Privacy Policy

This Privacy Policy explains how we collect, use, and share information about you when you visit our website, retreat.healthoptimisation.com (the "Site").

1. Introduction

Health Optimisation Summit Ltd (“we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data transparently and securely.

This Privacy Policy explains how we collect, use, store, and share personal data when you:

  • visit or use retreat.healthoptimisation.com (the “Site”);

  • contact us or register interest;

  • make a booking for the Health Optimisation Retreat; or

  • attend one of our events.

We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

2. Data Controller

The data controller is:

Health Optimisation Summit Ltd
Company No: 11881895
Registered Office:
23 High Street,
Bagshot, Surrey,
United Kingdom, GU19 5AF

Email: enquiries@healthoptimisation.com

3. Personal Data We Collect

3.1 Information You Provide

We may collect personal data that you voluntarily provide, including:

  • name;

  • email address;

  • telephone number;

  • company name (where applicable);

  • booking and payment information;

  • passport or identification details (for accommodation and legal compliance);

  • dietary requirements and accessibility needs;

  • health-related information disclosed via the mandatory Attendee Onboarding Form;

  • correspondence and communications with us.

3.2 Automatically Collected Information

When you use the Site, we may automatically collect:

  • IP address;

  • browser type and version;

  • device type and operating system;

  • referring URLs;

  • pages viewed and time spent on the Site;

  • cookies and similar tracking technologies.

4. Special Category Data (Health Information)

Where you book or attend a retreat, we may collect special category personal data, including health information such as:

  • allergies or intolerances;

  • injuries or medical considerations;

  • dietary requirements relevant to wellbeing or safety.

This data is processed solely for safety, wellbeing, and operational purposes and is accessed only by those who require it for those purposes.

We process special category data based on your explicit consent under Article 9(2)(a) UK GDPR, which you provide when submitting the mandatory Attendee Onboarding Form.

5. How We Use Your Information

We use personal data to:

  • operate, manage, and improve the Site;

  • process bookings and payments;

  • administer your participation in the retreat or event;

  • communicate with you regarding enquiries, bookings, or event updates;

  • manage accommodation, catering, and logistics;

  • ensure attendee safety and wellbeing;

  • analyse Site usage and improve functionality;

  • comply with legal and regulatory obligations;

  • prevent fraud and ensure security.

6. Legal Bases for Processing

We process personal data under the following legal bases:

  • Performance of a contract – to manage bookings and deliver the retreat;

  • Legitimate interests – to operate our business, improve services, and ensure security;

  • Consent – for marketing communications and special category data;

  • Legal obligation – where required by law (e.g. accommodation records).

7. How We Share Your Information

We do not sell your personal data.

We may share personal data with:

  • Accommodation partners, including Angsana Corfu Resort, for hotel check-in and local legal compliance;

  • Service providers, such as website hosting, analytics, email platforms, and payment processors;

  • Professional advisers, including legal, accounting, or insurance providers;

  • Authorities or regulators, where required by law.

All third parties are required to handle personal data securely and in accordance with applicable data protection laws.

8. International Transfers

Some service providers may process personal data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to protect your data.

9. Cookies and Tracking Technologies

We use cookies and similar technologies to:

  • enable core Site functionality;

  • analyse Site usage;

  • improve performance and user experience.

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect Site functionality.

Further information is available in our cookie settings or consent banner.

10. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, including:

  • contractual and operational needs;

  • legal, accounting, or regulatory obligations.

Health and special category data is retained for the minimum period required for safety and operational purposes.

11. Your Rights

Under UK GDPR, you have the right to:

  • access your personal data;

  • request correction of inaccurate data;

  • request erasure of your data (where applicable);

  • restrict or object to processing;

  • request data portability;

  • withdraw consent at any time (where processing is based on consent).

To exercise your rights, please contact us using the details above.

12. Complaints

If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):

www.ico.org.uk

We encourage you to contact us first so we can address any concerns.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes. Any updates will be published on the Site and will apply from the date stated.

14. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

enquiries@healthoptimisation.com

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