Privacy

Trust is at the heart of everything we do. The information you choose to share with us remains yours. We collect only what we need, use it responsibly, and keep it secure. This Privacy Policy explains what information we collect, why we collect it, how we use it, and the choices you have regarding your personal information.

Who We Are

Roots Retreats is operated by:
Company: [Registered Company Name]
Company Registration Number: [Registration Number]
Registered Address: [Registered Address]

What Information We Collect

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

  • Your name.
  • Email address.
  • Telephone number.
  • Postal address where required.
  • Information you choose to share through our enquiry forms.
  • Booking information.
  • Emergency contact details.
  • Travel information where necessary.
  • Health and wellbeing information relevant to your participation.
  • Payment information (processed securely by our payment provider).
  • Website usage information, including cookies and anonymous analytics.

We collect only the information that is relevant to providing our services, communicating with you, and preparing for your retreat responsibly.

How We Collect Information

Information may be collected when you:

  • Visit our website.
  • Contact us by email or through our enquiry forms.
  • Arrange a discovery call.
  • Make a booking.
  • Complete guest documentation.
  • Complete a confidential health questionnaire.
  • Communicate with us before or after your retreat.
  • Subscribe to receive occasional updates.
  • Why We Collect Information

We use your information to:

  • Respond to your enquiries.
  • Arrange and manage your booking.
  • Prepare for your retreat.
  • Support your safety and wellbeing.
  • Meet legal and regulatory obligations.
  • Improve our website and guest experience.
  • Send occasional updates if you have chosen to receive them.We do not sell, rent, or trade your personal information.

Our Lawful Basis for Processing

Where applicable under data protection law, we process personal information because:

  • You have given your consent.
  • Processing is necessary to fulfil our agreement with you.
  • We have a legitimate interest in operating and improving our services.
  • We are required to comply with legal obligations.

Where sensitive health and wellbeing information is collected, we do so only where appropriate safeguards and lawful conditions apply.

Health & Wellbeing Information

Some of the information we request before a retreat is sensitive. We ask only for information that helps us understand whether a retreat is appropriate, prepare responsibly, and support your wellbeing throughout your stay. Access to this information is limited to those who genuinely need it to support your participation safely. We treat this information with particular care and confidentiality. If we believe a retreat may not be suitable for you at this time, we may recommend postponing or declining a booking in the interests of your safety and wellbeing.

Payments

Payments are processed securely through [Payment Provider]. Roots does not store your full payment card details.

Marketing Communications

If you choose to receive occasional news or updates from Roots, you may unsubscribe at any time using the link provided in our emails or by contacting us directly. We will only send marketing communications where you have chosen to receive them.

Cookies

Our website uses cookies and similar technologies to:
Help the website function correctly.
Understand how visitors use our website.
Improve performance and user experience.
You can manage or disable cookies through your browser settings. Further information can be found in our Cookie Policy.

International Data Transfers

As our retreats take place in Colombia, some information may need to be shared with members of our local team and indigenous partners to help prepare for your arrival and support your participation. Where this occurs, we take appropriate steps to protect your personal information.

How We Keep Information Safe

We take appropriate technical and organisational measures to protect your personal information against loss, misuse, unauthorised access, or disclosure. Although no online system can ever be guaranteed to be completely secure, protecting your information is something we take seriously and continually review.

How Long We Keep Information

We retain personal information only for as long as reasonably necessary to:

  • Provide our services.
  • Meet legal, accounting, or regulatory obligations.
  • Resolve disputes.
  • Maintain appropriate business records.
  • When information is no longer required, it is securely deleted or anonymised.
  • Who We Share Information With

Where necessary, we may share relevant information with trusted organisations involved in delivering your retreat. These may include:

  • Members of the Roots team.
  • Our indigenous partners.
  • Accommodation providers.
  • Professional advisers.
  • Secure payment providers.
  • Technology providers that help operate our website.
  • Authorities where required by law.

We only share information that is necessary for the purpose concerned. Every organisation we work with is expected to handle personal information responsibly and only for the purpose for which it has been shared.

Your Rights

Depending on where you live, you may have the right to:

  • Access your personal information.
  • Correct inaccurate information.
  • Request deletion of your information.
  • Withdraw consent where applicable.
  • Object to certain types of processing.
  • Request a copy of the information we hold about you.

If you would like to exercise any of these rights, please contact us.

Third-Party Websites

Our website may contain links to third-party websites. Once you leave our website, those websites are responsible for their own privacy practices. We encourage you to read their privacy policies.

Changes to This Policy

From time to time, we may update this Privacy Policy to reflect changes in our services, legal obligations, or the way we operate. The latest version will always be published on our website.

Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, we would be pleased to hear from you.
Email: hello@roots.living
Company: [Registered Company Name]
Registered Address: [Registered Address]
Looking after your personal information is one more way we care for the people who place their trust in us. Thank you for trusting Roots. We look forward to welcoming you.

Remember · Respect · Return