Privacy Policy

Sohum Wellness & Longevity Retreat Ltd

Introduction

Welcome to the Privacy Policy of Sohum Wellness & Longevity Retreat Ltd (company number 17371798, registered office 45-47 Station Road, North Harrow, HA2 7SU) (“Sohum Wellness”, “we”, “us” or “our”). This policy explains how we use your personal data when you use our website, make an enquiry or booking, buy a gift voucher, join our health club, subscribe to our newsletter, make a complaint or apply for a job with us.

We are the controller of your personal data. If you have any questions, please contact our Data Protection Officer (DPO) at info@BartHarper.com.

Our website is not intended for children. If a booking includes children, we use their details only for that booking.

1.      The types of personal data we collect about you and how we use it

We collect and use the following personal data:

• Identity and contact data: name, title, postal address, email address, telephone number and, for health club members, date of birth. We use this to respond to enquiries and complaints, manage bookings, gift vouchers and memberships, and run competitions. Lawful basis: contract; legitimate interests (responding to people who contact us and resolving complaints).
• Financial and transaction data: payment card details and details of your bookings, stays, treatments, gift vouchers, membership and purchases. We use this to take payment and manage your booking, voucher or membership. Lawful basis: contract; legal obligation (tax and accounting records).
• Technical and usage data: IP address, browser, device and location settings, and how you use our website. We collect this through cookies and similar technologies to run, secure and improve our website. Lawful basis: consent (analytics cookies); legitimate interests (keeping our website secure and working properly).
• Profile data: your preferences, feedback, complaints and competition entries. We use this to handle complaints, run competitions and surveys, and improve our services. Lawful basis: contract (competitions); legitimate interests (resolving complaints and improving our services).
• Marketing data: your marketing preferences and whether you open and click on our emails. We send newsletters and offers only if you opt in. We may also send health club members updates about classes and timetables. Lawful basis: consent (newsletters and offers); legitimate interests (member updates).
• Recruitment data: your CV, employment history, qualifications and other information you provide when applying for a job. We use this to assess your application and delete it when the selection process ends, unless you ask us to keep it for future vacancies. Lawful basis: legitimate interests (recruiting staff); consent (keeping your details for future vacancies).
• Other people in your booking: if you book for others, we use their names and contact details only for that booking. Please make sure they are happy for you to share their details with us.

2.      Where we get your data from

We collect personal data when you fill in forms on our website or contact us by post, phone, email or in person, through cookies when you use our website, and from online travel agents or spa booking companies if you book through them.

Marketing

We will not share your personal data with other organisations for their own marketing without your consent.

You can unsubscribe at any time using the link in any marketing email or by contacting us. You will still receive service messages, such as booking confirmations and appointment reminders.

Cookies

Our cookie policy explains the cookies we use and how to change your preferences.

3.      Who we share your data with

We share your personal data only where needed with:

• other companies in our group;
• service providers acting on our instructions, our payment processor, our booking system provider and our IT and cloud hosting providers;
• online travel agents and others you have booked through, to manage that booking;
• professional advisers, such as lawyers, auditors and insurers;
• HM Revenue & Customs, regulators and other authorities where the law requires; and
• any buyer of, or successor to, our business.

Our service providers must keep your data secure and may only use it on our instructions.

4.      International transfers

Some of our service providers may store your data outside the UK. Where they do, we make sure it is protected, either because the UK recognises that country as providing adequate protection or by using contract terms approved in the UK.

5.      Data security

We have appropriate security measures in place to protect your personal data, and only people who need it for their work can access it.

If there is a data breach, we will tell you and the regulator where the law requires.

6.      Data retention

We keep your personal data only for as long as we need it for the purposes above, including to meet legal, tax and accounting requirements, or for longer if there is a complaint or a possible legal claim. We keep basic customer information for three years after you stop being a customer, for tax purposes.

7.      Your rights

You have the right to:

• access your personal data;
• correct data that is inaccurate or incomplete;
• ask us to delete your data;
• object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
• ask us to transfer your data to you or another organisation;
• withdraw your consent at any time where we rely on consent; and
• ask us to restrict how we use your data.

To exercise any of these rights, please contact our DPO at info@BartHarper.com. There is usually no fee. We may ask you to confirm your identity, and we aim to respond within one month.

8.      Questions and complaints

If you have any questions about this policy, or you are unhappy with how we have handled your personal data, please contact our DPO so that we can put things right:

• Email: info@BartHarper.com
• Post: Sohum Wellness & Longevity Retreat Ltd, 45-47 Station Road, North Harrow, HA2 7SU, marked for the attention of the DPO.

When we receive a complaint, we will acknowledge it within 30 days, look into it and tell you the outcome without undue delay.

You can also complain to the Information Commission (ICO) at any time. Its contact details are available at www.ico.org.uk.