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Privacy Policy

Our Privacy Policy applies to the personal information that Caya Shobo collects and uses. 

This agreement is entered into by and between Caya Shobo SAC on behalf of itself and its affiliates and licensors (“Caya Shobo”, “we”, “us”, or “our”), and you as a user of this website or as a customer or prospective customer of one of our retreats or other services.

We are the “data controller” for the purposes of the GDPR 2018 and any other applicable data protection legislation.

Caya Shobo needs to gather and use certain information about our customers, prospective customers and other people that we have a relationship with or that we may need to be in contact with, such as suppliers, staff, volunteers, consultants and others.

We are committed to upholding your privacy and will take care with your personal information. 

If you have any questions please write to us at team@cayashobo.com

What information do we collect?

We collect mostly personal information directly from you when you make a reservation to participate in our Services (as defined in our Allgemeinen Geschäftsbedingungen), use our website, interact with us or visit us as a guest.

We collect information from you when you subscribe to our newsletter, fill in our medical questionnaire (which may be found here: medizinischen Online-Fragebogen ausfüllen), make a reservation for one of our Services, respond to a survey or fill out a form, or enter other information on our website.

When making a reservation for one of our Services you may be asked to enter your name, email address, mailing address, phone number, passport information, credit card information or other details relevant to the reservation process.  (We do not retain complete credit card information.)

When filling in a Medical Questionnaire, you will be asked to provide your name, email address, contact details, date of birth, emergency contact information, medical information and to share your intentions for participating in our Services.

We also store a record of your communication with us via email, call, text message, WhatsApp message, letters, or surveys.

When visiting our website we may store identifiers assigned to your computer or other devices, including your Internet Protocol (IP) address.

How do we use your information?

Under GDPR we have to make everyone whose information we hold, or whose data we may be collecting, aware of the lawful basis under which we will be processing your data. 

When you sign up to any of our email lists or newsletters we will ask you for consent to contact you using the details given. You have the right to withdraw this consent at any time by contacting us via the details above.

If you are a prospective customer we will only use your information to provide you with details about our Services, and/or for making a potential reservation with us and/or to confirm your eligibility to participate in our Services. We may also send you periodic updates about Caya Shobo and our  Services or related activities. You may opt out of receiving our newsletters at any time by clicking ‘unsubscribe’. 

As a customer with a confirmed Reservation (as defined in and governed by our Allgemeinen Geschäftsbedingungen), as part of our agreement to provide you with our Services we will process your data for reasons of invoicing and payment and any legal obligations surrounding this, such as for tax purposes. We may need to contact you by email, phone, letter or SMS to manage our relationship with you and for administrative, customer service or operational reasons, to provide you with personalized care and treatment during your preparation for and participation in our Services, or to improve our general customer service. You may be invited to join a dedicated Whatsapp group or social media group such as on Facebook or Instagram.

Your opinion is important to us so we may send you an email or a message to seek your feedback.

The business purposes for which we will use your information include: accounting, credit or other payment card verification, safety, statistical and marketing analysis, systems testing, maintenance, ordering of supplies and arranging of contractors, planning and development. As a customer, on occasion we have to share some of your data with third parties in line with legal obligations such as for accounting and tax purposes. When doing this we will only share what is necessary.

How do we Protect your Information?

We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place a variety of suitable physical, electronic and managerial measures to maintain the safety of the personal information and medical information that we collect from you.

We do not sell or trade any of your information, and we always process and protect your data in accordance with any legal obligations we have. The personal information you provide when making a reservation or filling in a Medical Questionnaire is processed and stored with our trusted third party payments processor / booking software provider. Where Caya Shobo discloses your personal information to a third party, we require them to have appropriate technical and organizational measures in place to protect your personal data.

We reserve the right to disclose your information to a third party who acquires us, acquires a member of our Group or substantially all of our assets. 

We use third party software on occasion when processing some of your data. The software companies that we use comply with GDPR. They are Retreat Guru and Mailchimp.

Although we are committed to safeguarding your privacy and security, we cannot ensure or warrant the security of any information you transmit to us, and you do so at your own risk. Caya Shobo is not responsible or liable for the illegal acts (such as hacking) of third parties.

 In the event of a medical emergency, or where we deem it appropriate to comply with the law of any jurisdiction to which we may be subject, or to protect our or others’ rights, property, or safety, we may disclose your personal information to third parties such as local authorities, medical professionals, and/or to your emergency contact person and/or other close family member or friend.

We will retain your personal information for the period necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law, for example to comply with contract or tax obligations. You can request deletion of your personal information at any time.  

Cookies

We use cookies when you visit our site. By using our site you agree to us placing these cookies on your device and accessing them when you visit the site in the future. If you do not agree to our use of cookies, you should adjust your browser settings accordingly or not use the Caya Shobo website. 

We use website traffic log cookies to identify which pages are being used. This helps us analyze data about website traffic and improve our website. We only use this information for statistical analysis purposes. 

We also use cookies that allow you to navigate our website or make a reservation or submit a Medical Questionnaire. 

You do not have to accept cookies to use our Website; however, you may not be able to use certain features or access certain areas if you do not accept cookies. 

We may occasionally include links to third party websites on our emails and/or website. We do not take any responsibility for these sites, the cookies they use or how they manage any data you may provide to them. 

Your Rights

Your rights are as follows (noting that these rights don’t apply in all circumstances):

  • You may request access to your personal information, including your medical information, and information about how we process it. We may charge a reasonable, cost-based fee for copies.

  • You may amend your personal information if it is inaccurate and/or incomplete in any way.  It is your responsibility to ensure that you submit true, accurate and complete information to us. 

  • You may ask us to amend the information we have stored, although we are not required to agree to the amendment.

  • You may request that we delete personal information that we hold about you, although in some circumstances this may not be possible if we are required to retain some of your data to comply with legal obligations. We will notify you if this is the case. 

  • You may restrict processing of your personal information, which means to inform us if you only wish us to use your data for certain purposes. You can choose the ‘unsubscribe’ option if present on our email, or you can email team@cayashobo.com

  • You have the right to change or withdraw consent that you have given about how your information may be used. 
  • You may request that we move, copy or transfer your personal data. 
  • You may request a copy of this Privacy Policy. 
  • If you wish to exercise any of your above rights please contact us via the details above.

If you have a complaint or concern about how we are processing your personal information then we will endeavor to address your concern. However, you have the right to direct your complaint/concerns to your local Data Protection Authority.