1.1 Peak Boutique Surf Retreat Ltd is the organisation responsible for your personal information.

1.2 Peak Boutique Surf Retreat Ltd is registered in England and Wales. Company No. 17058126.

1.3 Registered office: 199 Penmere Drive, Newquay, Cornwall, TR7 1RY

1.4 Email: hello@peaksurfretreat.com

1.5 In this Privacy Policy, “Peak”, “we”, “us” and “our” mean Peak Boutique Surf Retreat Ltd.

1.6 This Privacy Policy applies when you use our website, contact us, make an enquiry, book a retreat, complete guest forms, attend a retreat, sign up to our newsletter, take part in photography or video content, or otherwise interact with Peak.

2.1 We may collect and use the following types of personal information:

• your name;

• email address;

• phone number;

• billing address and payment-related details;

• booking details, including retreat dates, package selected, payment status and booking history;

• guest names and details for people included in your booking;

• dietary requirements, allergies and food preferences;

• medical, health, injury, pregnancy, mobility, accessibility, medication or safety-related information you choose or are required to provide;

• surf experience, swimming ability and activity preferences;

• emergency contact details;

• forms, waivers, consents and declarations completed before or during the retreat;

• communications you send to us by email, website form, social media, messaging app or other channels;

• photographs, videos or testimonials where you give consent or where otherwise permitted by law;

• newsletter sign-up details and marketing preferences;

• website usage information, cookie information and basic analytics data;

• transaction records and invoices.

2.2 We collect information directly from you when you contact us, book a retreat, complete a form, attend a retreat, subscribe to our newsletter or communicate with us.

2.3 We may also receive information from booking platforms, payment providers, website providers, email systems, form providers, social media platforms, suppliers or another person who books on your behalf.

3.1 We use your personal information to:

• respond to enquiries;

• manage bookings and payments;

• confirm bookings and send booking-related information;

• operate payment plans and balance-payment reminders;

• provide retreat services, including accommodation, meals, surf coaching, yoga or recovery sessions, hosted activities and guest support;

• manage dietary, allergy, medical, accessibility, safety and emergency requirements;

• communicate with you before, during and after the retreat;

• manage guest forms, waivers, consents and declarations;

• coordinate with suppliers where necessary to deliver your booking;

• keep records for accounting, tax, insurance, legal and operational purposes;

• improve our website, retreats, customer experience and marketing;

• send newsletter or marketing emails where we are allowed to do so;

• manage photography, video, testimonials and social content where applicable;

• deal with complaints, disputes, incidents, insurance matters or legal claims;

• comply with legal and regulatory obligations.

3.2 We rely on different lawful bases depending on how and why we use your information. These may include:

• contract, where we need the information to manage your booking or provide retreat services;

• legal obligation, where we need to keep accounting, tax, safety or legal records;

• legitimate interests, where we use information to operate and improve our business, manage enquiries, prevent misuse, keep appropriate records and communicate with guests;

• consent, where we ask for specific permission, such as for certain marketing, newsletter, photography or video use;

• vital interests, where information is needed in an emergency to protect someone’s life or safety.

3.3 We will only use your personal information where we have a lawful reason to do so.

4.1 Some information you provide may be sensitive. This may include health information, medical conditions, injuries, pregnancy, medication, allergies, disability, accessibility needs, mental health considerations or other safety-related information.

4.2 We collect this information only where it is relevant to the retreat, including guest safety, participation in activities, food provision, accommodation arrangements, supplier requirements, emergency planning or the comfort and safety of the group.

4.3 We may use this information to:

• assess whether the retreat or a particular activity is suitable for you;

• make reasonable practical adjustments where possible;

• provide relevant information to suppliers, hosts, chefs, surf coaches, accommodation providers or activity providers where needed;

• manage dietary and allergy requirements;

• respond to emergencies, incidents or safety concerns;

• keep appropriate records for insurance, legal or operational purposes.

4.4 Because this information may include special category data, we will treat it with additional care and only share it where necessary.

4.5 Where appropriate, we may ask for your explicit consent to use or share health, medical, allergy or safety-related information. In some situations, we may also need to use this information to perform our contract with you, comply with legal obligations, protect someone’s vital interests, manage legal claims, or operate the retreat safely and responsibly.

4.6 If you do not provide relevant health, dietary, allergy, medical, accessibility or safety information when requested, we may be unable to accommodate your needs or allow you to participate in certain activities.

5.1 We may share relevant personal information with trusted suppliers where necessary to manage your booking or deliver the retreat.

5.2 Suppliers may include:

• accommodation providers;

• surf schools, surf coaches and activity providers;

• chefs, catering teams and food suppliers;

• yoga, recovery or wellbeing practitioners;

• transport or local logistics providers where included or arranged by Peak;

• booking, payment, website, form, email, accounting and customer-management platforms;

• insurers, professional advisers or legal advisers where needed.

5.3 We will only share information that is reasonably necessary for the relevant purpose. For example, we may share dietary information with a chef, surf experience or medical information with a surf provider, or booking/payment information with our booking and accounting systems.

5.4 Some suppliers may be separate data controllers for their own services, especially where they provide their own forms, waivers, payment processes, booking terms or safety documentation.

5.5 We are not responsible for the privacy practices of independent third parties where you book or interact with them separately.

6.1 We may use your contact details to send you booking-related messages, service updates and important retreat information. These are not marketing messages and are needed to manage your booking.

6.2 We may send newsletter or marketing emails where you have signed up, given consent, or where we are otherwise allowed to do so under applicable law.

6.3 You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or by contacting hello@peaksurfretreat.com.

6.4 We may take photographs and videos during retreats for guest memories, internal training, website content, social media, printed materials, press, advertising and marketing.

6.5 Where consent is required for photography, video or testimonial use, we will ask for it separately through booking, check-in, waiver or consent wording.

6.6 If you do not want to be photographed or filmed, you must tell us in writing before arrival and remind the retreat host at check-in.

6.7 If you give consent for us to use photographs, videos or testimonials, you can withdraw that consent by contacting us. We will make reasonable efforts to stop future use where practical, but we may not be able to remove content that has already been printed, shared, published, reposted by others, included in historic materials, or used in paid campaigns already in circulation.

6.8 We will not sell your contact details.

7.1 We use trusted third-party platforms to run our website, manage bookings, process payments, send emails, collect forms, manage accounts and operate the business.

7.2 These may include website, booking, payment, email, analytics, accounting, customer-management, social media and form providers.

7.3 Payment information is processed by our payment providers. Peak does not usually receive or store your full card details.

7.4 We may receive payment-related information such as your name, billing details, transaction status, payment amount, payment date, refund status, invoice details and payment-plan status.

7.5 Our website may use cookies and similar technologies to help the site work properly, understand website performance, improve the user experience and support marketing or analytics where permitted.

7.6 More information about cookies is available in our Cookie Policy.

8.1 We keep personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy.

8.2 Booking, payment, invoice and accounting records may be kept for up to 7 years where required for tax, accounting, legal or business-record purposes.

8.3 Guest forms, waivers, medical, allergy, dietary, safety and incident-related records may be kept for as long as reasonably necessary for safety, insurance, legal, operational or claims-management purposes.

8.4 Enquiry records may be kept for a reasonable period so we can respond properly, manage follow-up questions and understand guest interest.

8.5 Newsletter and marketing records may be kept until you unsubscribe or ask us to delete them, unless we need to keep a limited record to make sure we do not contact you again.

8.6 Photography, video and testimonial materials may be kept for as long as they remain relevant to Peak’s brand, marketing, guest memories, archive or business records, unless you withdraw consent and we are able to remove future use.

8.7 We may keep some information for longer where required or permitted by law, insurance, tax, accounting, dispute, safeguarding, health and safety, or legal-claims purposes.

9.1 Depending on the circumstances and the lawful basis we rely on, you may have rights under data protection law, including the right to:

• access the personal information we hold about you;

• ask us to correct inaccurate or incomplete information;

• ask us to delete information in certain circumstances;

• ask us to restrict how we use your information in certain circumstances;

• object to certain uses of your information;

• ask for certain information to be transferred to you or another provider;

• withdraw consent where we rely on consent.

9.2 You have the right to object to processing based on legitimate interests in certain circumstances.

9.3 Where we rely on consent, you can withdraw your consent at any time. This will not affect anything we have already done lawfully before consent was withdrawn.

9.4 Some rights are not absolute and may not apply in every situation. For example, we may need to keep certain information for legal, accounting, insurance, safety, contractual, dispute or claims-management reasons.

9.5 To exercise your rights, email hello@peaksurfretreat.com.

10.1 If you have any questions about this Privacy Policy or how we use your personal information, please contact:

Peak Boutique Surf Retreat Ltd

Email: hello@peaksurfretreat.com

10.2 You can also write to us at our registered office:

199 Penmere Drive, Newquay, Cornwall, TR7 1RY

10.3 If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.

10.4 You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.

10.5 Website: ico.org.uk