This Privacy Policy explains how Lapland Team Retreats (Finland) collects, uses, and protects your personal data in accordance with the EU General Data Protection Regulation (GDPR).
1. Who We Are
Data Controller: Lapland Team Retreats
Country: Finland
Contact: info@laplandteamretreats.com
We are the data controller responsible for your personal data collected through this website.
2. What Data We Collect
When you submit an enquiry through one of our forms, we collect:
- Your name
- Work email address
- Company name
- Retreat focus or goal (selected from options)
- Group size (selected from options)
- Preferred season and duration (selected from options)
- Main departure city or airport (so we can plan routing)
- Indicative budget range (selected from options)
- Whether you would prefer an emailed proposal or a call
- Any additional information you voluntarily provide in the message field
We do not collect a phone number, because we do not need one to answer your enquiry.
We do not collect sensitive personal data, payment information, or data from minors.
3. Why We Collect Your Data
We collect your data for the following purposes:
- To respond to your retreat enquiry — the primary reason you contact us
- To provide tailored retreat options — based on your team's goals and preferences
- To schedule a discovery call — if you request one
Legal basis: When you send us an enquiry, you are asking us to take steps towards a possible contract. The legal basis for handling your enquiry is therefore Article 6(1)(b) GDPR — steps taken at your request prior to entering into a contract. We do not ask you to consent to this, because consent is not the correct basis for answering a question you asked us.
Marketing emails are separate and are sent only on the basis of your explicit, opt-in consent (Article 6(1)(a) GDPR). See section 7.
4. How We Use Your Data
Your data is used only to respond to your enquiry and assist with planning your retreat. We will:
- Contact you by email to respond to your enquiry
- Share relevant details with our selected accommodation partners in Finnish Lapland — only when you have expressed interest and given consent to proceed
We will never sell your data, share it with third-party marketers, or use it for automated decision-making.
5. Who We Share Data With
Your data may be shared with:
- Netlify (United States) — hosts this website and processes every form submission.
- Zoho — our business email provider, through which we read and reply to your enquiry.
- Selected Lapland accommodation partners — only the details needed to check availability and prepare a quote, only once you have told us you wish to proceed, and never for their own marketing.
Each of these processors is bound by a data processing agreement requiring them to handle your data in accordance with GDPR and only on our instructions. We do not use advertising networks, data brokers, or analytics providers.
6. How Long We Keep Your Data
If no retreat is booked and no further contact takes place, we delete your enquiry 12 months after you send it.
If a retreat is booked, we keep the related records for as long as Finnish accounting law requires, and then delete them.
You can ask us to delete your data sooner at any time, and we will.
7. Marketing Communications
If you have opted in to receive marketing emails, we will send you monthly retreat inspiration and team wellbeing content.
Legal basis: Your explicit consent (GDPR Article 6(1)(a))
You can unsubscribe at any time by:
- Clicking "unsubscribe" in any email we send
- Emailing us at info@laplandteamretreats.com
We will never send marketing emails without your explicit consent. Withdrawal of consent does not affect the lawfulness of processing before withdrawal.
8. Your Rights Under GDPR
As an EU or UK resident, you have the following rights:
- Right of access — request a copy of the data we hold about you
- Right to rectification — request correction of inaccurate data
- Right to erasure — request deletion of your data ("right to be forgotten")
- Right to restrict processing — request that we limit how we use your data
- Right to data portability — receive your data in a portable format
- Right to withdraw consent — withdraw your consent at any time, without affecting prior processing
- Right to object — object to processing based on legitimate interests
To exercise any of these rights, contact us at: info@laplandteamretreats.com
We will respond within 30 days.
9. Cookies
This website sets no tracking cookies, no advertising cookies, and no analytics cookies. We do not use Google Analytics or any comparable tool.
Our fonts are served from our own website rather than from Google Fonts, so loading a page does not send your IP address to Google.
If you choose to book a call, our booking provider's widget loads only after you click to load it, because it places cookies on your device. Until you click, nothing is loaded and no cookies are set.
Photographs on this site are currently loaded from Unsplash, which means your browser contacts Unsplash's servers when a page loads. We are in the process of moving these images onto our own server.
10. Data Security
We take reasonable technical and organisational measures to protect your personal data from unauthorised access, loss, or disclosure. Form submissions are encrypted in transit, and our host maintains an information security programme certified to ISO 27001 and SOC 2 Type II, audited annually by an independent third party.
11. International Transfers
We are based in Finland, and we would prefer to keep everything inside the European Economic Area. At present, some of it is not.
We use a single provider for this: our website host, Netlify. It is a United States company, so your enquiry is stored on servers outside the EEA.
This transfer takes place under the EU–US Data Privacy Framework, to which Netlify is certified. Should that framework cease to apply, our agreement with Netlify provides that transfers fall back automatically to the Standard Contractual Clauses approved by the European Commission. A data processing agreement is in force between us and Netlify at all times.
Netlify uses its own sub-processors to deliver its service. The current list is published at netlify.com/legal/subprocessors, and we are notified before any new one is added.
We are actively working to move these services to European providers. If you would rather not use the form at all, you are very welcome to email us directly at info@laplandteamretreats.com, and your enquiry will reach us through our EU-hosted mailbox.
12. Complaints
If you believe your data has been handled incorrectly, you have the right to lodge a complaint with the Finnish data protection authority:
Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto)
Website: tietosuoja.fi/en
Email: tietosuoja@om.fi
13. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. We encourage you to review this page periodically.
14. Contact
For any questions about this Privacy Policy or your personal data, please contact:
Lapland Team Retreats
Finland
info@laplandteamretreats.com