Privacy Policy
Ocean Pole Retreat is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and protect your information when you use our website (oceanpoleretreat.com) and book our retreats.
1. Data Controller
Ocean Pole Retreat
Helene-Weigel-Platz 14
12681 Berlin, Germany
Email: info@oceanpoleretreat.com
2. Information We Collect
When you visit our website:
Device information (IP address, browser type, time zone, operating system)
Cookies and similar tracking technologies
Pages viewed, referring websites, and how you interact with our site
When you book a retreat:
Name, email address, phone number
Payment information (processed securely by our payment provider)
Emergency contact details
Dietary restrictions and medical information (if provided)
Communication preferences
When you contact us:
Any information you provide in emails, forms, or direct messages
3. How We Use Your Data
We use your information to:
Process bookings and payments
Communicate about your retreat (confirmations, updates, reminders)
Provide customer support and respond to inquiries
Ensure participant safety (emergency contacts, medical accommodations)
Improve our website and services
Send marketing communications (only with your consent)
Establish statistical information about website usage
Identify potential cases of abuse or security issues
You can visit our website without revealing your identity. However, to book a retreat or receive our newsletter, you must provide certain personal information. You may choose not to provide this data, but you may not be able to access all features or services.
4. Legal Basis for Processing (GDPR)
We process your data based on:
Contract performance: To fulfill our booking agreement with you
Legitimate interests: Customer service, safety, and website operation
Your consent: Marketing communications, photos/videos, optional cookies
Legal obligations: Accounting, tax records, and compliance
5. Data Sharing
We do not sell or rent your personal data to third parties.
We may share your information with:
Payment processors: To securely process transactions
Retreat venue and activity providers: To deliver services
Email service providers: For communications
Legal authorities: If required by law (e.g., subpoena, government request, fraud investigation)
All third parties are required to protect your data and use it only for specified purposes.
6. Data Retention
We retain your data as follows:
Booking information: 3 years after retreat (for accounting and legal requirements)
Marketing communications: Until you unsubscribe
Website usage data: As long as technically necessary
Payment records: As required by tax and financial regulations
7. Your Rights (GDPR)
If you are a European resident, you have the following rights:
Right to be informed: About how your data is used
Right of access: Request a copy of your personal data
Right to rectification: Correct inaccurate information
Right to erasure: Request deletion of your data ("right to be forgotten")
Right to restrict processing: Limit how we use your data
Right to data portability: Receive your data in a portable format
Right to object: Object to certain processing activities
Rights regarding automated decision-making: We do not use automated profiling
To exercise any of these rights, contact us at info@oceanpoleretreat.com.
Supervisory authority:
If you believe your rights have been violated, you may file a complaint with:
Bundesbeauftragte für den Datenschutz und die Informationsfreiheit (Germany)
Website: bfdi.bund.de
8. Cookies
Our website uses cookies to enhance your experience and analyze site usage.
Cookie categories:
Essential cookies: Required for website operation (cannot be disabled)
Analytics cookies: Help us understand website usage (requires consent)
Marketing cookies: Used for targeted content (requires consent)
You can manage cookie preferences through our Cookie Settings banner or your browser settings. Disabling certain cookies may limit website functionality.
For detailed information, see our Cookie Policy.
9. Links to Other Websites
Our website may contain links to third-party websites not owned or controlled by us. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.
10. Information Security
We implement appropriate technical and organizational security measures to protect your data from unauthorized access, use, modification, disclosure, loss, or destruction. Your information is stored on secure servers in controlled environments.
However, no internet transmission or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security. You provide information at your own risk.
11. International Data Transfers
Our retreat takes place in Portugal (within the EU). Your data may be transferred within the European Union in compliance with GDPR.
If data is transferred outside the EU (e.g., to service providers), we ensure adequate protection through standard contractual clauses or other lawful mechanisms.
12. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a minor, contact us immediately.
13. Changes to This Policy
We may update this Privacy Policy to reflect changes in our practices or legal requirements. Updates will be posted on this page with a new "Last Updated" date. We encourage you to review this policy periodically.
Continued use of our website or services after changes constitutes acceptance of the updated policy.
14. Contact Information
For questions about this Privacy Policy or to exercise your data rights:
Email: info@oceanpoleretreat.com
If you have concerns about mandatory information or data collection, contact us for clarification.
By using our website and/or booking a retreat, you acknowledge that you have read and understood this Privacy Policy.