Legal

Privacy Policy

Effective: January 1, 2025 · Last updated: March 1, 2025

This Privacy Policy explains what information MindTreks LLC ("MindTreks," "we," "us") collects from visitors to mindtreks.com and from prospective and past retreat participants, how we use it, who we share it with, and what rights you have over it. It is written to be readable. Where the law requires specific language — for residents of the European Economic Area, the United Kingdom, and certain U.S. states including California — those sections are below and clearly labeled.

If you have any question about this policy or how your information is handled, write to privacy@mindtreks.com.

Who we are

Data controller: MindTreks LLC, a limited-liability company registered in Oregon, U.S.A.
Mailing address: 1240 NW Wall St, Suite 240, Bend, OR 97703, United States
Contact for privacy matters: privacy@mindtreks.com · +1 (541) 322-1180

We do not currently have an EU representative; if you are an EEA resident with a complaint we cannot resolve directly, you have the right to lodge it with your local data protection authority.

What information we collect

We collect only what we need to run our retreats and operate this website. Specifically:

Information you provide to us

Inquiry and booking information. Name, email, phone number, the retreat you are interested in, and what you tell us about yourself in the message field. If you book, we additionally collect a billing address, payment information (handled by our payment processor, Stripe — we do not store full card numbers), emergency-contact details, and any health information you voluntarily share that is relevant to safe participation.
Correspondence. If you email us, your message and our reply.
On-retreat photographs. Only with explicit, written consent given on intake. We do not photograph participants without permission and we do not publish identifiable photos of past participants unless they have specifically agreed in writing.

Information collected automatically

Server logs. Our web host records standard request data (IP address, user-agent string, requested URL, timestamp, referring URL) for the operation and security of the site. Logs are retained for 30 days.
Cookies and similar technologies. See the Cookie Policy for the full list. The only cookies set without your consent are strictly necessary ones (e.g. storing the consent choice itself). Analytics and advertising cookies require your opt-in.

Why we use it (legal bases under GDPR)

Performance of a contract: processing a booking, communicating about a retreat you've registered for, sending booking confirmations.
Legitimate interest: responding to inquiries, securing the website (logs), and maintaining a record of past correspondence for operational continuity.
Consent: non-essential cookies (analytics, advertising), use of photographs, and any direct marketing communication. You can withdraw consent at any time.
Legal obligation: tax records related to bookings, retention periods set by U.S. and Oregon law.

MindTreks does not sell your personal information in the ordinary sense of the word, but the U.S. state privacy laws (and the practical realities of running a website) make it important to be specific about who has access to what. The list below is exhaustive as of the "last updated" date above.

Service providers we use to operate the business

Stripe, Inc. — payment processing. Stripe receives the billing details necessary to process your payment. Stripe's privacy policy.
Formspree, Inc. — handling of the website inquiry form. The fields you submit through that form pass through Formspree's infrastructure before being delivered to our inbox.
Google Workspace (Google LLC) — our business email. Messages you send us are stored in our Google Workspace account.
Our web host (DigitalOcean, LLC) — server logs as described above.

Advertising and analytics partners (opt-in only)

If — and only if — you grant the "advertising" or "analytics" cookie categories through our consent banner, the following partners may receive data from your visit:

Google Analytics 4 (Google LLC). Aggregated, pseudonymized site-usage data. IP-anonymization is enabled. Used to understand which content is read; not used to identify individuals.
Programmatic advertising partners, which may include AppLovin Corporation and similar networks. If you grant the advertising-cookie category, these partners may set identifiers used for measurement and interest-based advertising relating to MindTreks' own promotional campaigns. They do not receive your name, email address, phone number, or any data you submitted in our inquiry form.

You can change your consent choices at any time by clicking "Cookie Settings" in the footer of any page on this site, or — for the advertising partners specifically — through the controls those partners provide (see their respective privacy policies for opt-out mechanisms). If you reject the advertising category, no advertising-partner identifiers are set on your device through our site.

Other disclosure

We may disclose information when required by valid legal process or to protect the safety of participants on retreat. We are not in the business of disclosing data otherwise.

International transfers

Our service providers are based in the United States. If you are located in the European Economic Area or the United Kingdom, your information will be transferred to and processed in the U.S. We rely on the relevant European Commission adequacy decisions and, where applicable, on Standard Contractual Clauses with our providers.

How long we keep it

Inquiry-form submissions that do not result in a booking: 18 months, then deleted.
Booking and payment records: 7 years (U.S. tax record-keeping).
Email correspondence: 3 years from last contact.
Server logs: 30 days.
Cookie consent record: until you change it or 13 months, whichever is sooner.

Your rights (general)

Regardless of where you live, you can ask us to:

Tell you what information we hold about you.
Correct anything that is inaccurate.
Delete your information, unless we have a legal obligation to retain it (e.g. tax records).
Stop sending you communications.

Write to privacy@mindtreks.com. We will respond within 30 days and we do not charge a fee.

EEA / UK residents (GDPR)

In addition to the rights listed above, residents of the EEA and the UK have the following rights under the GDPR / UK GDPR: access, rectification, erasure, restriction of processing, data portability, and the right to object to processing based on legitimate interest. You also have the right to lodge a complaint with your national data protection authority. We will not retaliate against you for exercising any of these rights.

California residents (CCPA / CPRA) — "Do Not Sell or Share My Personal Information"

If you are a California resident, you have specific rights under the California Consumer Privacy Act ("CCPA") as amended by the California Privacy Rights Act ("CPRA"):

Right to know what categories of personal information we have collected, the sources, the business purpose, and the categories of third parties with whom we have shared it.
Right to delete personal information we hold about you, subject to legal exceptions (e.g. tax retention).
Right to correct inaccurate personal information.
Right to opt out of "sale" or "sharing" of personal information. Under the CPRA's broad definitions, the use of advertising cookies to enable cross-context behavioral advertising can constitute "sharing." If you do not want this to happen, do not consent to the "advertising" cookie category, or — if you previously consented — open Cookie Settings (link in the footer) and switch it off. This is our "Do Not Sell or Share" mechanism for purposes of California law.
Right to limit use of sensitive personal information. We do not collect "sensitive personal information" within the meaning of CPRA for the purposes covered by the limit-use right.
Right to non-discrimination for exercising any of the above. We do not change pricing or service quality based on whether you exercise these rights.

To exercise these rights, write to privacy@mindtreks.com. We may need to verify your identity before responding to a request. We will respond within 45 days.

Children

MindTreks retreats are for adults aged 18 and over. This website is not directed at children under 18 and we do not knowingly collect information from anyone under 18. If you believe we have inadvertently collected such information, please contact privacy@mindtreks.com and we will delete it.

Changes to this policy

If we make material changes we will update the "last updated" date above and, for participants with active bookings or recent inquiries, send a short email summary of the change. We do not make changes that retroactively reduce your rights.

Questions

Write to privacy@mindtreks.com or call +1 (541) 322-1180. We try to respond to privacy questions within two business days.