Wellness Traveller Privacy Policy
Last updated: October 2026

At Wellness Traveller, we believe that trust is an essential part of every journey. That includes how we look after your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and the choices and rights you have. It applies when you visit our website, subscribe to our communications, contact our concierge team, make an enquiry or book travel through Wellness Traveller.

1. Who we are
Wellness Traveller Limited is a company registered in Scotland under company number SC648982, with its registered office at 4 Royston Road, Livingston, West Lothian, Scotland EH54 8AH. For the purposes of UK data protection law, Wellness Traveller Limited is generally the data controller of the personal information we collect and use to operate our website, manage enquiries, arrange bookings and communicate with customers. You can contact us about this Privacy Policy or your personal information at: Email: hello@wellnesstraveller.co Website: www.wellnesstraveller.co When we arrange travel services provided by hotels, retreat organisers or other travel suppliers, those providers may also act as independent data controllers for information they receive and process to deliver their services.

2. Information we collect
We collect personal information that you provide to us directly, information generated when you use our services and certain information collected automatically when you visit our website. Depending on how you interact with us, this may include:
Personal and contact details Your name, email address, telephone number, country of residence and preferred method of communication.
Travel enquiries and booking information Your preferred destinations, travel dates, accommodation preferences, number of travellers, booking requirements, selected programmes or retreats, booking references and relevant payment or transaction information.
Wellness preferences and personal requirements Information you choose to share about your wellness interests, travel goals, accessibility needs, dietary preferences or other personal circumstances that may help us recommend suitable travel experiences.
Communications Information you share when contacting us through website forms, email, telephone or WhatsApp, together with relevant correspondence and enquiry notes recorded in our customer relationship management system.
Marketing preferences Whether you have subscribed to our newsletter or other marketing communications, your communication preferences and your interactions with our emails.
Website usage information Information about how you use our website, including pages visited, interactions with content, approximate location derived from technical information, device and browser information, referral sources and cookie preferences.
Payment information Information necessary to process and administer bookings, such as payment status, amounts paid, transaction references and refund details. Payments are processed using specialist payment service providers. We do not routinely store full payment card details in our customer relationship management system.

3. Health and wellbeing information
Wellness Traveller helps people discover travel experiences that support their personal wellbeing. As part of an enquiry, you may choose to tell us about your wellbeing needs, health-related concerns, accessibility requirements or personal circumstances. We only seek information that is relevant to understanding your enquiry or arranging suitable travel services. We do not routinely request or retain detailed medical histories, diagnostic records or medical questionnaires. Where a hotel, wellness clinic or retreat provider requires a medical assessment, detailed health questionnaire or clinical information, this will normally be requested and handled directly by that provider under its own privacy arrangements. Some information voluntarily shared with us may qualify as special-category personal data under UK data protection law, particularly where it reveals information about your physical or mental health. We treat this information with additional care. Where we process special-category health information, we will do so only where an appropriate legal basis and additional condition under data protection law apply, including explicit consent where required. We use relevant health-related information only to respond to your enquiry, consider suitable travel arrangements and assist with your booking. We share it with a hotel or other provider only where necessary and where we have an appropriate legal basis to do so. We do not use sensitive health information for advertising, marketing segmentation or automated customer profiling. You do not need to share detailed medical information with Wellness Traveller to make a general travel enquiry.

4. How and why we use your information
We use personal information for the following purposes: - Responding to enquiries and providing concierge assistance: Based on our legitimate interests or steps taken at your request before entering into a contract. - Arranging and administering travel bookings: To perform a contract or take steps before entering into a contract. - Sharing necessary booking information with travel suppliers: Based on contractual necessity or our legitimate interests, depending on the arrangement. - Processing payments, refunds and transaction records: To fulfil contractual and legal obligations. - Providing customer support and resolving complaints: Based on contractual necessity or our legitimate interests. - Sending newsletters, travel inspiration and promotional emails: Based on your consent where required, or another permitted basis under applicable marketing law. - Understanding website performance and improving our services: Based on our legitimate interests, subject to applicable cookie consent requirements. - Personalising general website content and travel recommendations: Based on our legitimate interests or consent where required. - Preventing fraud and maintaining website security: Based on our legitimate interests and legal obligations. - Meeting accounting, tax and regulatory requirements: To comply with our legal obligations. - Establishing, exercising or defending legal claims: Based on our legitimate interests or other applicable legal grounds. Where we rely on legitimate interests, we consider those interests against your rights and freedoms. Where consent is required, you can withdraw it at any time. Withdrawal does not affect processing already carried out lawfully. Where we process special-category personal data, we also identify an applicable additional condition under Article 9 of UK GDPR.

5. How we manage enquiries and bookings
You can contact Wellness Traveller through our website, email, telephone or WhatsApp. Relevant enquiry details and communications are recorded in HubSpot, our customer relationship management system, so that our team can respond, provide continuity of service and manage bookings. Depending on your enquiry, we may use this information to: • Understand your travel preferences and requirements. • Recommend suitable hotels, wellness programmes, retreats or journeys. • Check availability and obtain quotations from suppliers. • Arrange and confirm bookings. • Communicate changes, travel information and other booking-related details. • Provide customer support before and after travel. We use trusted technology providers to help manage our website, customer communications and bookings. We may use automation or AI-assisted tools to support administrative tasks, such as organising enquiries, preparing draft responses or identifying potentially relevant travel options. Where such tools are used, appropriate safeguards will apply, and we will not use sensitive health information for automated marketing profiling.

6. Sharing your information with travel suppliers
To arrange your travel, we may need to share relevant personal information with third parties involved in providing your booking. These may include: • Hotels and accommodation providers. • Wellness clinics and programme providers. • Retreat organisers, hosts and practitioners. • Destination management companies and local travel partners. • Travel wholesalers and API-connected booking suppliers. • Transport providers, guides or activity operators where included in your arrangements. We share information that is reasonably necessary to arrange or deliver the services requested. For example, a hotel may need your name, arrival dates, room requirements and relevant accessibility or dietary needs. Where a supplier needs more detailed medical information, they will normally request this directly from you. Travel suppliers may process your information under their own privacy policies, particularly where they are independently responsible for providing your travel arrangements.

7. Our technology and service providers
We work with trusted third-party providers to operate our business and deliver our services. These include providers supporting: • Website hosting, content management and booking functionality, including Vibe Travel. • Customer relationship management and communications, including HubSpot. • Payment processing, including Airwallex. • Website analytics and performance measurement. • Advertising and marketing communications. • IT support, security and business administration. These providers may process personal information on our behalf or, in some circumstances, act as independent data controllers. Where providers process information on our behalf, we require appropriate contractual and security safeguards. We only share the information necessary for the relevant service.

8. Marketing communications
If you subscribe to our newsletter or choose to receive marketing communications, we may send you travel inspiration, editorial stories, wellness guides, new travel experiences and special offers. We record your marketing preferences in our customer relationship management system. You can unsubscribe at any time using the link in our marketing emails or by contacting us directly. We may also send service-related communications about an enquiry or booking, such as confirmations, payment reminders and important travel updates. These are separate from marketing communications. We do not use sensitive health information shared during concierge enquiries to target marketing campaigns or create advertising audiences. We may analyse general engagement with our communications to understand which content is useful and improve future communications, subject to applicable privacy and marketing requirements.

9. Cookies, analytics and advertising
Our website uses cookies and similar technologies to operate essential website functions, understand visitor activity and support our marketing. These include: • Essential cookies required for website functionality. • Analytics technologies, including Google Analytics. • Advertising and conversion measurement technologies, including Google Ads and Meta Pixel. • Customer relationship management and website tracking technologies, including HubSpot. We use a cookie consent system provided through our website platform to manage visitor preferences. Where required by law, non-essential analytics and advertising technologies will only be activated after you have given your consent. You can reject non-essential cookies or change your preferences through the cookie settings available on our website. Further information about the technologies we use, their purposes and how to manage your choices is provided in our separate Cookie Policy.

10. International data transfers
ellness Traveller is based in the United Kingdom, but many of the hotels, retreat providers and travel partners we work with are located overseas. To arrange your travel, we may need to transfer relevant personal information to providers in countries outside the UK. Some of our technology and service providers may also process or store information internationally. Where international transfers are subject to UK data protection restrictions, we use appropriate safeguards, such as UK adequacy regulations, approved contractual protections or another lawful transfer mechanism. In certain circumstances, information may need to be shared with an overseas travel provider where this is necessary to perform or arrange your booking. Data protection standards may differ between countries. We take reasonable steps to ensure that international transfers are handled lawfully and appropriately.

11. How long we keep your information
We keep personal information for as long as reasonably necessary to provide our services, maintain customer relationships and meet our legal obligations. As a travel company, we aim to build lasting relationships with our customers. This means we may retain relevant information to help us provide a more personalised service over time. • Customer information and booking history: We retain contact details, travel preferences, enquiries and booking history while there is an ongoing customer relationship or other legitimate business reason, subject to periodic review. • Financial records: We retain payment, invoice and transaction information for the periods required by law. • Marketing information: We retain your communication preferences and relevant engagement history while appropriate, respecting your choices and any requests to unsubscribe. • Sensitive health information: We keep this only for as long as needed to manage your enquiry or booking, after which it is deleted or anonymised. We periodically review the information we hold and securely delete or anonymise personal information when it is no longer needed.

12. Keeping your information secure
We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These measures include appropriate access controls, secure technology systems, staff confidentiality obligations and safeguards applied through our service providers. Access to personal information is limited to people who need it for legitimate business purposes. We take additional care when handling sensitive personal information, including health-related details shared during concierge enquiries. No method of transmitting or storing information is completely secure, but we work to maintain safeguards appropriate to the information we hold.

13. Your data protection rights
Under UK data protection law, you have rights relating to your personal information, subject to certain conditions and exceptions. These include the right to: • Request access to personal information we hold about you. • Ask us to correct inaccurate or incomplete information. • Request deletion of your information in certain circumstances. • Ask us to restrict how we use your information. • Object to certain processing, including direct marketing. • Request a copy of certain information in a portable format. • Withdraw consent where we rely on it. • Be protected against certain solely automated decisions that have legal or similarly significant effects. To exercise your rights, please contact us at hello@wellnesstraveller.co. We may need to verify your identity before responding to a request. We will respond within the time limits required by applicable data protection law, normally within one month.

14. Children's information
Our website and services are intended for adults who are planning and booking travel. Where a booking includes children, we may collect information about them that is necessary to arrange and administer the relevant travel services. This may include names, ages and specific travel requirements. We expect the person making the booking to have appropriate authority to provide this information. We do not knowingly use children's personal information for direct marketing without an appropriate legal basis.

15. Links to other websites
Our website may contain links to hotels, retreat providers, travel partners or other third-party websites. These websites operate independently and may have their own privacy policies. We recommend reviewing their privacy information before providing personal details directly to them. Wellness Traveller is not responsible for the privacy practices of independent third-party websites.

16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal requirements or data-handling practices. The latest version will be published on our website with its updated date. Where a change materially affects how we use your personal information, we will take additional steps to inform you where required by law.

17. Contact us
If you have any questions about this Privacy Policy, how we handle your personal information or your data protection rights, please contact: Wellness Traveller Limited 4 Royston Road Livingston, West Lothian Scotland EH54 8AH Email: hello@wellnesstraveller.co If you are unhappy with how we have handled your personal information, you also have the right to complain to the UK Information Commissioner's Office (ICO). Information Commissioner's Office Website: www.ico.org.uk
We would welcome the opportunity to address your concerns directly before you contact the ICO.