Privacy Policy

Privacy, Data Protection and GDPR Compliance

1. Introduction

Ladies Who Lit ("we," "us," "our") values your privacy and is committed to protecting your personal data. This Privacy & Data Protection Clause explains how we collect, use, store, and protect your data in compliance with the General Data Protection Regulation (GDPR) and other applicable laws.

By using our services, you acknowledge and consent to the collection and processing of your data as outlined below.

2. What Data We Collect

We collect and process the following types of personal data:

• General Personal Data: Name, email address, phone number, postal address, payment details, and booking information.
• Identity Verification Data (Passport Information): A clear photograph of your passport photo page, including your full name, nationality, date of birth, passport number, and expiry date. We request this information solely for travel compliance and booking purposes.
• Sensitive Personal Data (Explicit Consent Required): Dietary preferences, health conditions (if disclosed for accessibility or safety reasons), and emergency contact details.

We only collect personal data that is necessary to:

- fulfil our contract with you (e.g., booking administration, retreat delivery),

- comply with legal obligations (e.g., travel requirements and safety),

- meet health & safety needs (with your explicit consent),

- and improve our services when you have opted in.

We do not collect more data than is reasonably required for these purposes.

3. How We Use Your Data

We use your data for the following purposes:

• To process retreat bookings and payments.
• To verify your identity and meet travel compliance requirements when booking accommodation, transportation, or experiences that legally require passport information.
• To communicate important information about your retreat.
• To personalise your retreat experience, including dietary or accessibility needs.
• To comply with legal obligations (e.g., tax regulations, travel documentation, health and safety).
• To send you newsletters, promotions, or event updates (only with your consent).

4. Legal Basis for Processing Your Data

We process your data based on the following legal grounds:

• Contractual Necessity: To fulfill your retreat booking and provide our services.
• Legitimate Interest: To improve our services and customer experience.
• Explicit Consent: For processing sensitive personal data (e.g., dietary or health information) and for sending marketing communications.

You have the right to withdraw your consent at any time.

5. How We Store & Protect Your Data

We implement appropriate technical and organisational security measures to protect your data, including encryption, password protection, and secure third-party platforms.

For passport data:

• Passport photos are stored in an encrypted and access-restricted environment.
• Only authorised personnel involved in retreat operations may access this data.
• Passport data is never shared via unsecured channels (e.g., unencrypted email).
• We never print or physically store passport copies unless required by law or by a lodging provider, and even then only briefly and securely.

Your data is stored securely and handled with confidentiality at all times.

6. Who We Share Your Data With

We only share your data with third parties when necessary for the delivery of our services, including:

• Payment Processors (to handle bookings).
• Accommodation & Travel Providers
  Some properties or travel partners require us to provide passport information for guest registration in compliance with local laws. Only the minimum required information is shared, and only when legally or operationally necessary.
• Catering Providers (to accommodate dietary and accessibility needs).
• Email & Marketing Services (only if you opt into marketing communications).

We do not sell, rent, or trade your personal data.

7. Data Retention

We retain your data only as long as necessary to fulfill our services and comply with legal obligations.

• Passport Data: Retained only until your retreat has concluded and all accommodation or travel providers have confirmed guest registration. Passport data is permanently deleted within 30 days after your retreat ends, unless required for an ongoing legal obligation.
• General personal data: Kept for up to 5 years for accounting and booking records.
• Sensitive data: Deleted immediately after the retreat concludes unless you request otherwise.

8. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right to Access – Request a copy of your data.
• Right to Rectification – Correct any inaccurate data.
• Right to Erasure ("Right to be Forgotten") – Request deletion of your data.
• Right to Restriction of Processing – Limit how we use your data.
• Right to Data Portability – Request transfer of your data to another service.
• Right to Object – Object to processing based on legitimate interest or for direct marketing.

To exercise your rights, contact us at hello@ladieswholit.co.uk.

9. Consent for Processing Sensitive Data

By providing dietary or health information, you explicitly consent to us processing this data for the purposes of ensuring your safety and comfort during our retreats. You may withdraw consent at any time, but this may affect our ability to provide certain accommodations.

10. Marketing communications and opt-out

We will only send you marketing emails to keep you updated unless you withdraw your consent. You may withdraw your consent and opt out of receiving marketing communications at any time by clicking the “unsubscribe” link in any marketing email or by contacting us at hello@ladieswholit.co.uk

11. Cookies and tracking technologies

Our website uses cookies and similar technologies to ensure essential functionality and to understand how visitors use our site. Cookies are small text files placed on your device when you visit our website.

Some cookies are strictly necessary for the operation of the website and cannot be disabled. Other cookies, such as analytics or marketing cookies, are only used where you have given your explicit consent. 

We may use analytics tools to help improve our services. These tools may collect limited personal data such as IP address, device information, browser type, and usage data. We may also use third-party services that may place cookies or similar tracking technologies on your device. These third parties may collect information about your online activities over time and across different websites.

You can manage or disable cookies through your browser settings or via our cookie consent banner. Where required by law, we will seek your consent before placing non-essential cookies on your device via our cookie consent banner.

You may withdraw or change your consent at any time through the cookie consent banner. Please note that disabling certain cookies may affect the functionality of the website.

We do not use cookies or tracking technologies to collect sensitive personal data without your explicit consent.

12. Contact & Complaints

If you have any concerns or wish to exercise your rights, please contact us at:
📧 hello@ladieswholit.co.uk

If you believe we have not handled your data correctly, you have the right to file a complaint with the relevant data protection authority in your country.