Privacy Policy
This Privacy Policy explains how we collect, use, and share information about you when you visit our website, retreat.healthoptimisation.com (the "Site").
1. Introduction
Health Optimisation Summit Ltd (“we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data transparently and securely.
This Privacy Policy explains how we collect, use, store, and share personal data when you:
visit or use our websites, including retreat.healthoptimisation.com and other Health Optimisation Summit sites;
contact us or register interest in our events;
purchase tickets or make bookings;
attend a Health Optimisation Summit, Retreat, or other event.
We process personal data in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.
Where personal data is collected from individuals located outside the United Kingdom, including the United States, we aim to provide equivalent levels of protection consistent with applicable data protection principles.
2. Data Controller
The data controller is:
Health Optimisation Summit Ltd
Company No: 11881895
Registered Office:
23 High Street
Bagshot, Surrey
United Kingdom
GU19 5AF
Email: enquiries@healthoptimisation.com
3. Personal Data We Collect
3.1 Information You Provide
We may collect personal data that you voluntarily provide, including:
name
email address
telephone number
company name (where applicable)
ticket purchases, bookings, and payment information
passport or identification details where required for accommodation or legal compliance
dietary requirements and accessibility needs
health-related information disclosed via onboarding or event forms
correspondence and communications with us
3.2 Automatically Collected Information
When you use the Site, we may automatically collect:
IP address
browser type and version
device type and operating system
referring URLs
pages viewed and time spent on the Site
cookies and similar tracking technologies
4. Special Category Data (Health Information)
For certain events, retreats, or wellbeing programmes we may collect limited health-related information such as:
allergies or intolerances
injuries or medical considerations
dietary requirements relevant to wellbeing or safety
This information is collected solely to ensure attendee safety and wellbeing during events.
Special category data is processed only where necessary and based on your explicit consent under Article 9(2)(a) UK GDPR.
5. How We Use Your Information
We use personal data to:
operate, manage, and improve our websites
process ticket purchases and bookings
administer your participation in our events
communicate with you regarding enquiries, bookings, or event updates
manage venue access, catering, accommodation, and event logistics
ensure attendee safety and wellbeing
analyse website usage and improve functionality
comply with legal and regulatory obligations
prevent fraud and maintain security
capture photography and video during events for documentation, marketing, and promotional purposes
6. Legal Bases for Processing
We process personal data under the following legal bases:
Performance of a contract
To manage ticket purchases, bookings, and deliver events or services you have requested.
Legitimate interests
To operate and improve our business, manage events, analyse site usage, and maintain security.
Consent
For marketing communications, event announcements, ticket releases, and where special category data is processed.
Legal obligation
Where processing is required to comply with applicable laws or regulatory requirements.
7. How We Share Your Information
We do not sell your personal data.
We may share personal data with:
event venues, accommodation providers, or event partners where required for event access or operational logistics
service providers such as website hosting, analytics platforms, email providers, ticketing systems, and payment processors
professional advisers including legal, accounting, or insurance providers
regulatory authorities or law enforcement where required by law
All third parties are required to process personal data securely and only for authorised purposes.
8. International Transfers
Some of our service providers may process personal data outside the United Kingdom.
Where this occurs, we ensure appropriate safeguards are in place, such as adequacy decisions or standard contractual clauses, to ensure personal data remains protected.
9. Cookies and Tracking Technologies
We use cookies and similar technologies to:
enable core website functionality
analyse website usage and visitor behaviour
improve performance and user experience
You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect certain website functionality.
Further information is available through our cookie consent banner or settings.
10. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes described in this Privacy Policy, including:
operational and contractual needs
legal, regulatory, or accounting requirements
Special category data, such as health information, is retained only for the minimum period necessary for safety and operational purposes.
11. Your Rights
Under UK GDPR, you have the right to:
access your personal data
request correction of inaccurate data
request erasure of your personal data (where applicable)
restrict or object to processing
request data portability
withdraw consent at any time where processing is based on consent
To exercise any of these rights, please contact us using the details below.
12. Complaints
If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
We encourage you to contact us first so we can attempt to resolve any concerns.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect legal, regulatory, or operational changes.
Any updates will be published on this page and will apply from the date they are posted.
14. Contact Us
If you have any questions about this Privacy Policy or how we handle personal data, please contact: