Privacy Policy

This Privacy Policy explains how Pen Selwood Retreats collects, uses, and protects your personal information when you visit or interact with our website.

Pen Selwood Retreats is a trading name of Snowbell Management Ltd, registered in England and Wales. We are committed to protecting your privacy and handling your personal data transparently and responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Pen Selwood Retreats is a trading name of Snowbell Management Ltd.

Snowbell Management Ltd
Registered in England and Wales
Company Number: 04397003
Registered Address: 5 Beech Court, Hurst, Reading, England, RG10 0RQ
ICO Registration Number: ZC104812

For any privacy-related queries please contact:

Email: info@penselwoodretreats.com

The Data Manager responsible for overseeing personal data is Belinda Roberts.

2. Website Covered by This Policy

This privacy policy applies to the website: penselwoodretreats.com

3. What Personal Data We Collect

We may collect and process the following personal information:

• Name
• Postal address
• Email address
• Telephone number
• Booking details and stay information
• Information submitted via our contact forms
• Email subscription preferences
• Health information provided via a pre-treatment questionnaire (where a Craniosacral Therapy session is booked)

This information is collected when you:

• Make an accommodation or retreat booking
• Contact us through the website
• Subscribe to our newsletter

4. How We Use Your Information

We use your personal data for the following purposes:

• To process and manage bookings
• To respond to enquiries and provide customer support
• To send booking confirmations and essential communications
• To send newsletters and updates if you have chosen to subscribe
• To meet legal and financial record-keeping obligations

We only collect the information necessary to provide our services.

5. Booking System

Accommodation bookings made through our website are processed using the HBook booking system for WordPress. This system collects guest information necessary to manage reservations and stays.

Information submitted through the booking system may include your name, contact details, and booking information.

6. Health Questionnaire & Special Category Data

If you book a Craniosacral Therapy session as part of your retreat, you will be sent a confidential health questionnaire via the booking system. You will be asked to complete this and return it to us by email prior to your treatment. We will then print the completed questionnaire and store the physical copy securely in a locked filing cabinet, accessible only to Belinda Roberts in her capacity as your therapist.

This questionnaire collects information about your health history, current physical and emotional wellbeing, and any conditions relevant to the safe and effective delivery of Craniosacral Therapy. This information constitutes special category data under UK GDPR (Article 9), specifically data concerning health, and is handled with the highest level of care and confidentiality.

Why we collect this information:

• To ensure your therapy session is tailored to your individual needs and delivered safely
• To identify any contraindications or areas requiring particular care
• To maintain a record of the treatment provided, in line with professional therapy practice standards

Lawful basis: We process health data on the basis of your explicit consent (UK GDPR Article 9(2)(a)), given when you complete and return the health questionnaire. You may withdraw your consent at any time by contacting us at info@penselwoodretreats.com, although this may affect our ability to deliver your therapy session safely.

Confidentiality: Your health information will not be shared with any third party except where required by law, or where disclosure is necessary to protect your safety or the safety of others. The completed questionnaire is held as a printed document in a locked filing cabinet and accessed only by Belinda Roberts.

7. Payments

All online payments are processed securely through Stripe. Pen Selwood Retreats does not store or have access to your full payment card details.

You can learn more about how Stripe processes personal data by visiting:

https://stripe.com/privacy

8. Email Newsletters

If you choose to subscribe to our newsletter, your email address will be stored and processed using Mailchimp.

We use this service solely to send occasional newsletters, updates, or retreat information that may be of interest.

You can unsubscribe at any time by clicking the unsubscribe link included in any email we send.

We do not sell, rent, or share newsletter subscriber data with third parties.

9. Website Performance Tools

We use Google Search Console to monitor website performance and visibility in search results. This tool does not identify individual visitors and is used only to understand how our website appears in search engines.

10. Cookies

Our website may use basic cookies necessary for functionality such as booking and form submission. Cookies are small files placed on your device to help websites operate efficiently.

You can control or delete cookies through your browser settings.

11. Data Retention

We retain personal data only for as long as necessary:

• Booking records may be retained for up to 7 years for tax and accounting purposes.
• Enquiry emails may be retained for up to 12 months.
• Newsletter subscriptions are kept until you unsubscribe.
• Health questionnaire and therapy records are retained for a minimum of 7 years following the last treatment, in line with professional therapy practice guidance. After this period, records will be securely destroyed.

12. Your Data Protection Rights

Under UK data protection law you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data where appropriate
• Object to certain types of data processing
• Request restriction of processing

To exercise any of these rights, please contact us at:

info@penselwoodretreats.com

13. Children’s Privacy

This website and our services are intended for adults. We do not knowingly collect personal information from individuals under the age of 18.

14. Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legal requirements or our services. The latest version will always be available on this page.

Last updated: March 2026