Our Commitment to Privacy
We believe that protecting your privacy is fundamental to earning and maintaining your trust.
We are committed to collecting only the information we reasonably need, being transparent about how it is used, protecting it with appropriate safeguards, and giving you meaningful choices about your personal information wherever possible.
1. Introduction
At Reignite Retreats Pty Ltd (ABN 27 676 171 725) (“Reignite Retreats”, “we”, “our” or “us”), we are committed to protecting your privacy and handling your personal information with care, transparency and respect.
This Privacy Policy explains how we collect, use, disclose, store and protect your personal information when you:
• visit our website
• enquire about or apply for one of our retreats or experiences
• purchase or participate in one of our products or services
• communicate with our team by email, phone, SMS or social media
• attend one of our retreats, events or workshops
• otherwise interact with us
We recognise that your personal information is valuable and are committed to managing it responsibly in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs) and, where applicable, other relevant privacy laws.
By using our website or providing us with your personal information, you acknowledge that you have read this Privacy Policy and consent to the collection, use and disclosure of your information as described within it.
If you do not agree with this Privacy Policy, you should not use our website or provide us with personal information.
2. Scope
This Privacy Policy applies to all personal information collected by Reignite Retreats through:
• www.reigniteretreats.com
• our retreat application forms
• discovery call bookings
• online purchases
• payment plans
• email communications
• SMS communications
• telephone calls
• social media platforms
• live events
• retreats
• workshops
• surveys
• competitions
• any other interaction with Reignite Retreats
Reignite Retreats operates its wellness and fitness retreats under the registered brands WellVenture® and FitVenture®. References in this Privacy Policy to “Reignite Retreats” include our WellVenture® and FitVenture® branded activities, as these are brands of Reignite Retreats Pty Ltd rather than separate legal entities.
Related entities: Reignite Retreats Pty Ltd may work with related entities, affiliated brands or associated businesses to deliver products or services. Personal information will only be shared with these businesses where reasonably necessary to provide those products or services, where
you have separately consented, or where otherwise permitted by law.
This Privacy Policy should be read together with our:
• Website Terms & Conditions
• Retreat Booking Terms & Conditions
• Participant Agreement & Release of Liability
• Cancellation & Booking Transfer Policy
• where applicable
3. The Information We Collect
The information we collect depends on how you interact with us.
Personal Information
• full name
• residential or postal address
• email address
• telephone number
• date of birth
• emergency contact details
• nationality
• passport information where required for travel administration
• travel insurance details
• billing information
• payment information (processed securely through third-party payment providers)
• booking history
• purchase history
• communications with our team
• preferences relating to accommodation, travel or retreat participation.
Health & Wellness Information
Because guest wellbeing is central to our retreats, we may also collect sensitive information that helps us deliver a safe and appropriate experience.
This may include:
• medical conditions
• medications
• allergies
• injuries
• dietary requirements
• accessibility requirements
• physical limitations
• relevant mental health information voluntarily disclosed by you
• fitness or mobility information
• emergency medical information
• information contained within participant questionnaires or health declarations.
We only collect health information where it is reasonably necessary to:
• assess whether one of our retreats is suitable for you
• provide a safe retreat experience
• accommodate dietary or accessibility requirements
• respond appropriately in an emergency
• comply with legal obligations
Where required by law, we collect and use this information with your consent.
You are not required to provide health information to us. However, if you choose not to provide information that is reasonably necessary for us to assess your suitability or safely deliver a retreat, we may be unable to accept your booking or participation.
All Discovery Call video consultations are conducted personally by a qualified member of our team. Any health or wellness information you disclose during a Discovery Call, health questionnaire or related conversation is reviewed by that team member only, and is never fed into, or used to train, any AI or automation tool referred to in Section 6 below.
Information You Choose to Provide
• submit an enquiry
• complete an application
• schedule a Discovery Call
• subscribe to our newsletter
• enter a competition
• participate in surveys
• leave reviews or testimonials
• communicate with us via social media
• attend one of our retreats or events.
Job Applicants
If you apply for a role with us, we collect the information you provide as part of that process, such as your employment history, qualifications and referee details, in order to assess your application.
At Our Retreats, Workshops & Events
Where reasonably necessary for the safety and security of guests, staff and venues, we or our venue partners may collect security or CCTV footage at our retreats, workshops and events.
Information Collected Automatically
• IP address
• browser type
• operating system
• pages viewed
• referring website
• time spent on pages
• device information
• approximate geographic location
• cookies and similar technologies
This information helps us improve our website, understand visitor behaviour and provide a better user experience.
4. How We Use Your Information
We use your personal information to operate our business, provide our services and continually improve the experience we deliver.
Depending on your relationship with us, we may use your information to:
• respond to enquiries
• assess retreat applications
• schedule Discovery Calls
• process bookings and payments
• administer payment plans
• provide customer support
• communicate important booking information
• arrange accommodation, transfers and retreat logistics
• provide dietary or accessibility accommodations
• deliver retreat experiences
• verify your identity where required
• manage our relationship with you
• send receipts, invoices and confirmations
• improve our products and services
• conduct surveys and research
• analyse website performance
• personalise your experience
• comply with legal obligations
• prevent fraud or misuse of our services
• protect the safety of guests, staff and contractors
Where you have provided your consent, or where otherwise permitted by law, we may also use your information to send marketing communications about:
• new retreat dates
• special offers
• educational content
• wellbeing resources
• events
• workshops
• partner offers we believe may be of interest
You can opt out of marketing communications at any time.
We may combine information we collect from different sources or interactions, such as your enquiries, bookings and communications across our systems, to give you a more consistent and personalised experience and to help us manage our business.
We may also remove personal identifiers, such as your name or email address, from your information. Once information has been de-identified in this way, it is no longer personal information and we may use it as we would other non-personal, aggregated information.
Our Commitment
We only collect personal information that is reasonably necessary for the operation of our business or the delivery of our services.
We do not sell your personal information to third parties.
Where possible, we seek to minimise the amount of personal information we collect while still providing a safe, personalised and high-quality experience for every guest.
5. Email, SMS & Phone Communications
We communicate with guests, applicants and subscribers through a variety of channels, including email, SMS (text message), telephone and other electronic messaging platforms.
These communications help us provide our services, manage bookings and, where permitted, keep you informed about opportunities that may be of interest.
Call Recording
Some calls with our team, including Discovery Calls, may be recorded for staff training, quality assurance and dispute resolution purposes. Where a call is recorded, we will let you know at the start of the call. Call recordings are stored securely and only accessed by authorised staff.
Service Communications
Regardless of your marketing preferences, we may contact you where reasonably necessary to administer your enquiry, booking or participation in one of our retreats or services. Examples include:
- responding to your enquiry
- confirming or rescheduling Discovery Calls
- processing applications
- booking confirmations
- payment reminders
- itinerary updates
- airport transfer information
- accommodation information
- emergency notifications
- safety information
- post-retreat follow-up
- customer support
These communications are considered part of delivering our services and are generally not promotional in nature.
Marketing Communications
Where you have provided your consent, or where otherwise permitted under applicable law, we may send you marketing communications relating to Reignite Retreats and our associated brands. These communications may include:
- new retreat releases
- limited-time offers
- early access opportunities
- educational content
- wellbeing resources
- newsletters
- workshops
- events
- podcasts
- videos
- guest stories
- surveys
- promotions
Marketing communications may be sent by:
- SMS
- telephone
- social media messaging
- other electronic communication platforms
Where a message is generated with the assistance of AI on our behalf, this is disclosed further in Section 6 below. All marketing SMS messages include the sender’s identity and a clear opt-out instruction in accordance with the Spam Act 2003 (Cth) and Do Not Call Register Act 2006 (Cth).
Your Marketing Choices
You can opt out of receiving marketing communications at any time. You may:
- click the unsubscribe link contained in our marketing emails
- reply STOP (or another supported opt-out keyword) to our marketing SMS messages
- advise one of our team members during a phone call
- contact us using the details provided in this Privacy Policy
Once you opt out, we will remove you from future marketing communications as soon as reasonably practicable.
Please note that opting out of marketing communications does not prevent us from sending important service-related communications relating to an enquiry, application, booking or retreat you have with us.
Consent
Where consent is required by law, we will only send marketing communications after you have provided your consent. Consent may be obtained when you:
- complete an enquiry form
- submit a retreat application
- request information
- subscribe to our mailing list
- book a Discovery Call
- purchase one of our services
- otherwise choose to receive updates from us
You may withdraw your consent at any time.
6. Artificial Intelligence & Automated Communications
To improve response times and enhance the customer experience, Reignite Retreats may use artificial intelligence (AI), automation tools and customer relationship management systems throughout parts of our business.
These technologies may assist with:
- responding to enquiries
- answering frequently asked questions
- qualifying prospective guests
- recommending appropriate retreats
- scheduling appointments
- sending reminders
- providing educational resources
- personalising communications
- improving customer support
AI-assisted SMS and email follow-up: We work with a specialist technology partner who helps us operate AI-assisted SMS and email follow-up on our behalf. Where this occurs, your name, contact details and prior communications with us may be processed by that partner’s systems in order to generate and send relevant follow-up messages.
No AI model training on your data: We contractually prohibit any third-party AI or automation provider engaged by us from using your personal information to train, retrain or otherwise improve their own underlying AI models.
Sensitive information is kept out of automation: Health, medical or other sensitive information you disclose to us is handled by our human team members only, in accordance with Section 3 above, and is not provided to any AI or automation tool.
Where AI or automation is used, significant business decisions relating to bookings, applications or guest suitability remain subject to human oversight.
We do not rely solely on automated decision-making where doing so would significantly affect your rights or interests.
7. Cookies & Similar Technologies
Our website uses cookies and similar technologies to improve functionality, understand how visitors use our website and provide a more personalised online experience. Cookies are small text files stored on your device when you visit our website. They help us to:
- remember your preferences
- improve website performance
- analyse visitor behaviour
- understand how users interact with our website
- improve security
- personalise content
- measure marketing effectiveness
You may disable cookies through your browser settings, however some features of our website may not function correctly if cookies are disabled.
8. Website Analytics
We use analytics services to understand how visitors use our website and improve our services. These services may collect information including:
- pages visited
- time spent on pages
- navigation paths
- browser type
- operating system
- approximate geographic location
- referring websites
- device information
This information is generally aggregated and does not directly identify individual users.
9. Advertising & Remarketing
We may use advertising platforms and similar technologies to deliver advertisements that are more relevant to your interests. This may include displaying advertisements to people who have previously:
- visited our website
- downloaded resources
- submitted enquiries
- booked Discovery Calls
- commenced or completed retreat applications
- interacted with our content online
Advertising may be delivered through platforms including:
- Meta (Facebook and Instagram)
- YouTube
- other digital advertising networks
These platforms may use cookies, pixels or similar technologies to help us understand the effectiveness of our advertising campaigns and to present more relevant advertisements.
Custom audience matching: From time to time, we securely upload existing customer contact details, such as email addresses or phone numbers, to advertising platforms including Meta. These details are encrypted (hashed) before upload and are used by the platform solely to match against its own users, so that we can reach existing guests and similar audiences with more relevant advertising, or exclude existing guests from certain campaigns. We do not disclose any health, wellness or booking-content information as part of this process. You can ask us to exclude your details from this use at any time by contacting us using the details in Section 26.
We do not receive personal information directly from these platforms unless you choose to provide it to us.
10. Third-Party Technology Providers
To operate our business efficiently, we engage carefully selected third-party service providers. Depending on the services you use, these providers may assist with:
- customer relationship management (CRM)
- email delivery
- SMS delivery
- AI-assisted sales and marketing communications
- appointment scheduling
- payment processing
- accounting
- cloud hosting
- website hosting
- analytics
- advertising
- surveys
- automation
- customer support
- document storage
- video hosting
Where these providers process personal information on our behalf, we require them to maintain appropriate privacy and security standards consistent with applicable privacy laws.
While our technology providers may change from time to time, examples include providers supporting our:
- website
- payment systems
- customer communications
- booking systems
- analytics
- marketing automation
- business administration
We only share information with third-party providers where reasonably necessary to deliver our services or operate our business.
11. Disclosure of Personal Information
We may disclose your personal information where reasonably necessary to operate our business, deliver our services or comply with legal obligations. Depending on your interaction with us, your information may be disclosed to:
- our employees, contractors and authorised representatives
- retreat facilitators and guest experience staff
- accommodation providers
- transport providers
- wellness practitioners involved in delivering your retreat
- payment processors
- technology and software providers
- cloud storage providers
- customer support providers
- professional advisers, including accountants, auditors and lawyers
- insurers
- regulatory authorities
- government agencies where required by law
- any other party where you have expressly authorised us to do so
We only disclose the minimum amount of information reasonably necessary for the relevant purpose.
Emergency Situations
Your safety is our highest priority. Where reasonably necessary to protect your health, safety or wellbeing, we may disclose relevant personal or health information to:
- medical professionals
- hospitals
- emergency services
- insurers
- your nominated emergency contact
- local authorities
- retreat operators assisting with your care
We will only do so where reasonably necessary or otherwise authorised or required by law.
Business Transfers
If Reignite Retreats undergoes a business restructure, merger, acquisition, sale of assets or similar corporate transaction, personal information may be transferred as part of that transaction.
Any successor organisation will be required to continue handling your information in accordance with applicable privacy laws.
12. Overseas Disclosure of Information
Reignite Retreats operates international retreats and uses a number of trusted service providers that may store or process information outside Australia.
Your personal information may be transferred to or accessed from Australia and other countries in which our trusted service providers, accommodation partners, technology providers or business partners operate.
We take reasonable steps to ensure that overseas recipients handle personal information in accordance with privacy obligations comparable to those under Australian privacy law.
By providing your personal information, you acknowledge that international transfers may occur where reasonably necessary to deliver our services.
13. Data Security
We take reasonable technical, administrative and organisational measures to protect your personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Our security measures may include:
- encrypted data transmission where appropriate
- secure payment processing
- password-protected systems
- restricted staff access
- multi-factor authentication where available
- secure cloud infrastructure
- regular software updates
- staff privacy training
- internal access controls
- secure disposal of information no longer required
While we take reasonable precautions, no method of electronic transmission or storage is completely secure. Accordingly, we cannot guarantee the absolute security of information transmitted via the internet.
If we become aware of a data breach that is likely to result in serious harm, we will respond in accordance with our obligations under the Privacy Act 1988 (Cth), including notification where required.
14. Data Retention
We retain personal information only for as long as reasonably necessary to:
- provide our products and services
- administer bookings
- comply with legal obligations
- resolve disputes
- enforce our agreements
- maintain appropriate business records
The length of time we retain information depends upon the type of information and the purpose for which it was collected.
When personal information is no longer required, we take reasonable steps to securely destroy, de-identify or anonymise it in accordance with applicable laws.
15. Access to Your Personal Information
You may request access to the personal information we hold about you, at no cost to you. Where permitted by law, we aim to provide access within 30 days of your request, after verifying your identity.
In certain circumstances, we may refuse access where permitted by applicable privacy legislation, including where:
- providing access would unreasonably affect another person’s privacy
- the information is subject to legal privilege
- the request is frivolous or vexatious
- providing access would be unlawful
- another legal exception applies
If we refuse access, we will explain our reasons unless prohibited by law.
16. Correction of Personal Information
We aim to ensure that the personal information we hold is accurate, complete and up to date.
If you believe any information we hold about you is inaccurate, incomplete or outdated, you may request that we correct it. There is no cost to make this request.
Where appropriate, we will update our records as soon as reasonably practicable. If we have shared the relevant information with a third party, you may ask us to notify them of the correction, and we will do so at no cost to you.
If we disagree with your request, we will explain why and, at your request, will add a statement to our records noting that you consider the information inaccurate, incomplete, misleading or out of date.
17. Deletion of Personal Information
You may request that we delete personal information we hold about you.
Where permitted by law, and where we no longer require the information for legitimate business or legal purposes, we will take reasonable steps to delete or permanently de-identify the information.
Please note that we may retain certain information where necessary to:
- comply with legal obligations
- satisfy taxation or accounting requirements
- resolve disputes
- enforce agreements
- protect the safety of guests or staff
- maintain appropriate business records
18. Keeping Your Information Current
To help us provide the highest level of service and ensure your safety during our retreats, we encourage you to notify us promptly if your contact details, emergency contacts or relevant health information changes.
This helps us communicate effectively with you and provide appropriate assistance where required.
19. Photography, Video & Media
We love capturing the moments that make our retreats memorable.
During our retreats, workshops and events, we or our authorised representatives may take photographs, video recordings and other media that may include participants. These images and recordings may be used for purposes including:
- documenting our retreats
- marketing and promotional material
- social media
- our website
- newsletters
- printed publications
- presentations
- future advertising campaigns
The collection and use of photography and video is also governed by your Participant Agreement, Media Release (where applicable), booking documentation and any additional consent you provide.
If you have advised us that you do not wish to appear in promotional material, we will make reasonable efforts to respect your preferences. However, we cannot guarantee that you will not appear incidentally in group photographs or video footage captured during events.
20. Third-Party Websites
Our website may contain links to third-party websites, booking platforms, payment providers or other online services.
These websites operate independently from Reignite Retreats and have their own privacy policies and practices.
We are not responsible for the privacy, security or content of third-party websites and encourage you to review their privacy policies before providing personal information.
21. Social Media
We maintain a presence across various social media platforms.
If you choose to interact with us through social media, including by commenting on posts, sending direct messages, participating in competitions or engaging with our content, the information you provide may also be collected by the relevant social media platform in accordance with its own privacy policy.
We encourage you to review the privacy policies of any social media platforms you use.
22. Children's Privacy
Our retreats, products and services are intended for adults aged 18 years and over unless expressly stated otherwise.
We do not knowingly collect personal information from children.
If we become aware that personal information has been collected from a child without appropriate authority, we will take reasonable steps to delete that information as soon as practicable.
23. Privacy Complaints
If you believe we have mishandled your personal information or breached applicable privacy laws, we encourage you to contact us so that we can investigate and resolve your concerns promptly.
Please include sufficient detail to help us understand your complaint. We will:
- acknowledge receipt of your complaint
- investigate the matter
- respond within a reasonable timeframe, generally within 30 days
- advise you of the outcome of our investigation
If we require additional time, we will let you know.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
Office of the Australian Information Commissioner
GPO Box 5218, Sydney NSW 2001
Phone: 1300 363 992
Email: enquiries@oaic.gov.au
Website: www.oaic.gov.au
24. International Visitors
Because Reignite Retreats welcomes guests from around the world, additional privacy rights may apply depending on where you live.
Where applicable, we will comply with relevant international privacy laws governing the collection, storage and processing of personal information. Depending on your jurisdiction, these rights may include:
- the right to access your personal information
- the right to request correction
- the right to request deletion
- the right to restrict certain processing
- the right to object to certain processing
- the right to withdraw consent
- the right to data portability where applicable
Requests relating to these rights may be submitted using the contact details below.
Legal Basis for Processing (EU/UK Visitors)
If you are located in the European Union or United Kingdom, the legal basis on which we collect and use your personal information will usually be one of the following:
- our legitimate business interests, or those of our service providers
- the need to perform a contract with you, or to deliver a retreat, event or product you have booked
- your consent, where consent is required
- compliance with our legal obligations
25. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, our services, technology, legal obligations or privacy practices.
The most current version will always be available on our website.
Where changes are significant, we may notify you by email or by publishing a prominent notice on our website.
Your continued use of our website or services following any update constitutes acceptance of the revised Privacy Policy.
26. Contact Us
If you have any questions about this Privacy Policy, wish to access or correct your personal information, withdraw your marketing consent or make a privacy complaint, please contact us.
Reignite Retreats Pty Ltd
ABN: 27 676 171 725
Website: www.reigniteretreats.com
Email: privacy@reigniteretreats.com
We will endeavour to respond to all privacy enquiries as soon as reasonably practicable.
27. Effective Date
This Privacy Policy is effective from 30 July 2026 and replaces all previous versions.