Privacy Policy

Last Updated: 8th August 2025

The Pivot Retreat is operated by CK Coaching and Consulting Ltd ("we", "our", or "us"), a company registered in England and Wales. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Scope

This notice applies to all individuals whose personal data we collect and process in connection with The Pivot Retreat, including website visitors, retreat participants, and mailing list subscribers.

2. Responsibilities

The Data Controller for The Pivot Retreat is: Catherine Keddie, Founder and Director, CK Coaching and Consulting Ltd.

Email: catherine@catherinekeddie.co.uk

All team members and collaborators who handle personal data are required to adhere to this policy and uphold the rights of data subjects.

3. What Personal Data We Collect

We may collect and process the following categories of personal data:

  • Name, email address, phone number, postal address

  • Dietary requirements and allergies

  • Accessibility needs or physical limitations

  • Health data, where necessary for event safety

  • Activity and topic interests

  • Pre- and post-retreat surveys and feedback

  • Testimonials and consent for photography/filming

  • Payment method information (processed via secure third parties)

  • Communication preferences and email engagement

4. Purpose and Legal Basis for Processing

We process your data under the following lawful bases:

  • Consent: for email marketing and collecting optional feedback/testimonials

  • Contract: to process bookings and deliver the retreat you have requested

  • Legal obligation: for compliance with tax and financial regulations

  • Legitimate interest: for internal reporting, impact measurement, and participant experience improvement

The personal data we collect will be used for:

  • Managing bookings and payments

  • Planning meals, accommodation, and retreat logistics

  • Tailoring content and support to participant needs

  • Ensuring safety and accessibility at the event

  • Gathering feedback, testimonials, and marketing insights

  • Sending relevant communications about future events and offerings

  • Complying with accounting and regulatory requirements

5. Special Category Data

We may request health information (e.g. dietary needs, allergies, mental health declarations) solely to ensure participant safety. These are handled with strict confidentiality, stored securely, and deleted once no longer necessary.

6. Who We Share Data With

We only share data when necessary, and only with trusted third parties:

  • Retreat co-facilitators and support staff (under confidentiality)

  • Venue and catering providers

  • Wellness activity partners (e.g. movement facilitators)

  • Email and CRM systems (e.g. Mailchimp, Google)

  • Payment processors (e.g. Stripe)

  • Legal or emergency services, if required by law

All partners are contractually required to meet UK data protection standards.

7. Data Storage and Security

Your data is stored securely on encrypted, cloud-based platforms:

  • Microsoft 365

  • OneDrive

  • Google Workspace

We apply access restrictions, strong password policies, and routine audits to protect your data.

8. Data Retention

We retain personal data as follows:

  • General contact information: 2 years after last interaction

  • Health and dietary info: until retreat ends (or up to 12 months if required by law)

  • Booking and payment records: 6 years (to comply with UK tax law)

  • Testimonials and feedback: 1–3 years

  • Mailing list subscribers: until unsubscribed or after 2 years of inactivity

9. Your Rights Under UK GDPR

You have the right to:

  • Request access to the data we hold about you

  • Correct or update inaccurate information

  • Withdraw your consent (where applicable)

  • Request erasure of your data (“right to be forgotten”)

  • Object to certain types of processing (e.g. marketing)

  • Restrict or limit how we use your data

  • Request portability of your data to another provider

To exercise any of these rights, contact us at privacy@thepivoteers.com. We aim to respond within one month.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): Website: https://ico.org.uk. Phone: 0303 123 1113

10. Cookies and Website Use

Our website may use cookies and standard tracking tools (e.g. Google Analytics) to analyse usage and improve content. You can manage your cookie preferences via your browser settings.

11. Policy Updates

We may update this policy periodically to reflect legal, operational or organisational changes. The latest version will always be available on our website.

For questions or concerns regarding this policy, please contact:
privacy@thepivoteers.com