The Neighbours Hub (“we”, “us”, “our”) designs and runs private reset experiences for founders, executives and teams in Furnas, São Miguel, Azores. The Neighbours Hub is operated in partnership between its founders.

For the personal data described in this policy, The Neighbours Hub is the data controller. You can contact us about anything in this policy at reset@theneighbourshub.com.

Some partners who help deliver the experience, such as our accommodation venue, may also collect data directly from you. Where they do, they act as controllers of that data under their own privacy notices.

What we collect depends on how you interact with us and where you are in the journey, from first enquiry to integration after you leave.

2.1Enquiries and applications

When you enquire through our website or contact us directly, we collect:

• Your full name and email address, and your phone number if you share it
• Your role (founder, executive, investor or other) and what brings you to us
• How you heard about us
• Anything else you choose to tell us about your work, your situation or the decision you are carrying
• Notes from your calibration call and any follow up conversations

Submitting an enquiry is not a booking. We use this information to reply to you, decide whether a cohort is the right fit, and talk with you about a possible place.

2.2Booking and participation

When you accept a place, we collect and process:

• Identity and contact details, and an emergency contact if you give us one
• Your Booking Confirmation and payment records: amounts paid, due dates, receipts, and the bank details needed to receive payments or issue refunds
• Travel and logistics: arrival and departure dates, rooming, dietary requirements and accessibility needs
• Confirmation that you hold the travel insurance our Terms and Conditions require, where we ask for it
• Your participation in the programme, for example breathwork, cold exposure, yoga, coaching and group sessions

We use this to form and perform our contract with you, as described in your Booking Confirmation and our Terms and Conditions.

2.3Health information

The programme includes physically and psychologically demanding practices, including Wim Hof Method breathwork and cold water exposure. Our Terms and Conditions ask you to declare certain conditions before your booking is confirmed, including cardiovascular conditions, epilepsy, uncontrolled high blood pressure, pregnancy, Raynaud’s disease or severe cold sensitivity, and some mental health conditions. You must also tell us if a relevant condition develops before you arrive.

Dietary requirements and accessibility needs can also reveal health information. Health information is special category data under data protection law, and we give it extra protection (see sections 4.5 and 10). We only collect what we need to judge whether an activity is safe for you and to support you during it.

2.4Marketing and community updates

Only if you opt in, we collect:

• Your email address and communication preferences
• Whether you open our emails or click their links, where our email platform supports this and the law allows it
• Messaging details such as WhatsApp, only where you give them to us for that purpose

2.5Website data

When you visit our website, our hosting provider records technical information such as your IP address, browser and device type, and the pages you request. This is used to keep the site running and secure. See section 12 for cookies.

3.1Core purposes

• Replying to enquiries and running the application process
• Assessing applications and running calibration sessions before and after the experience
• Forming and performing your contract, including communication before, during and after the experience
• Managing payments, refunds and financial records, and meeting tax and accounting obligations
• Designing and delivering the programme safely, including health and safety decisions

3.2Improving what we do

• Reviewing feedback to improve the programme
• Understanding demand for future cohorts and formats
• Analysing trends in anonymised or aggregated form

3.3Legal and regulatory

• Meeting our legal obligations in Portugal, the UK and any other relevant country
• Responding to lawful requests from regulators or authorities
• Handling complaints and establishing, exercising or defending legal claims

Every application is read by people. We do not use automated decision making or profiling to decide who joins a cohort.

We only process your personal data where the law gives us a basis to do so.

4.1Contract

We process your data to take steps you ask for before a contract exists, such as assessing your application and holding your calibration call, and then to perform the contract. Under our Terms and Conditions, the contract is formed once you have paid your Deposit and received your Booking Confirmation.

4.2Legitimate interests

We rely on our legitimate interests to improve the programme, manage our relationship with you, handle complaints, and keep our systems and guests safe, provided those interests are not overridden by your rights and freedoms. You can object to this processing at any time (see section 11).

4.3Legal obligation

We process data where the law requires it, including keeping financial and tax records and meeting consumer protection rules.

4.4Consent

We rely on your consent for marketing emails and messages, and for publishing any image in which you could be identified. You can withdraw consent at any time by emailing us or using the unsubscribe link in our emails. Withdrawing consent does not affect processing that has already taken place.

4.5Health information

We process health information on the basis of your explicit consent, which you give when you complete your health declaration. If you choose not to share it, we may not be able to confirm your place or let you take part in certain activities, because we cannot run them safely without it. In a medical emergency, we may share relevant health information with medical or emergency services to protect your vital interests.

Honest conversation needs no audience. Sessions are never recorded on audio or video.

We may photograph the landscape, the setting and the activities. Participant faces are never shown in anything we publish, and we will ask for your consent before publishing any image in which you could be identified.

We ask every guest to keep the same standard: what is shared in the room stays in the room.

We only send marketing communications if you have opted in. These may include news about future experiences and cohorts, content on breathwork, cold exposure, movement and leadership, community updates and requests for feedback.

You can opt out at any time using the unsubscribe link in any email, or by emailing reset@theneighbourshub.com. Opting out of marketing does not affect messages we need to send you about a booking.

We only share personal data where it is necessary, and only the part each recipient needs:

• Our executive coach, who reviews enquiries with the founders and runs your calibration sessions before and after the experience
• Facilitators who run sessions, who receive participant names and, where needed to run a session safely, relevant health information
• Our accommodation venue in Furnas, for rooming, arrival and departure, dietary requirements and accessibility needs
• Banks that process your bank transfers and any refunds
• Service providers who host our website, email and files on our behalf, under contracts that require them to protect your data
• Professional advisers such as accountants, lawyers and insurers, where needed
• Regulators, authorities or emergency services, where the law requires it or a life is at risk

We never share health information beyond the people who need it to keep you safe, and we never sell your personal data.

Our experiences take place in Portugal, but our team works from Portugal, the United Kingdom and Australia, and some of our service providers are based outside Europe. This means your data may be accessed or stored outside the European Economic Area (EEA).

The UK is recognised by the EU as providing an adequate level of protection. Where data is accessed from, or transferred to, a country without that recognition, such as Australia or the United States, we use Standard Contractual Clauses or another safeguard recognised by law. You can ask us for details of the safeguard that applies.

We keep personal data only for as long as we need it for the purposes in this policy, including legal, tax and accounting requirements.

• Enquiries that do not lead to a booking: up to 24 months after our last contact, then deleted
• Booking and financial records: for as long as tax and accounting law requires, which in Portugal is currently up to 10 years
• Health declarations and calibration notes: deleted within 6 months of the end of your experience, unless we need them to handle a complaint or claim
• Marketing data: until you unsubscribe or ask us to stop

If you ask us to erase your data, we will delete or anonymise it unless the law requires us to keep it.

We use appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse or alteration.

Access is limited to the people who need it for their role. Health information and calibration notes are held separately from general booking records and shared only as described in section 7. We work with service providers that maintain suitable security standards.

If a data breach is likely to put your rights at risk, we will tell you and the supervisory authority as the law requires.

Under the GDPR, and the UK GDPR where it applies, you have the following rights:

• Access: ask for 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
• Restriction: ask us to limit how we use your data in certain cases
• Objection: object to processing based on legitimate interests, and to direct marketing at any time
• Portability: receive data you gave us in a commonly used format, in certain circumstances
• Withdraw consent: where we rely on consent, withdraw it at any time
• Complain: lodge a complaint with a supervisory authority (see section 13)

To exercise any of these rights, email reset@theneighbourshub.com. We will reply within one month, and may need to confirm your identity first. There is no charge.

Our website only uses cookies that are strictly necessary for it to work and stay secure. We do not use analytics or advertising cookies.

If we introduce optional cookies in future, we will ask for your consent before setting them and update this section.

If you have any question about this policy or how we handle your data, email reset@theneighbourshub.com. We would always rather hear from you first.

You also have the right to complain to a supervisory authority, in particular in the country where you live, work or where you believe the problem happened:

• Comissão Nacional de Proteção de Dados (CNPD), Portugal: www.cnpd.pt
• Information Commissioner’s Office (ICO), UK: ico.org.uk

We may update this policy from time to time. When we do, we will change the effective date at the top of this page. If a change materially affects how we use your data, we will tell you by email or during the booking process.