Privacy Notice

The Soul Sanctuary
Last updated: September 26

The Soul Sanctuary is the trading name of Jolandi Joubert, a sole trader. For data-protection purposes, Jolandi Joubert, trading as The Soul Sanctuary, is generally the data controller responsible for deciding how and why your personal information is processed.

Business: The Soul Sanctuary
Email: info@thesoulsanc.com

We process personal information in accordance with applicable UK data-protection law.

1. Information We Collect
Depending on how you interact with us, we may collect:
  • name;
  • email address;
  • telephone number;
  • billing and transaction information;
  • booking and membership information;
  • account information;
  • information about your use of our online content and community;
  • communications with us;
  • marketing preferences;
  • photographs, videos or other content you voluntarily provide;
  • technical information relating to website use; and
  • other information you voluntarily provide.

We aim to collect only information that is reasonably necessary for the relevant purpose.

2. How We Use Your Information
We may use personal information to:
  • process purchases, bookings and payments;
  • provide online content and community services;
  • administer memberships;
  • deliver Activities and events;
  • communicate with you about purchases, bookings or services;
  • respond to enquiries;
  • manage our business records;
  • administer and improve our website and digital services;
  • moderate and protect our community;
  • prevent fraud or misuse;
  • comply with legal and regulatory obligations; and
  • send marketing communications where legally permitted.
3. Lawful Bases
Depending on the circumstances, we may rely on the following lawful bases:
  • Contract – where processing is necessary to provide a service you have purchased or requested.
  • Legal obligation – where we are required to process information to comply with a legal obligation.
  • Legitimate interests – where processing is necessary for our legitimate business interests and those interests are not overridden by your rights.
  • Consent – where you have actively consented to processing for a particular purpose.

Where we rely on consent, you can withdraw it at any time.

4. Passion.io
Our online content and community are provided through Passion.io.

Please do not submit medical information, diagnoses, medication information, pregnancy information, medical history or other health-related or special-category information through the Soul Sanctuary Passion.io app or community.

Where health or safety information is genuinely required for an in-person Activity, we will collect it through a separate process.

Passion.io may process account information and other information necessary to provide its platform.

5. Community Content
You may be able to post comments, photographs, videos, messages or other content within our community. Content you voluntarily share in community areas may be visible to other authorised members.

Please avoid sharing private or sensitive personal information. We may moderate or remove content where reasonably necessary to maintain the safety and integrity of the community.

6. Stripe
We use Stripe to process payments. Stripe may act as a processor when providing payment services to businesses and may act as an independent controller for certain processing activities.

We do not generally store your complete payment-card details ourselves. Payment information is processed in accordance with Stripe’s applicable privacy and security arrangements.

7. Mailchimp
We use Mailchimp to manage marketing emails. Where you subscribe to our marketing communications, information such as your name, email address, preferences and marketing-consent information may be processed by Mailchimp.

We will not knowingly upload health or other special-category information to Mailchimp for marketing purposes.

8. Website – Koala Marketing Limited
Our website is supported by Koala Marketing Limited.

Where Koala Marketing Limited provides website hosting, maintenance, technical support or related services involving access to personal information, it may process information on our behalf. We will ensure appropriate contractual and data-protection arrangements are in place where required.

Koala Marketing Limited is a UK company registered under company.

9. Other Service Providers
We may share personal information with appropriate service providers, including:
  • payment providers;
  • website, hosting and technology providers;
  • booking platforms;
  • email and marketing providers;
  • accountants;
  • insurers;
  • legal or professional advisers; and
  • regulators or authorities where legally required.

We do not sell your personal information.

10. International Transfers
Some service providers may process personal information outside the UK.

Where a restricted transfer takes place, we will ensure that an appropriate lawful transfer mechanism is used, such as an adequacy arrangement or appropriate safeguards where required.

11. Health Information
Health information is special-category personal data and has additional protection under UK data-protection law.

We aim to avoid collecting health information through Passion.io and Mailchimp. Where health information is genuinely necessary for an Activity, we will collect it separately and only where we have an appropriate legal basis and an applicable Article 9 condition. Where appropriate, this may include obtaining explicit consent.

12. Retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

We may retain information for:

  • the duration of your membership or participation;
  • accounting and tax purposes;
  • legal and regulatory requirements;
  • resolving disputes;
  • establishing or defending legal claims; and
  • maintaining records of marketing consent.
13. Your Rights
Subject to applicable law, you may have the right to:
  • access your personal information;
  • correct inaccurate information;
  • request deletion;
  • request restriction of processing;
  • object to certain processing;
  • request data portability;
  • withdraw consent; and
  • object to direct marketing.

To exercise your rights, contact info@thesoulsanc.com.

14. Security
We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.

No electronic system can be guaranteed to be completely secure.

15. Cookies
Our website may use cookies and similar technologies.

Strictly necessary cookies may be used to provide requested website functionality. Where non-essential cookies are used, including analytics or marketing cookies, we will seek consent where required.

16. Automated Decision-Making
We do not currently use solely automated decision-making that produces legal or similarly significant effects on you.
17. Children
Our services and community are intended for people aged 18 and over. We do not knowingly permit individuals under 18 to participate in our Activities or community.
18. Complaints
If you have concerns about how we use your information, please contact us first at info@thesoulsanc.com.
19. Changes to This Notice
We may update this Privacy Notice when our services, technology, legal obligations or data-processing practices change.

The latest version will be published on our website with the date of the most recent update.

20. Contact
Jolandi Joubert trading as The Soul Sanctuary

Email: info@thesoulsanc