PRIVACY POLICY

(Events, International Travel & Website Use)

Last Updated: 

Coevolve Wellness (“Company”, “we”, “our”, “us”) is committed to safeguarding the privacy of all individuals who visit our website, book a retreat/event, or participate in our wellness experiences. This Privacy Policy describes how we collect, use, disclose, store, and protect your personal information.

By accessing our website or booking a service with us, you consent to the practices outlined below.

1. Personal Data We Collect

To facilitate your travel and retreat participation, we collect certain categories of personal data, which may include:

• Identity details - full name, nationality, date of birth, passport and visa information

• Contact details - email address, phone number, residential address

• Travel arrangements - flight schedules, accommodation preferences, emergency contact details

• Payment information - transaction data processed securely via authorised payment gateways

• Health-related information - only where necessary to support safe participation in wellness activities

• Technical information -  IP address, device type, browser details, website usage analytics

We only collect information that is reasonably required to deliver our services effectively and safely.

2. Why We Collect Your Data

We use the personal information you share with us solely to organise and fulfil your booking and to ensure you are well-informed and comfortable during your retreat journey. This includes confirming reservations, providing essential travel communications, verifying eligibility for participation, enabling safety planning where needed, and complying with entry or venue rules at the destination.

We do not request, access or retain information that is unrelated to the service you have chosen to receive from us.

3. Data Sharing With Trusted Partners

For your experience to be delivered smoothly, we may need to share necessary information with carefully vetted service providers such as airlines, accommodation partners, visa facilitators, event venues or local organisers assisting with ground operations.

Any such sharing is strictly limited to operational needs and we maintain confidentiality commitments with our partners. Coevolve Wellness does not sell, barter or commercially exploit personal data in any form.

4. Legal & Safety Compliance

There may be circumstances where we are required to disclose certain personal information to comply with legal or regulatory obligations or to ensure the safety of participants and the integrity of our services. This may include situations involving:

• Compliance with applicable laws, court directives, or government authorities

• Protecting the safety, security, or wellbeing of participants and staff

• Preventing fraud, misconduct, or unlawful activities

Any such disclosure is strictly limited to what is legally or operationally necessary.

5. Media & Photography Consent

During our retreats and events, we often document the experience through photographs, videos, or other media formats to celebrate community moments and showcase offerings. These may be used on our website, social media channels, and marketing materials in a respectful manner aligned with our brand values.

If you prefer not to appear in any such content, you may opt out by notifying us in writing before the event begins, and we will take reasonable measures to honour your preference.

6. Data Security & Storage

We take the security of your personal information seriously and apply multiple protections to prevent unauthorized access, loss, or misuse. These include:

• Secure server environments

• Role-based access controls

• Encryption for data transmission where appropriate

• Confidentiality agreements with relevant service providers

Only authorised team members and vetted partners who require access to fulfil your booking are permitted to handle sensitive information. We continuously review and improve our security measures to reflect best practices.

7. Data Retention

We retain your personal information only for as long as it is necessary to fulfil the purpose for which it was collected. This includes completing your booking, managing safety considerations, handling administrative or financial obligations, and addressing any potential queries or disputes that may arise.

Once this retention period has passed and we no longer have a legitimate need to process the data, it will be securely deleted or rendered anonymous so that it can no longer be associated with you.

8. Cookies & Website Analytics

When you browse our website, certain non-personal technical information may be collected through cookies and similar tools to help us improve navigation, understand visitor interests, and enhance overall user experience. This may include aggregated information related to:

• General browsing behaviour and site interactions

• Device and browser characteristics

These analytics do not identify you personally. If preferred, you may control or disable cookies through your browser settings, although doing so may affect some website functionality.

9. International Data Transfers

Because our retreats and events may take place in different destinations around the world, your personal information may need to be transferred to and processed by service providers located outside your home country. Such transfers are made with appropriate safeguards in place and in accordance with applicable data protection requirements, ensuring that your information receives a level of protection consistent with this Privacy Policy.

10.  Your Data Rights

We respect your right to have control over your personal information. Depending on the laws of your region and the nature of the data we hold, you may be entitled to exercise certain rights. These may include:

• Requesting access to the personal information we hold about you

• Asking for correction of any inaccurate or outdated details

• Requesting deletion of your data, where legally permissible

• Withdrawing consent for marketing or media usage

• Requesting that certain types of data processing be limited or objecting to their use

If you wish to exercise any of these rights or enquire about how your information is handled, you may contact us at Info@weevolve.ai and we will respond within a reasonable time frame in accordance with applicable law.

11.  Updates to This Policy

We may occasionally update this Privacy Policy to reflect changes in our practices, legal requirements, or services offered. Any revised version will be published on our website with a new “Last Updated” date. We encourage you to review this policy periodically to stay informed about how your information is protected. Your continued engagement with our services after an update implies acceptance of the revised terms.

12. Grievance Officer & Redressal Mechanism

To safeguard your rights under applicable data protection laws and ensure prompt resolution of any concerns related to your personal data, Coevolve Wellness has appointed a dedicated Grievance Officer.

Contact for Grievances or Data Requests:

Name: Roshani Andotra

Designation: HR & Operations lead

Email: Roshani@weevolve.ai

Upon receiving a valid grievance or request, the Grievance Officer will acknowledge receipt and endeavour to respond within 10 days.