Customer Service

Privacy Policy

Effective Date: 01/01/2026

At Sojourn Collective ("we", "our", "us"), we are committed to protecting your privacy and handling your personal information responsibly, transparently and securely.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, subscribe to our mailing list, enquire about our retreats, make a booking, or otherwise interact with us.

This Privacy Policy has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who We Are

Sojourn Collective is a retreat company creating thoughtfully curated experiences centred around adventure, wellbeing, personal growth and community.

We act as the Data Controller for the personal information collected through our website and business operations.

For any privacy-related enquiries, please contact:

Email: info@sojourn-collective.com

2. Information We Collect

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

Personal Information

• Full name

• Email address

• Telephone number

• Postal address

• Date of birth (where required)

• Emergency contact details

• Booking information

• Payment information (payments are processed securely through third-party payment providers and we do not store your full payment card details)

Retreat Information

Where necessary to safely deliver a retreat, we may collect:

• Dietary requirements

• Allergies

• Relevant medical information you choose to disclose

• Fitness or activity information relevant to participation

• Motorcycle licence details (for applicable retreats)

• Passport information where required for international travel arrangements

We only collect information that is reasonably necessary to organise and deliver your chosen retreat safely.

Website Information

When you visit our website we may automatically collect:

• IP address

• Browser type

• Device information

• Operating system

• Pages visited

• Time spent on pages

• Referral source

• Website usage statistics through analytics technologies

3. How We Collect Your Information

We collect information when you:

• Submit an enquiry

• Book a retreat

• Subscribe to our newsletter

• Complete forms on our website

• Contact us via email or social media

• Communicate with us by telephone

• Participate in a retreat

• Interact with our website through cookies and similar technologies

4. How We Use Your Information

We use your information to:

• Process bookings

• Manage retreat reservations

• Communicate before, during and after your retreat

• Provide customer support

• Arrange accommodation and retreat logistics

• Deliver activities safely

• Respond to enquiries

• Process payments

• Send booking confirmations

• Improve our website and services

• Send newsletters and marketing communications where you have given consent

• Comply with legal obligations

• Protect the safety of participants and staff

We will only use your personal information where we have a lawful basis to do so.

5. Lawful Bases for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

• Performance of a contract

• Compliance with legal obligations

• Legitimate interests in operating and improving our business

• Consent (for marketing communications and certain cookies)

• Protection of vital interests where necessary for participant safety

6. Marketing Communications

If you subscribe to our newsletter, we may send you updates about:

• New retreats

• Future experiences

• Events

• Special announcements

• Company news

You may unsubscribe at any time using the unsubscribe link included in every marketing email or by contacting us directly.

We will never sell your personal information to third parties for marketing purposes.

7. Sharing Your Information

We only share personal information where necessary.

This may include trusted service providers involved in delivering your retreat, including:

• Accommodation providers

• Activity providers and instructors

• Transportation providers

• Payment processors

• Email marketing platforms

• Website hosting providers

• IT service providers

• Professional advisers where required

• Government or law enforcement authorities where legally required

We require third parties to process your information securely and only for the purposes instructed by us.

8. International Transfers

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

Where this occurs, we ensure appropriate safeguards are in place as required under UK data protection law.

9. Payment Security

Payments are processed by secure third-party payment providers.

We do not store complete debit or credit card information on our systems.

10. Photography & Videography

Photography and video may be captured during our retreats for promotional, editorial and marketing purposes.

These images may be used on:

• Our website

• Social media channels

• Printed marketing materials

• Future promotional campaigns

Where practical, we will inform participants that photography is taking place.

If you would prefer not to appear in promotional material, please notify us before the retreat begins and we will make reasonable efforts to accommodate your request.

11. Cookies

Our website uses cookies and similar technologies to:

• Remember your preferences

• Improve website functionality

• Understand website usage

• Measure marketing effectiveness

• Analyse visitor behaviour

Where required by law, we will request your consent before placing non-essential cookies on your device.

You can manage cookie preferences through your browser settings or our cookie banner.

12. How Long We Keep Your Information

We retain personal information only for as long as necessary to:

• Deliver our services

• Meet legal and accounting obligations

• Resolve disputes

• Enforce our agreements

When information is no longer required, it will be securely deleted or anonymised.

13. Keeping Your Information Secure

We take appropriate technical and organisational measures to protect your information from:

• Unauthorised access

• Accidental loss

• Misuse

• Disclosure

• Alteration

• Destruction

While no online system can guarantee absolute security, we continually review our security practices to protect your information.

14. Your Rights

Under UK GDPR you have the right to:

• Access your personal information

• Request correction of inaccurate information

• Request deletion of your information in certain circumstances

• Restrict processing

• Object to processing

• Request data portability where applicable

• Withdraw consent where processing relies on consent

• Lodge a complaint with the Information Commissioner's Office (ICO)

We aim to respond to requests within one month.

15. Children's Privacy

Our retreats are generally intended for adults.

We do not knowingly collect personal information from children under the age of 18 unless required for a specific family-oriented retreat and with appropriate parental or legal guardian consent.

16. Third-Party Websites

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of those websites and encourage you to read their privacy policies before providing personal information.

17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal obligations or business operations.

The latest version will always be available on our website, together with the effective date shown at the top of this document.

18. Contact Us

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

Sojourn Collective

Email: info@sojourn-collective.com

If you remain dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for data protection.

Last updated: [Insert Date]

Cookie Policy

Effective Date: 01/01/2026

This Cookie Policy explains how Sojourn Collective ("we", "our", "us") uses cookies and similar technologies when you visit our website.

It should be read alongside our Privacy Policy, which explains how we collect, use and protect your personal information.

By continuing to use our website after providing your cookie preferences, you agree to the use of cookies in accordance with this Policy.

1. What Are Cookies?

Cookies are small text files placed on your computer, smartphone or other device when you visit a website.

They help websites function correctly, remember your preferences, improve performance and provide information about how visitors use a website.

Some cookies are essential for the website to operate, while others help us improve your experience or understand how our website is being used.

2. Types of Cookies We Use

Essential Cookies

These cookies are necessary for the operation of our website and cannot be switched off.

They enable core functionality such as:

• Website security

• Page navigation

• Form submissions

• Session management

• Cookie preference storage

• Basic website functionality

Without these cookies, certain parts of our website may not function correctly.

Performance & Analytics Cookies

These cookies help us understand how visitors interact with our website.

They allow us to improve our website by collecting anonymous information such as:

• Number of visitors

• Most visited pages

• Time spent on pages

• Navigation patterns

• Website performance

• Device and browser information

We may use services such as Google Analytics or Squarespace Analytics for these purposes.

Where required by law, these cookies will only be placed after you have given your consent.

Functionality Cookies

These cookies remember choices you make to provide a more personalised experience.

For example, they may remember:

• Cookie preferences

• Form information

• Language settings

• Other website preferences

Marketing Cookies

With your consent, marketing cookies may be used to help us understand the effectiveness of our advertising and communications.

These cookies may be used to:

• Measure the performance of marketing campaigns

• Show relevant advertisements

• Limit how often advertisements are displayed

• Understand whether visitors complete bookings after viewing advertisements

If enabled, these cookies may be provided by services such as Meta (Facebook & Instagram), Google or other trusted advertising partners.

3. Third-Party Cookies

Some cookies may be placed by trusted third-party services that appear on our website or support our business operations.

These may include:

• Squarespace

• Google Analytics

• Google Maps

• YouTube or Vimeo (embedded videos)

• Email marketing platforms

• Social media integrations

• Payment providers

These organisations have their own privacy and cookie policies which govern how they use information collected through their cookies.

4. How We Use Cookies

We use cookies to:

• Keep our website secure

• Improve website functionality

• Remember your preferences

• Analyse website traffic

• Measure marketing effectiveness

• Improve user experience

• Understand how visitors interact with our website

• Support our online booking process

We do not use cookies to collect sensitive personal information.

5. Managing Your Cookie Preferences

When you first visit our website, you will be presented with a cookie banner allowing you to:

• Accept all cookies

• Reject non-essential cookies

• Choose your cookie preferences

You can change your preferences at any time by revisiting the cookie settings available on our website.

6. Managing Cookies Through Your Browser

Most web browsers allow you to control cookies through their settings.

You can usually:

• View stored cookies

• Delete cookies

• Block all cookies

• Block cookies from particular websites

• Receive notifications before cookies are stored

Please note that disabling certain cookies may affect the functionality and performance of our website.

7. Updates to This Cookie Policy

We may update this Cookie Policy from time to time to reflect changes in technology, legislation or our website.

The latest version will always be published on this page with the updated effective date.

8. Contact Us

If you have any questions regarding our use of cookies, please contact:

Sojourn Collective

Email: info@sojourn-collective.com

Thank you for visiting Sojourn Collective.

PARTICIPANT WAIVER, ASSUMPTION OF RISK & RELEASE OF LIABILITY

Sojourn Collective

Retreat Name: _______________________________________

Retreat Dates: _______________________________________

Participant Name: ____________________________________

Date of Birth: _______________________________________

1. Acknowledgement

I acknowledge that I have voluntarily chosen to participate in a retreat organised by Sojourn Collective ("the Organiser").

I understand that retreat activities may include, but are not limited to:

• Motorcycling

• Guided road tours

• Hiking and countryside walks

• Wild swimming

• Yoga

• Mobility sessions

• Breathwork

• Fitness training

• Workshops

• Outdoor activities

• Campfires

• Estate activities

• Group dining experiences

• Travel between venues

• Other recreational or adventure activities.

I understand that participation is entirely voluntary.

2. Assumption of Risk

I acknowledge that outdoor and adventure-based activities involve inherent risks that cannot be completely eliminated.

These risks may include:

• Falls

• Slips and trips

• Uneven terrain

• Weather conditions

• Water-related hazards

• Road traffic hazards

• Motorcycle accidents

• Equipment failure

• Physical exertion

• Injury caused by other participants

• Illness

• Delayed emergency assistance

• Property loss or damage.

I understand these risks and voluntarily accept them.

3. Medical Declaration

I confirm that:

• I am physically capable of participating in the retreat.

• I have disclosed any medical condition, injury, allergy or medication that may affect my participation.

• I understand that Sojourn Collective is not providing medical advice.

• I will immediately inform the retreat team if my medical condition changes before or during the retreat.

4. Motorcycling

Where the retreat includes motorcycle riding, I confirm that:

• I hold a valid driving licence permitting me to ride the motorcycle provided or used.

• I have sufficient riding experience for the route.

• I will comply with all road traffic laws.

• I will wear suitable protective riding equipment.

• I will ride within my own abilities and not beyond my level of experience.

• I understand that I remain solely responsible for the operation of any motorcycle under my control.

5. Following Instructions

I agree to:

• Follow all reasonable instructions given by retreat leaders, instructors and guides.

• Respect local laws and regulations.

• Behave responsibly towards other participants.

• Treat accommodation, vehicles and equipment with care.

I understand that failure to do so may result in my removal from activities or from the retreat without refund.

6. Alcohol & Drugs

I agree not to participate in activities whilst under the influence of alcohol or illegal drugs.

I understand that prescription medication affecting my ability to participate safely must be disclosed before the activity begins.

7. Emergency Medical Treatment

If I become ill or injured and am unable to make decisions for myself, I authorise Sojourn Collective to arrange emergency medical treatment on my behalf where reasonably necessary.

I understand that I remain responsible for any associated medical costs.

8. Insurance

I understand that it is my responsibility to obtain suitable insurance appropriate for the retreat, which may include:

• Travel insurance

• Medical expenses

• Personal accident cover

• Cancellation cover

• Motorcycle insurance (where applicable)

• Personal belongings cover

I understand that Sojourn Collective does not provide personal insurance unless expressly stated.

9. Photography & Video

I understand that photographs and video may be taken during the retreat for promotional purposes.

☐ I consent to photographs and videos being used.

☐ I do not consent to photographs and videos being used.

10. Personal Responsibility

I accept responsibility for my own decisions throughout the retreat.

I understand that I may choose not to participate in any activity if I feel uncomfortable or believe it exceeds my abilities.

11. Personal Property

I remain responsible for my own belongings throughout the retreat.

Sojourn Collective accepts no responsibility for lost, stolen or damaged personal property unless required by law.

12. Limitation of Liability

I acknowledge that participation involves inherent risks.

To the fullest extent permitted by the laws of England and Wales, I agree that Sojourn Collective shall not be liable for injury, loss or damage arising solely from the inherent risks of the activities in which I voluntarily choose to participate.

Nothing in this agreement excludes or limits liability for death or personal injury caused by negligence, fraud or any liability that cannot legally be excluded under applicable law.

13. Accuracy of Information

I confirm that all information I have provided is accurate and complete.

I understand that failure to disclose relevant medical information or knowingly providing false information may affect my ability to participate safely.

14. Governing Law

This agreement shall be governed by the laws of England and Wales.

Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Participant Declaration

By signing below, I confirm that:

• I have carefully read this document.

• I understand the nature of the activities involved.

• I understand the inherent risks associated with participation.

• I have had the opportunity to ask questions.

• I voluntarily agree to participate.

• I understand that this document forms part of my booking agreement with Sojourn Collective.

Participant Name:

Signature:

Date:

Emergency Contact Name:

Relationship:

Telephone:

Emergency Contact Email:

Medical Conditions / Allergies (if applicable):