Privacy Policy

Last Updated: 16/09/2026

This Privacy Policy describes how Valere Retreats Ltd (“we”, “us”, or “our”) collects, uses, and shares your personal information when you book a fitness retreat with us. We are committed to protecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. The Data We Collect

To provide our retreats safely and effectively, we collect the following information:

  • Identity & Contact Data: Name, address, email address, and phone number.

  • Financial Data: Payment details (processed securely via Stripe or Bank Transfer). We do not store full card details on our own systems.

·        Special Category (Sensitive) Data: Dietary requirements, allergies, and health/medical information (e.g., heart conditions, blood pressure) necessary for your safety during physical activity.

·        Media Data: Photographs and video footage taken during the retreat (subject to your explicit consent).

·        Marketing Data: Your preferences in receiving updates about future retreats (only if you opt-in).

2. How and Why We Use Your Data

We process your data based on the following legal grounds:

  • Contractual Necessity: To manage your booking and provide the retreat services.

·        Explicit Consent: For processing health data and for taking/using photographs and videos for marketing.

  • Legal Obligation: To maintain financial records for tax purposes.

  • Legitimate Interests: To defend against legal claims or manage insurance requirements.

3. Sharing Your Data

We only share your data with essential personnel to ensure your safety:

  • Staff & Contractors: Dietary needs are shared with our Chef; health conditions are shared with relevant Fitness Instructors. All staff are bound by confidentiality.

  • Service Providers: We use third-party tools like Stripe for payment processing.

  • International Transfers: As our retreats take place in Spain, your data may be accessed by our team on-site in the EU. The EU is currently recognised by the UK as providing an adequate level of data protection.

4. Data Security

We take the security of your sensitive health data seriously:

  • All medical and dietary data is stored in encrypted, password-protected Excel files.

  • A secondary backup is maintained on a secure, encrypted cloud service.

  • Access is strictly limited to the business owner and specific instructors/chefs on a "need-to-know" basis.

5. Data Retention

We do not keep your data longer than necessary:

  • Financial Records: Kept for 6 years to comply with HMRC requirements.

  • Health & Safety Records: Health disclosures and waivers are kept for 6 years following the retreat to cover the statutory limitation period for legal or insurance claims.

·        Marketing & Media: Kept until you withdraw your consent.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access: Request a copy of your data (provided free of charge, unless the request is unfounded/excessive).

  • Correction: Ask us to fix inaccurate info.

  • Erasure: Ask us to delete your data (subject to our 6-year legal retention requirements).

  • Withdraw Consent: You can withdraw consent for marketing, media or health data processing at any time. Note: Withdrawing health data may result in the cancellation of your retreat for safety reasons (see T&Cs).

7. Cookies

Our website uses cookies to function correctly and monitor performance. You can manage your cookie preferences through your browser settings.

8. Contact Us & ICO

If you have questions, please contact Louise Jenkins at hello@valereretreats.co.uk. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.