Privacy Policy

Our Commitment to Your Privacy

At Amayama Retreats, we deeply respect your privacy and the sensitive nature of the information you share with us. This policy explains how we handle your personal data, always with your wellbeing and rights as our priority.

1. What Information We Collect

We collect only the information necessary to organize your retreat and ensure your safety:

Contact & Booking Information

• Name, email address, phone number
• Retreat dates and accommodation preferences
• Dietary requirements and restrictions
• Emergency contact details

Health Information

To ensure your safety during plant medicine ceremonies, we ask about:

• Current medications and medical conditions
• Mental health history (relevant for plant medicine safety)
• Physical health considerations

This information is kept strictly confidential and is never shared with anyone outside our essential care team.

Payment Information

Payment details are processed through secure, encrypted payment systems. We do not store your full credit card information on our servers.

2. How We Use Your Information

Your information is used exclusively for organizational and care purposes:

Retreat Organization

• Process and confirm your booking
• Communicate important retreat information
• Arrange appropriate accommodation and meals
• Coordinate travel logistics if needed

Health & Safety

• Assess your suitability for plant medicine work
• Prepare our facilitators to provide appropriate support
• Address any special health or dietary needs
• Ensure we can contact emergency services if needed

Communication

• Send you information about your upcoming retreat
• Answer your questions and provide support
• Share relevant preparation guidelines

We will never use your information for marketing to third parties, data analytics for profit, or any purpose unrelated to your retreat experience.

3. We Never Share Your Personal Information

The Only Exceptions

Information may only be shared in these specific circumstances:

• Medical Emergency: If you require immediate medical attention, we may share necessary health information with emergency services
• Legal Obligation: If required by law (court order, legal process), we will inform you unless legally prohibited from doing so

Even our payment processor operates under strict data protection agreements and only receives the minimum information needed to process transactions.

4. Your Rights Under GDPR

As we operate under European data protection standards (GDPR), you have comprehensive rights over your personal data:

Right to Access

You can request a complete copy of all personal data we hold about you at any time, provided free of charge.

Right to Rectification

If any information we hold is incorrect or incomplete, you can request we update or correct it immediately.

Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data at any time. We will comply within 30 days, except where:

• We have a legal obligation to retain certain records (e.g., financial records for tax purposes)
• There is an ongoing legal claim that requires the data

Even in these cases, we will delete all non-essential information and anonymize what must be retained.

Right to Data Portability

You can request your data in a structured, commonly used format that can be transferred to another service.

Right to Object

You can object to any processing of your data. We will stop unless we can demonstrate compelling legitimate grounds.

Right to Restrict Processing

You can request we limit how we use your data while we verify accuracy or assess your objection.

Right to Withdraw Consent

Where we process data based on your consent, you can withdraw that consent at any time.

5. Photography and Video Use

We take your image rights seriously:

Explicit Consent Required

We will never use photos or videos of you for promotional purposes without your explicit written consent. This means:

• No photos of you will appear on our website without permission
• No images will be used in social media or marketing materials without consent
• We will provide a clear consent form before any retreat
• You can opt out entirely from being photographed
• You can withdraw consent at any time, even after giving it

Personal Photos During Retreat

Any photos taken for your personal memories (not promotional use) will be shared only with retreat participants, and you have the right to request your images be excluded from group photos.

6. How Long We Keep Your Data

We retain data only as long as necessary:

Active Participants

While you have an upcoming retreat or are in communication with us, we keep your data accessible for organizational purposes.

After Your Retreat

• Financial records: Retained for 7 years for legal/tax compliance
• Health information: Retained for 7 years for medical liability purposes
• Contact information: Retained until you request deletion or unsubscribe from communications

Upon Request

If you request deletion, we will delete all non-legally-required information within 30 days. For information we must retain legally, we will anonymize it so it can no longer identify you.

7. Cookies and Website Data

Our website uses minimal cookies, primarily for essential functions like:

• Maintaining your session while booking
• Remembering your language preference
• Basic website functionality

We do not use tracking cookies, advertising cookies, or share cookie data with third parties. You can disable cookies in your browser settings.

8. International Data Transfers

All your data is stored on servers within the European Union, ensuring full GDPR protection. We do not transfer data outside the EU/EEA.

9. Children's Privacy

Our retreats are for adults 18 and over. We do not knowingly collect information from anyone under 18.

10. Changes to This Policy

If we make any changes to this privacy policy, we will:

• Update the "Last Updated" date at the top
• Notify you by email if you have an upcoming booking
• Highlight significant changes clearly

You always have the right to object to any changes and request deletion of your data.

11. Contact Us About Privacy

For any questions about your privacy, to exercise your rights, or to request data deletion:

Privacy Contact: admin@amayama.org
General Contact: contact@amayama.org
Website: www.amayama.org

We aim to respond to all privacy requests within 5 business days, though we often respond much sooner.