The Neighbours Hub (“we”, “us”, “our”) is the organiser of The Neighbours Hub retreats, including the October 2026 retreat cohort in Furnas, São Miguel, Azores.

We collect and process personal data in order to assess applications, manage bookings, deliver the retreat programme, and comply with legal obligations. For these activities, The Neighbours Hub acts as the Data Controller.

In some cases, we share data with carefully selected third parties (such as accommodation providers or facilitators) who act as independent controllers or processors in line with data protection law.

We collect different categories of personal data depending on how you interact with us and where you are in the retreat journey.

2.1 Enquiries and applications

When you enquire about or apply for a retreat, we may collect:

• Name and contact details (such as email address and phone number)
• Professional information and background you choose to share (for cohort fit and calibration calls)
• Information contained in your enquiry or application form
• Notes and outcomes from any calibration call or follow-up conversations

This information is used to assess your suitability for the retreat, manage the application process, and communicate with you about your potential booking.

2.2 Booking and retreat data

When you confirm a booking, we may collect and process:

• Identity and contact details
• Payment status and schedule information (amounts paid, due dates, receipts)
• Retreat logistics, such as arrival and departure dates, rooming preferences, dietary requirements, and accessibility needs
• Participation information for retreat activities (for example, breathwork, cold exposure, yoga, coaching, and group sessions)

We process this data to form and perform the contract with you and to deliver the retreat as described in your booking confirmation and our Terms and Conditions.

2.3 Health and special category data

The retreat includes physically and psychologically demanding practices, such as Wim Hof Method breathwork and cold water exposure, which may not be suitable for everyone.

Where relevant, we may collect health information you provide, including:

• Relevant medical conditions and contraindications
• Information disclosed in health questionnaires or through pre-retreat communications

We only collect this information where it is necessary to assess your suitability for specific activities, to support your safe participation, or where required by law.

2.4 Marketing and community communications

If you opt in to receive updates, we may collect and store:

• Email address and communication preferences
• Records of which emails you open or links you click, where supported by our email platform and permitted by law
• Optional messaging platform details (for example, WhatsApp), where you explicitly provide them

This data is used solely by The Neighbours Hub to share retreat news, future cohorts, content, and community updates, in line with your preferences.

2.5 Website and analytics data

If you visit our website or landing pages, we may collect:

• IP address, browser type, and device details
• Pages visited and time spent on site
• Referral sources and basic interaction data

Where used, analytics and tracking tools help us understand interest in our retreats and improve our communications. These tools run only in line with applicable consent and cookie requirements.

We use your personal data to support the full retreat lifecycle, from first enquiry through to post-retreat follow-up.

3.1 Core purposes

We use your data to:

• Respond to enquiries and manage the retreat application process
• Assess applications and run calibration calls
• Form and perform the contract for your retreat booking, including communications before, during, and after the event
• Manage payments, financial records, and compliance with tax and accounting obligations
• Design, deliver, and adjust the retreat programme, including health and safety considerations

3.2 Service improvement

• Review and improve our retreats, content, and programming
• Understand demand for future cohorts and formats
• Analyse anonymised or aggregated trends, where appropriate

3.3 Legal and regulatory

• Comply with legal obligations in the UK, Portugal, and other relevant jurisdictions
• Respond to lawful requests from regulators or authorities
• Manage and resolve complaints or potential claims

We only process data that is relevant and necessary for these purposes.

Under the UK GDPR and the Data Protection Act 2018, we rely on several lawful bases to process your data.

4.1 Contractual necessity

We process your data where it is necessary to assess your application (as a pre-contract step at your request), form the contract when you pay your deposit, and perform the contract by delivering the retreat you have booked.

4.2 Legitimate interests

We may process your data on the basis of our legitimate interests, such as improving our retreats, managing our relationship with you, handling complaints, and maintaining security and safety, provided these interests are not overridden by your rights and freedoms.

4.3 Legal obligations

We process your data where required to meet financial, tax, and regulatory requirements, including retention of financial records and compliance with consumer protection rules.

4.4 Consent

We rely on your consent for optional marketing communications and for any uses of health or special category data that go beyond strict necessity for safety and participation. Where we rely on consent, you can withdraw it at any time by contacting us or using the unsubscribe options in our communications.

We may send you marketing communications where you have explicitly opted in. These may include retreat announcements, future cohort invitations, content related to breathwork, cold exposure, leadership, and retreats, as well as community updates and feedback requests.

You can opt out at any time by using the unsubscribe link in our emails or by contacting us at the email address set out below. We do not sell your personal data to third parties.

We only share your personal data where it is necessary and appropriate. This may include sharing with:

• Accommodation providers in Furnas, São Miguel, Azores, for rooming and logistics
• Retreat facilitators where they need participant lists or relevant health information to run sessions safely
• Payment service providers processing your payments on our behalf
• Professional advisers such as accountants or legal advisers where needed
• Regulatory bodies or authorities where required by law

Where we share data with third parties, we aim to ensure that appropriate safeguards are in place and that they only receive the data needed for their role.

Your data may be processed in Portugal in connection with the retreat, as well as in the UK or other locations depending on the providers we use.

Where personal data is transferred outside the UK or European Economic Area, we will aim to ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent protections under UK GDPR.

We retain personal data only for as long as reasonably necessary for the purposes set out in this policy, including meeting any legal, regulatory, tax, accounting, or reporting requirements.

As a guide:

• Enquiries and application data: kept for a reasonable period after your last interaction with us, to manage future cohorts and respond to follow-up queries
• Booking and financial data: retained for up to seven years to comply with accounting and tax obligations
• Health and participation data: kept only for as long as required to manage your involvement in the retreat and any related issues or claims
• Marketing data: kept until you withdraw consent or we determine that it is no longer active

If you exercise your right to erasure, we will delete or anonymise your data where this is compatible with our legal obligations.

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

Measures include limiting access to personal data to those who need it to perform their role, using secure systems and tools for storing and managing retreat and guest information, and working with third-party providers that maintain suitable security standards.

Under the UK GDPR and, where applicable, Portuguese or other local laws, you have rights in relation to your personal data. These may include:

• Right of access – to request a copy of the personal data we hold about you
• Right to rectification – to ask us to correct inaccurate or incomplete data
• Right to erasure – to request deletion of your data in certain circumstances
• Right to restrict processing – to ask us to limit how we use your data in certain cases
• Right to object – to object to processing based on legitimate interests or to direct marketing
• Right to data portability – to request a copy of your data in a usable format in certain circumstances
• Right to withdraw consent – where we rely on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at reset@theneighbourshub.com (or your current contact email). We may need to verify your identity before responding to your request.

If you have any questions about this Privacy & Data Protection Policy or how we handle your personal data, please contact The Neighbours Hub at reset@theneighbourshub.com.

If you are not satisfied with our response, you may have the right to lodge a complaint with the relevant supervisory authority, such as:

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

We may update this Privacy & Data Protection Policy from time to time. When we make significant changes, we will update the effective date at the top of this page and, where appropriate, notify you by email or during the booking process.