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:
- Work email address
- Company name (optional)
- Main goal of your offsite (selected from options)
- Team size (selected from options)
- Preferred timing (selected from options)
- Estimated budget per person (selected from options)
- Any additional information you choose to share in the message field
- The date and time you agreed to be contacted
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
Legal basis: We handle your enquiry, and share your details with the venues you choose, on the basis of your consent (Article 6(1)(a) GDPR). You can withdraw it at any time. If we have introduced you to a venue, we keep a brief record of that introduction on the basis of our legitimate interest in documenting our referrals (Article 6(1)(f) GDPR).
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 after 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. We do not send newsletters or marketing emails.
5. Who We Share Data With
Your data may be shared with:
- Netlify (United States) — hosts this website and processes every form submission.
- Zoho (EU data centre) — our business email provider, through which we read and reply to your enquiry.
- Lapland venues you have selected — limited to what they need to send you a proposal, and never used for their own marketing.
Netlify and Zoho are each 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 we have not introduced you to any venue, we delete your enquiry 6 months after you send it. If we have, we keep a brief record of the introduction for 24 months.
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. 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.
8. 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.
9. 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.
10. International Transfers
Our website is hosted by Netlify, a United States company. Enquiries submitted through our form are stored on Netlify’s servers outside the European Economic Area.
This transfer takes place under the EU–US Data Privacy Framework, to which Netlify is certified, with the European Commission’s Standard Contractual Clauses as a fallback. Netlify’s sub-processors are listed at netlify.com/legal/subprocessors.
If you prefer, you can email us directly at info@laplandteamretreats.com. Our mailbox is hosted by Zoho in the EU.
11. 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
12. 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.
13. Contact
For any questions about this Privacy Policy or your personal data, please contact:
Lapland Team Retreats
Finland
info@laplandteamretreats.com