Introduction

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At Passports & Paperbacks, we are committed to protecting your privacy and handling your personal information responsibly.

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This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights regarding your personal data.

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By using our website, booking a retreat, joining our mailing list, or otherwise interacting with us, you acknowledge the practices described in this policy.

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Who We Are

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Passports & Paperbacks is the data controller responsible for the personal information you provide to us.

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For any questions regarding this Privacy Policy or your personal information, please contact:

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Passports & Paperbacks

Email: passportsandpaperbacksretreats@gmail.com

Website: www.passportsandpaperbacks.co.uk

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Information We Collect

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Depending on how you interact with us, we may collect the following information:

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Personal Information

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• Full name

• Email address

• Telephone number

• Postal address

• Emergency contact details

• Date of birth (where required)

• Passport or travel information (where necessary for a retreat)

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Booking Information

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• Retreat selections and booking history

• Accommodation preferences

• Dietary requirements

• Accessibility requirements

• Relevant health information voluntarily provided by you

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Payment Information

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Payments are processed securely through either PayPal or bank transfer. Passports & Paperbacks does not store or have access to your full payment card details.

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Technical Information

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When you visit our website, we may automatically collect:

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• IP address

• Browser type

• Device information

• Website usage data

• Cookies and similar technologies

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How We Use Your Information

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We only collect information that is necessary for operating our business and providing our services.

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We may use your information to:

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• Process and manage retreat bookings

• Communicate with you about your reservation

• Arrange accommodation, activities and retreat logistics

• Respond to enquiries and customer support requests

• Provide important travel or retreat updates

• Improve our website and services

• Meet legal and regulatory obligations

• Send marketing communications where you have consented to receive them
   

Legal Basis for Processing
 

Under UK data protection law, we rely on one or more of the following legal bases:
 

Contract

Where processing is necessary to fulfil a booking or provide a service you have requested.
 

Legitimate Interests

Where processing is necessary for the effective operation of our business, provided your rights and interests do not override those interests.
 

Legal Obligation

Where we are required to process information to comply with legal or regulatory requirements.
 

Consent

Where you have given clear consent, such as subscribing to our newsletter or agreeing to receive marketing communications.
 

You may withdraw your consent at any time.
 

Sharing Your Information
 

We may share personal information with trusted third parties where necessary to operate our retreats and business.
 

This may include:
 

• Accommodation providers

• Activity providers

• Transport providers

• Payment processors

• Email marketing platforms

• Website hosting providers

• Professional advisers, insurers, and accountants
   

We only share information that is reasonably necessary for the relevant purpose.
 

All third parties are expected to handle your information securely and in accordance with applicable data protection laws.
 

International Transfers
 

Some of our service providers may process information outside the United Kingdom.
 

Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place to protect your personal information in accordance with applicable data protection laws.
 

Health, Dietary & Accessibility Information
 

Our retreats may require us to collect information relating to dietary requirements, accessibility needs, or medical conditions. We will only collect information that is relevant to your participation and safety.
 

Such information will be handled with appropriate care and shared only where necessary to facilitate your attendance or respond to emergencies.
 

Data Retention
 

We keep personal information only for as long as reasonably necessary for:
 

• Providing our services

• Managing bookings

• Maintaining business records

• Meeting legal, tax, and regulatory obligations

• Resolving disputes
   

Your Rights
 

Under UK data protection legislation, you may have the right to:
 

• Access your personal information

• Request correction of inaccurate information

• Request deletion of your information

• Restrict processing of your information

• Object to certain types of processing

• Request transfer of your information to another organisation

• Withdraw consent where processing is based on consent
   

To exercise any of these rights, please contact us using the details provided above.
 

Cookies
 

Our website may use cookies and similar technologies to improve user experience, analyse website traffic and understand how visitors interact with our content.
 

You can manage cookie preferences through your browser settings. 
 

Security
 

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

However, no method of online transmission or storage can be guaranteed to be completely secure.
 

Photography & Media
 

Photographs and videos may be taken during Passports & Paperbacks retreats for promotional and marketing purposes.
 

Where identifiable images of participants are used, we will respect any preferences communicated to us regarding photography and image use. If you do not wish to appear in marketing materials, please inform us before the retreat begins.
 

Third-Party Websites
 

Our website and communications may contain links to third-party websites.

We are not responsible for the privacy practices or content of external websites and encourage you to review their privacy policies separately.
 

Changes to This Policy
 

We may update this Privacy Policy from time to time to reflect legal, operational or business changes.
 

The most current version will always be available on our website.
 

If you are dissatisfied with how your information has been handled, you may also have the right to lodge a complaint with the Information Commissioner's Office (ICO).