Riviera Retreats — Privacy Notice
28 Sept 2026
This notice explains what personal information Riviera Retreats collects, why we collect it, and what rights you have over it. It applies to our website, our enquiry and booking forms, and our retreats.
Riviera Retreats is a trading name of Riviera Retreats Ltd, 15888140, registered at St Marys, Upton Manor Rd, Brixham, TQ5 9QZ
We are the data controller for the information described here, and we are registered with the Information Commissioner's Office under registration number.
If you have any questions about this notice or about how we handle your information, contact us at info@rivieraretreats.uk
What information we collect
When you enquire. Your name, email address, phone number, and whatever you choose to tell us about your situation and what you are looking for.
When you book. Your full name and preferred name, postal address, contact details, role and organisation, travel arrangements, emergency contact details, and payment or invoicing information.
To keep you safe and well. Dietary requirements and food allergies, access and mobility needs, relevant medical conditions and medication, and whether you are currently receiving support from a doctor or therapist.
During the retreat. Notes your coach makes to support your sessions, and photographs where you have consented to them.
When you use our website. Technical information such as your IP address, browser type and the pages you visit, collected through cookies and analytics. See the cookies section below.
If you sign up for emails. Your name, email address, and whether you open or click our messages.
Where we get it from
Almost everything we hold comes directly from you, through our enquiry form, booking form, pre-retreat questionnaire, emails and conversations.
We may also receive information about you from:
Your employer, where they are booking and paying for your place
A colleague or friend who refers you to us, though we will only ever hold your details if you contact us yourself
Our website analytics provider, which tells us how people use the site
We do not buy contact lists or collect information about you from social media or other public sources.
Why we use it, and our lawful basis
Data protection law requires us to have a lawful basis for everything we do with your information. Ours are:
Answering your enquiry — our legitimate interest in responding to people who contact us.
Taking and managing your booking — performance of our contract with you. Where your employer is the one contracting with us, our legitimate interest in delivering the retreat you are attending.
Planning catering, accommodation and access — performance of our contract, and your explicit consent where the information concerns your health.
Keeping you safe, including in an emergency — your explicit consent, and our legitimate interest in the safety of everyone at the retreat.
Delivering your coaching sessions — performance of our contract with you.
Taking payment and keeping accounting records — performance of our contract, and our legal obligation to keep financial records.
Sending you marketing emails — your consent, or our legitimate interest in telling past guests about future retreats.
Using photographs and testimonials — your consent.
Improving our website — your consent for non-essential cookies, and our legitimate interest in understanding how the site is used.
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and we think it is not. You can object to any use based on legitimate interests — see your rights below.
Health and other sensitive information
Information about your health, and dietary requirements that reveal a health condition or a religious or philosophical belief, are special category data. The law gives them extra protection, and so do we.
We ask for this information only to plan and run your retreat safely. We process it on the basis of your explicit consent, which you give when you complete the booking form. You are not obliged to tell us anything, but if you do not, we may not be able to meet your needs or accept your booking.
This information is seen by Sarah Mackintosh and Kanthi Ford, and is shared further only where it is necessary for your safety or wellbeing — for example, telling a caterer about a serious allergy, or telling a venue about a mobility need. We share the minimum required and never the wider context.
It is not shared with other guests, and it is not shared with your employer, even where your employer is paying.
You can withdraw your consent at any time by emailing info@rivieraretreats.uk. If you withdraw it before a retreat, we will discuss with you whether we can still run it safely for you.
What you tell us in coaching
What you say in a coaching session stays between you and your coach. We do not repeat it to other guests, to your employer, or to anyone else.
Your coach may keep brief notes to give continuity between sessions. These are held securely, kept separately from your booking record, and seen by that coach alone.
There are two exceptions, and we would rather you knew about them in advance:
Where we believe there is a serious risk of harm to you or to another person, we may need to contact someone who can help.
Where the law requires us to disclose something.
In either case we would tell you what we were doing and why, unless doing so would increase the risk.
Where your employer has paid for your place, we will confirm that you attended. We will not report on anything you discussed.
Photographs and testimonials
We sometimes photograph retreats for our website and marketing. You tell us at booking whether you are happy to appear in images we use publicly, and you can change your answer at any time by emailing us. If you have not consented, we will not use an image of you.
If you give us a testimonial, we will use it only in the form you have agreed — full name, first name and initial, or anonymously. You can withdraw it at any time, and we will remove it from anything we control at the next reasonable opportunity. We cannot always remove it from material already printed or shared by others.
Withdrawing consent does not affect anything we did with your image or words while your consent was in place.
Marketing emails
We will send you news about future retreats only if you have asked us to, or if you have booked with us before and have not told us to stop.
Every email has an unsubscribe link, and you can also email info@rivieraretreats.uk at any time. We act on unsubscribes promptly.
We do not share or sell your details to anyone else for marketing. We use Squarespace for Email Campaigns, their privacy notice is here.
Who we share it with
We share the minimum necessary, and only with:
Venues and accommodation providers, to arrange your stay and any access needs
Caterers, for dietary requirements and allergies
Payment providers, to take payment. We do not see or store your full card details.
Our accountant and bookkeeper, for financial records
Our website, email and file storage providers, who host our systems on our instructions
Emergency services and your emergency contact, if there is a medical emergency
Professional advisers and insurers, where we need advice or need to handle a claim
Where a supplier processes information on our behalf, we have a contract requiring them to keep it secure and use it only as we instruct.
We will also disclose information where the law requires it.
Squarespace is our website host, form host, handles our payments and accounts.
How long we keep it, and where
We keep your information only as long as we need it:
Enquiries that do not lead to a booking — 12 months, then deleted
Booking and contact details — 6 years after your retreat, to meet HMRC record-keeping requirements
Health, dietary and access information — deleted within 30 days of the retreat ending
Emergency contact details — deleted within 30 days of the retreat ending
Photographs — until you withdraw consent
Marketing contacts — until you unsubscribe, or after 24 months of no engagement
Your information is held on secure systems in the UK or the European Economic Area wherever possible. Where information is transferred outside the UK, we rely on UK adequacy regulations / the International Data Transfer Addendum to keep it protected to the same standard.
Access is limited to Sarah Mackintosh and Kanthi Ford, and to suppliers who need it to do their job. Devices and accounts are password protected, and health information is kept separate from general booking records.
Cookies and our website
Our website is built and hosted on Squarespace, which sets cookies necessary for the site to work and to keep it secure. These do not need your consent.
We also use Squarespace Analytics to understand how people find and use the site. These are only set if you accept them through our cookie banner, and you can change your mind at any time by clearing cookies in your browser or by using the cookie settings link in our footer.
Our website may contain links to other sites, including LinkedIn. We are not responsible for how those sites handle your information, and you should read their own privacy notices.
Your rights
Under UK data protection law you have the right to:
Be told what we hold and why, which is what this notice does
Access a copy of the information we hold about you
Correct anything inaccurate or incomplete
Erase your information, where we no longer have a good reason to keep it
Restrict how we use it while a concern is being resolved
Object to uses we base on legitimate interests, and to direct marketing at any time
Portability — receive certain information in a machine-readable format
Withdraw consent at any time, where consent is our basis
To exercise any of these, email info@rivieraretreats.uk. We will respond within one month. We may ask you to confirm your identity first, to make sure we are not disclosing your information to someone else.
There is no charge, unless a request is manifestly unfounded or excessive.
Some rights have limits. We may not be able to erase information we are legally required to keep, such as financial records.
Complaints and changes
If you are unhappy with how we have handled your information, please tell us first at info@rivieraretreats.uk. We would rather put it right ourselves.
You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Helpline: 0303 123 1113 ico.org.uk
We may update this notice as our business changes. The current version is always on our website, and we will tell you directly about any significant change that affects you.
Last updated: 28th September 2026