Soul Haven Privacy & Data Protection Policy

​

Last updated: 3rd September 2026

Soul Haven of Harrogate respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it and the rights available to you.

1. Who We Are

For data-protection purposes, the data controller is:

Legal name: Soul Haven of Harrogate limited
Trading as: Soul Haven of Harrogate
Address: 61 Bridge Street, Kington, England HR3 3DJ
Email: soulhavenofharrogate.co.uk
Telephone: 0044 7980078230
ICO registration number, if applicable: TBC

“Personal information” means information that identifies you directly or could reasonably be used to identify you.

2. Information We May Collect

Depending upon how you interact with Soul Haven, we may collect:

• Your name, address, email address and telephone number;

• Your date of birth or age where relevant;

• Booking, attendance and payment information;

• Communications and enquiries;

• Emergency-contact details;

• Accessibility and dietary requirements;

• Health conditions, pregnancy, injuries, medication and other information relevant to safe participation;

• Notes you choose to share during a one-to-one session;

• Marketing preferences;

• Testimonials, reviews, photographs, video or audio where separately agreed;

• Website information, including IP address, device information and cookie data;

• Information required for training, certification or insurance purposes; and

• Any other information you voluntarily provide.

Please provide health information only where it is relevant to your safe participation.

3. How We Collect Information

We may collect information:

• Directly from you through our website, booking forms, health declarations, emails, telephone calls or messages;

• When you book through a third-party booking or payment provider;

• During an event, retreat, training or one-to-one session;

• When you join our mailing list or community;

• When you complete a feedback form or provide a testimonial;

• Through website cookies and similar technologies; or

• From a parent or legal guardian where the participant is under 18.

4. Why We Use Your Information

We may use your information to:

• Process and manage bookings and payments;

• Communicate with you about an offering;

• Assess whether an experience is appropriate and safe for you;

• Adapt a session to reasonable health or accessibility needs;

• Provide one-to-one sessions, retreats, training and other services;

• Maintain appropriate attendance, qualification and insurance records;

• Respond to questions, concerns or complaints;

• Contact an emergency contact where reasonably necessary;

• Meet our legal, safeguarding, accounting and insurance obligations;

• Protect the safety and rights of participants and facilitators;

• Send marketing communications where permitted;

• Improve our offerings and website; and

• Establish, exercise or defend legal claims.

We will not use your information for a new and incompatible purpose without informing you and identifying an appropriate lawful basis.

5. Our Lawful Bases

Depending upon the circumstances, we may process personal information because:

• It is necessary to enter into or perform our contract with you;

• We must comply with a legal obligation;

• It is necessary for our legitimate interests, provided those interests do not override your rights;

• You have provided consent;

• It is necessary to protect someone’s vital interests; or

• Another lawful basis applies.

Our legitimate interests may include managing and improving Soul Haven, responding to enquiries, maintaining appropriate business records, preventing misuse and protecting participants, facilitators and the business.

6. Health and Other Special Category Information

Information about your physical or mental health is “special category data” and receives additional legal protection.

Where health information is reasonably necessary to assess suitability or support safe participation, our Article 6 lawful basis may be performance of a contract or another appropriate basis. We must also identify a separate Article 9 special category condition.

Where we rely upon your explicit consent, we will ask for it through a clear and separate statement. You may withdraw that consent at any time by contacting us.

Withdrawal will not affect processing that was lawful before consent was withdrawn. However, if relevant information is necessary for safe participation, withdrawing consent may mean that we cannot continue to provide a particular service.

Health information will not be used for marketing or disclosed publicly without separate, specific and explicit consent.

7. Marketing Communications

We may send news, event information, offers and soulful updates where you have consented or where another lawful basis permits us to do so.

You can unsubscribe at any time by:

• Selecting the unsubscribe link in an email;

• Contacting us at Soulhavenofharrogate.co.uk or

• Updating your communication preferences where this facility is available.

Choosing not to receive marketing will not affect essential communications concerning an existing booking.

We will not sell your details to another organisation for marketing.

8. Photography, Recordings and Testimonials

We will request separate permission before using identifiable photographs, video, audio, testimonials or personal stories for promotional purposes.

You may decline promotional photography or withdraw consent for future use without affecting your ability to participate.

Withdrawal cannot always remove material that has already been lawfully printed or published, but we will take reasonable steps regarding future use and content under our control.

Group sessions will not be recorded without participants being informed in advance.

9. Sharing Your Information

We may share relevant information with trusted service providers where necessary, including:

• Website and booking-platform providers;

• Payment processors;

• Email and communications providers;

• Accountants, insurers and professional advisers;

• Retreat venues, caterers or facilitators where necessary;

• IT, storage and administrative providers; and

• Regulators, emergency services or public authorities where legally required or necessary to protect someone from serious harm.

We require service providers acting on our behalf to protect your information and use it only for the agreed purpose.

Payment-card details are normally handled directly by our payment provider. Soul Haven does not ordinarily retain complete card details.

If another independent facilitator is responsible for their own use of your information, they may act as a separate data controller and should provide their own privacy information.

10. International Data Transfers

Some service providers may store or process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place, such as an adequacy regulation, approved contractual protections or another lawful transfer mechanism.

Further information about applicable safeguards may be requested by contacting us.

11. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, insurance or safeguarding requirements.

Our intended retention periods are:

• Booking and financial records: [insert period—often six years for relevant tax and contract records];

• Health declarations and session records: [confirm the appropriate period with your insurer];

• Training and certification records: [insert period];

• Enquiries that do not result in a booking: [insert period];

• Marketing information: until consent is withdrawn or the information is no longer required;

• Incident or safeguarding records: for the period required by law, insurance requirements or professional advice; and

• Photographs, recordings and testimonials: until consent is withdrawn or the material is no longer required, subject to the limitations explained above.

Information will be securely deleted, destroyed or anonymised when it is no longer required.

12. Protecting Your Information

We use reasonable organisational and technical measures to protect personal information against unauthorised access, loss, alteration, disclosure or misuse.

Access to personal and health information is limited to people who reasonably need it. However, no electronic transmission or storage system can be guaranteed to be completely secure.

If a personal-data breach occurs, we will assess it and notify affected individuals and the Information Commissioner’s Office where legally required.

1

3. Your Data-Protection Rights

Depending upon the circumstances, you may have the right to:

• Be informed about how your information is used;

• Request access to your personal information;

• Ask us to correct inaccurate or incomplete information;

• Ask us to delete information;

• Ask us to restrict how information is used;

• Object to certain processing;

• Receive certain information in a portable format;

• Withdraw consent at any time;

• Object to direct marketing; and

• Ask for human involvement where a significant decision has been made solely through automated processing.

These rights are not absolute and legal exceptions may apply.

To exercise a right, contact soulhavenofharrogate.co.uk  We may need to verify your identity before responding. We will normally respond within one month, subject to any lawful extension.

14. Children’s Information

Our general offerings are intended for adults unless expressly stated otherwise.

Where Soul Haven agrees to provide an offering to someone under 18, we may collect information from their parent or legal guardian and request appropriate consent.

We will collect only the information reasonably necessary to provide the service safely and appropriately.

15. Cookies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand website use and support marketing.

Cookies that are not strictly necessary will not be placed unless the required consent has been obtained.

Please read our separate Cookie Policy for details of the cookies used, their purposes, duration and how to change or withdraw your preferences.

16. External Links

Our website may contain links to external websites. Soul Haven is not responsible for the privacy practices or content of websites operated by another organisation. Please review their privacy policies before providing personal information.

17. Complaints

Please contact us first if you have concerns about how your information has been handled:

Email: Soulhavenofharrogate.co.uk
Address: J Geraghty, Lowfields Way, Lowfields Industrial Park, Elland HD5 9DR

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: www.ico.org.uk

18. Changes to This Policy

We may update this Privacy Policy when our services, systems or legal obligations change.

The latest version will be displayed on our website with its date of revision. Where a change materially affects how we use your information, we will take reasonable steps to bring it to your attention.