top of page

Privacy Policy

Last Updated 1st September 2026

Introduction

This Privacy Policy explains how The Elsewhere Society ("I” “we", "our", or "us") collects, uses, and protects the personal data we gather when you visit our website www.theelsewheresocietyretreats.co.uk and when you register for any of our retreats, workshops, or events through our native, on-site booking system. Your use of our website and booking system is subject to the terms outlined below.

Privacy Policy - Data Collection and Storage

1. Who We Are

This website, www.theelsewheresocietyretreats.co.uk (the "Site"), is operated by [Emma Newrick trading as The Elsewhere Society, 130 Cardigan Terrace, Heaton, Newcastle upon Tyne NE6 5HS],  ("we", "us", "our"), a sole trader based in the United Kingdom.
 

Contact details:

We are the "data controller" of the personal data described in this policy, meaning we decide how and why it is processed.

​

2. Scope

This policy covers personal data collected through:

  • The Site itself (built on Wix)

  • Wix Forms (enquiry and sign-up forms)

  • Wix Pricing Plans (society membership sales and management)

  • Wix Events & Tickets (event registration and ticketing)
     

3. What Data We Collect

a) Identity & contact data Name, email address, phone number, mailing address.

b) Membership data (via Wix Pricing Plans) Membership tier, start/renewal dates, membership status, billing history.

c) Booking & event data (via Wix Events & Tickets) Event registrations, ticket type, attendance records.

d) Special category data (health-related) Where you provide it, dietary requirements or accessibility needs for an event. This is "special category data" under UK GDPR and is only collected with your explicit, separate consent — never bundled into general booking terms.

e) Third-party data If you provide an emergency contact's name and phone number, we ask that you only do so with their knowledge. We use this solely for safety purposes during in-person events.

f) Payment data Payments are processed via Wix Payments. We do not store full card numbers ourselves — Wix Payments handles and secures this data on our behalf. We retain transaction records (amount, date, membership/ticket purchased) for accounting purposes.

g) Technical & cookie data Information collected automatically when you browse the Site, such as IP address, browser type, and cookie identifiers. See our Cookie section below and our cookie banner for full detail and controls.

​

4. How We Collect Your Data

  • When you fill in a Wix Form (enquiry, newsletter sign-up).

  • When you purchase or renew a membership via Wix Pricing Plans.

  • When you register for and pay for an event via Wix Events & Tickets.

  • Automatically, via cookies, when you browse the Site.

     

5. Why We Collect It & Our Legal Basis

​

Provide the contracted services and manage your participation in workshops, retreats, and events; Contact you with updates, service-related notices, and personalised promotional offers; Analyse guest demographics and preferences to improve our services and offerings.

​

Selling and managing your membership (Identity, membership, payment data).

Contract (necessary to provide the service)

Processing event bookings and payments (Identity, booking, payment data).

Contract: Running events safely (dietary/accessibility/emergency contact) (Special category data, third-party data).

Explicit consent: Sending service updates (e.g. booking confirmations, changes) )(Identity, contact data)
Contract / legitimate interest: Sending marketing about future events, retreats, or offers (Identity, contact data)

Consent (opt-in): Improving our services / understanding attendance patterns. Aggregated booking data

Legitimate interest: Meeting our legal and tax obligations (Payment, transaction records)
Legal obligation Cookies (analytics/functional, non-essential)Technical/cookie data (Consent, via cookie banner).

​

6. Marketing
 

We only send marketing emails (about upcoming events, retreats, or offers) if you've actively opted in — for example, by ticking a consent checkbox when signing up or booking. We do not bundle marketing consent with the checkboxes needed to complete a purchase or booking.

You can withdraw consent at any time by:

Withdrawing marketing consent won't affect service communications related to a membership or booking you've already made (e.g. event reminders, payment receipts).

​

The Elsewhere Society may send you information about upcoming workshops, retreats, and special offers that we think may interest you, as well as those of our guest instructors and partners. If you have consented to receive marketing, you can opt out at any time by following the unsubscribe link in our emails or by contacting us directly at hello@theelsewheresocietyretreats.co.uk

​

7. Who We Share Your Data With

​

We share data with the following third parties, only as needed to run the Site and deliver our services:

  • Wix.com Ltd — our website host and the platform behind Forms, Pricing Plans, and Events & Tickets. Wix processes data on our behalf under its own privacy and security terms (Wix Privacy Policy).

  • Wix Payments — processes payment transactions for memberships and event tickets.

  • [Add any other tools you use — e.g. a separate email marketing platform, accounting software, etc.]

We do not sell your personal data to third parties.

​

8. International Data Transfers
 

Wix may store or process data outside the UK. Where this happens, Wix applies safeguards such as the UK's International Data Transfer Addendum or equivalent standard contractual clauses to protect your data. See Wix's privacy policy for details.

​

9. How Long We Keep Your Data
 

  • Membership records: for the duration of your membership, plus [6 years] afterwards for accounting/tax purposes.

  • Event booking records: for 6 years after the event, for accounting and safety-record purposes.

  • Marketing contact data: until you unsubscribe or request deletion.

  • Special category data (dietary/accessibility): deleted or anonymised after the relevant event has concluded, unless you're an ongoing member and re-confirm it's needed for future events.

​

10. Security

​

We rely on Wix's infrastructure, which includes firewalls and secure servers, and on Wix Payments' secure handling of card data. No online system is 100% secure, but we take reasonable steps to protect your data against unauthorised access, loss, or misuse.

​

11. Your Rights

​

Under UK GDPR, you have the right to:

  • Access — request a copy of the personal data we hold about you.

  • Rectification — ask us to correct inaccurate or incomplete data.

  • Erasure — ask us to delete your data, in certain circumstances.

  • Restrict processing — ask us to limit how we use your data, in certain circumstances.

  • Object — object to processing based on legitimate interest, or to direct marketing at any time.

  • Data portability — request your data in a portable format, where processing is based on consent or contract and carried out automatically.

  • Withdraw consent — where processing relies on consent, withdraw it at any time without affecting prior lawful processing.

  • Complain — lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe we've mishandled your data.

To exercise any of these rights, email hello@theelsewheresocietyretreats.co.uk.

We want to ensure that you are fully aware of your data protection rights. Every user is entitled to the following:Right of Access: You have the right to request copies of your personal data from us.Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.Right to Erasure: You have the right to request the deletion of your personal data, under certain conditions.Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions. 

​

12. Cookies

​

Our Site uses cookies, including some set automatically by Wix, and possibly others for analytics or marketing. On your first visit, you'll see a cookie banner allowing you to accept or reject non-essential cookies, and to change your preferences at any time. See our [Cookie Policy] for full details on what each cookie does.

​

13. Changes to This Policy

​

We may update this policy from time to time. The "last updated" date at the top will reflect the most recent revision. Significant changes will be communicated via the Site or by email where appropriate.

​

Contact Us

Questions about this policy or your data:

bottom of page