to withdraw consent, and to receive it in a portable format. To exercise any of these, email marc@be-plc.co.uk. We will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

8. Cookies

Our website uses cookies that are needed for it to work, and the Meta Pixel, which sets cookies so that we can measure our advertising and show our adverts to people who have visited the site. You can block or delete cookies through your browser settings, and you can control how Meta uses your data at facebook.com/adpreferences.

9. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.