Privacy & Cookie Policy

1. Who we are

Body Mind Worldwide (“Body Mind Worldwide”, “Worldwide”, “we”, “us” or “our”) operates a digital marketplace platform for discovering, offering and booking Experiences, Retreats, Venues and services provided by Professionals.

Body Mind Worldwide is registered with the Dutch Chamber of Commerce under number 42080516.

For the purposes of applicable data protection law, Body Mind Worldwide is the controller of personal data where we determine the purposes and means of processing, unless otherwise stated.

For privacy questions or requests, contact us at support@bodymindworldwide.com.

2. Personal data we collect

Depending on how you use the Platform, we may collect and process the following personal data:

• Account and contact data: such as name, email address, telephone number, account details, preferences and profile information.
• Partner and verification data: such as identity, business information, contact details, qualifications and verification status. Additional information may be processed through our payment service providers for payments and Payouts.
• Booking and transaction data: such as Bookings, amounts, currencies, payment status, Payouts, refunds, cancellations, chargebacks and Gift Card or credit use.
• Listing and Content data: such as Listings, photos, descriptions, reviews, messages and other Content you provide through the Platform.
• Communication and support data: such as messages between Guests and Partners, emails and other communications with Body Mind Worldwide, support requests, reports, complaints and information relating to disputes.
• Usage and technical data: such as IP address, device and browser information, log data, interactions with the Platform, searches and viewed or saved Listings.
• Location, calendar and connected-account data: when you grant permission or access, for example for location features or a connected Google account and Google Calendar.
• Health or other sensitive data: only where such information is relevant to a service or safe participation and we have a valid legal basis to process it.
• Cookie and choice data: such as cookie preferences, consents and other privacy or communication choices.
• Marketing and communication data: such as email address, marketing preferences, subscriptions and unsubscriptions and, where applicable, information about the delivery of and interaction with our emails and other marketing communications.

Some data is provided directly by you, while other data is generated through your use of the Platform or received from Partners, payment service providers and other services you connect to the Platform.

3. How and why we use personal data

We process personal data only where there is a valid legal basis. Depending on the circumstances, we use personal data to:

• provide and operate the Platform, accounts, Listings and Bookings;
• process payments, Payouts, refunds, Gift Cards, credits and financial administration;
• identify and verify Partners and prevent fraud, misuse and safety risks;
• enable Guests and Partners to communicate and fulfil Bookings;
• provide support and handle complaints, cancellations, booking problems, disputes and chargebacks;
• send transactional and other necessary communications about accounts, Bookings, payments, safety and the Platform;
• personalize and improve search results, recommendations and the user experience;
• secure the Platform, detect misuse and enforce our terms and policies;
• analyze, test, develop and improve our services;
• send marketing communications where we have consent or another valid legal basis; and
• comply with legal, tax, administrative and regulatory obligations and establish, exercise or defend legal claims.

Depending on the processing activity, we rely on legal bases including performance of a contract, compliance with a legal obligation, our legitimate interests or consent. Where consent is the legal basis, you may withdraw it.

4. Payments, refunds and Payouts

When you make a payment through the Platform or receive a Payout as a Partner, we process the information needed to enable payments and financial transactions.

This may include the Booking, amount, currency, payment status, transaction identifiers, Payouts, refunds, reversals and chargebacks.

Payments and Partner Payouts are processed with the help of external payment service providers, including Stripe. Certain payment, bank, identity and verification information may be collected and processed directly by the payment service provider. Body Mind Worldwide receives the data and statuses needed to handle Bookings, payments, Payouts, refunds, administration, support, fraud checks and disputes.

We may share relevant transaction and Booking data with payment service providers, banks, card networks and other involved financial parties where necessary for a payment, Payout, refund, chargeback, fraud investigation or legal obligation.

5. Partner verification

Partners may be asked to provide information needed to verify their identity, business and eligibility for certain Platform features.

This may include name, contact details, identity and business information, registration numbers, bank and Payout information, verification status and, where relevant, information about representatives or beneficial owners.

Part of this verification may be performed directly by specialized service providers, including Stripe. Body Mind Worldwide receives only the information and verification statuses needed for onboarding, payments, Payouts, fraud and misuse prevention, safety and legal obligations.

Where relevant, additional information about licences, qualifications or other requirements may be requested to offer a Listing or service on the Platform.

6. Bookings and data shared with Partners

When a Guest makes a Booking, we process the personal data needed to confirm, manage and fulfil the Booking.

We share with the relevant Partner only the data reasonably necessary for the Booking, such as name, Booking details, relevant contact information and information necessary to provide the booked service.

A Partner may use this data only for the Booking or where the Partner has another valid legal basis. Where a Partner processes personal data for its own purposes, the Partner is independently responsible for complying with applicable privacy law.

For cancellations, changes, refunds, complaints or disputes, additional Booking data, communications and other relevant evidence may be processed to assess and resolve the issue.

7. Communications, emails and marketing

We process contact and communication data to communicate with Guests and Partners about accounts, Bookings, payments, Payouts, changes, safety, support and other necessary Platform information.

We may also send newsletters, offers, recommendations and other marketing communications where there is a valid legal basis. We may use specialized communication and marketing service providers for this purpose.

Where consent is required, we send marketing communications only with that consent. You can adjust your marketing preferences or unsubscribe using the available opt-out mechanism.

Transactional or necessary messages about, for example, a Booking, payment, account or safety may still be sent if you have opted out of marketing.

Where permitted, we may process information about the delivery of and interaction with our communications to measure and improve their operation and relevance.

8. Messages, Trust & Safety and fraud prevention

We may process communications and activity on the Platform to provide support, prevent fraud and misuse, protect user safety and enforce our terms and policies.

Messages between Guests and Partners may, where permitted, be analyzed automatically to identify, for example, fraud, spam, misuse, safety risks or attempts to arrange Bookings or payments outside the Platform.

This does not mean that every message is read manually. Human access to communications is limited to situations where it is reasonably necessary, for example for support, investigating a report, safety, fraud or a dispute.

We aim not to process more personal data than is reasonably necessary for these purposes.

9. Health data and other sensitive personal data

For certain Experiences, Retreats or services provided by Professionals, information about health or other sensitive circumstances may be relevant to safe or appropriate participation.

We process such personal data only where necessary and legally permitted and where there is a valid legal basis, including explicit consent where required.

Access to this data is limited to Body Mind Worldwide, the relevant Partner or service providers to the extent necessary and permitted for the relevant purpose.

Partners are independently responsible for sensitive personal data they collect or process for their own purposes and must comply with applicable privacy law.

Sensitive personal data is not used for marketing or other incompatible purposes without a separate valid legal basis.

10. Search, ranking and personalization

We process information about how users use the Platform to make search results, recommendations and the user experience more relevant.

This may be based on searches, viewed or saved Listings, categories, filters, location, availability, previous Bookings and other interactions with the Platform.

Based on this information, we may infer interests and preferences and use them for personalization, recommendations, analysis and improvement of the Platform. Where such inferred information constitutes personal data, we treat it as such.

We do not use sensitive personal data for personalization or profiling without a valid legal basis and appropriate safeguards.

Ranking and recommendations may also be influenced by factors such as relevance, availability, price, quality, reviews, popularity and Partner reliability.

11. Cookies and similar technologies

We use cookies and similar technologies to operate the Platform, remember user preferences, support security and understand and improve how the Platform is used.

Some cookies are strictly necessary for functions such as security, sign-in, sessions and essential Platform functionality. To the extent permitted by law, consent is not required for these cookies.

For analytics, personalization, marketing and advertising technologies, we request consent where required by applicable law. In that case, non-essential cookies are not placed before the required consent has been given.

You can manage your cookie preferences through the available cookie settings and withdraw previously given consent.

The cookies, technologies and any third parties actually used must correspond with the choices and information shown through our cookie settings.

12. Connected services, Google and device permissions

You may choose to connect certain external services or device features to the Platform, such as Google Calendar, location, camera, photos or notifications.

When you connect an external service, we process only the data and access permissions needed for the relevant functionality. For a connected Google account, this may include basic account information and, where you grant access, calendar data needed for calendar and Booking functionality.

You can revoke a connection or device permission through the available account, device or external-service settings. Revoking access may mean that certain features no longer work.

Granting an account or device permission does not automatically allow us to use personal data for every other purpose. Each processing activity must have a valid legal basis.

13. Public profiles, Listings and Content

Certain information that Partners intentionally publish on the Platform may be publicly visible. This may include name or business name, profile information, photos, Listings, descriptions, locations, availability, reviews and other publicly shared Content.

Public information may be discoverable through the Platform and, depending on our settings, may also be visible through search engines or shared through links to the Platform.

Account, verification, payment, Payout, support and other non-public data is not made public by default.

Guests and Partners are responsible for personal data they choose to make public in Content, Listings or reviews and must not publish another person’s personal data without a valid legal basis.

14. Aggregated data, analytics and product development

We may use personal data to analyze, secure, develop and improve the Platform. This may include statistical analysis, research, technical testing and A/B testing.

Where possible, we may aggregate or anonymize data for purposes such as statistics, research, marketplace insights, reporting and product development.

Where data has been anonymized so that it can no longer reasonably be linked to an individual, we no longer treat it as personal data to the extent permitted by applicable law.

We do not attempt to re-identify anonymized data, except where lawfully necessary, for example to test the effectiveness of our anonymization or security measures.

15. Who we share personal data with

We do not sell personal data.

We may share personal data where necessary to provide, secure and manage the Platform, including with:

• Partners, to the extent necessary to fulfil a Booking or service;
• payment and financial service providers, for payments, Payouts, refunds, verification, chargebacks and fraud prevention;
• technical, hosting, communication, analytics and other service providers that help us operate the Platform;
• professional advisers, such as legal, tax or administrative advisers, where necessary;
• authorities or other parties where we are legally required to do so or where disclosure is lawfully necessary for safety, fraud prevention, investigation or protection of rights; and
• a buyer, investor or other party involved in a business transaction, such as a merger, acquisition, financing, reorganization or sale, to the extent lawful and necessary.

Service providers may process personal data only for the purposes for which they receive it and in accordance with applicable privacy law and the arrangements made with them.

16. International transfers of personal data

Body Mind Worldwide is based in the Netherlands, but the Platform is available worldwide. As a result, personal data may be processed in or transferred to countries outside the country where you live.

Our Partners and service providers may be located in different countries. Where personal data is transferred internationally, we take appropriate measures where required to protect that data.

For transfers from the European Economic Area, we use recognized mechanisms where necessary, such as an adequacy decision, appropriate contractual safeguards or other legally permitted transfer mechanisms.

Regardless of where personal data is processed, we apply the safeguards required by applicable privacy law.

17. How long we retain personal data

We retain personal data no longer than reasonably necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

When determining retention periods, we consider factors including the nature of the data, the duration of an account or Booking, legal and tax obligations, safety and fraud prevention and the need to handle refunds, chargebacks, complaints, disputes or legal claims.

Some data may therefore be retained after an account is closed or a Booking is completed where necessary for legal obligations, administration, safety or the establishment, exercise or defence of legal rights.

When personal data is no longer needed, it is deleted, anonymized or otherwise appropriately taken out of use.

18. Security of personal data

We take appropriate technical and organizational measures to protect personal data against loss, misuse, unauthorized access, disclosure, alteration and destruction.

These measures may include access controls, authentication, encryption, logging, monitoring, access restrictions and security measures used by our service providers.

Access to personal data is limited to people and parties who reasonably need the data for their work or to provide the Platform.

No digital system is completely free from security risks. If a personal-data security incident occurs, we take appropriate measures and notify users and competent authorities where required by law.

19. Your privacy rights

Depending on where you live and the privacy law that applies, you may have rights regarding your personal data. These may include the right to:

• access personal data we process about you;
• correct inaccurate or incomplete data;
• request deletion of personal data;
• restrict processing or object to it;
• receive certain personal data in a portable format;
• withdraw previously given consent;
• object to certain direct marketing, profiling or automated decision-making; and
• lodge a complaint with a competent data protection authority.

These rights may be limited under applicable law, for example where we must retain data because of legal obligations, fraud or safety reasons, legal claims or the rights of others.

Where we cannot fully or partly fulfil a request, we explain why where required by law. Where applicable, you may also appeal a decision concerning your privacy request.

Privacy requests can be submitted to support@bodymindworldwide.com. We may request additional information to verify your identity before acting on a request.

20. Automated processing, fraud analysis and AI

We may use automated systems to secure the Platform, identify fraud and misuse, assess risks, moderate Content and communications and provide relevant search results or recommendations.

Where a solely automated decision has significant effects on you under applicable law, we provide the rights and safeguards required by law, including human review where you are entitled to it.

Body Mind Worldwide may use AI-assisted functionality for purposes such as support, safety, moderation, analysis and improvement of the Platform.

This Privacy & Cookie Policy does not mean that private messages, Booking data, health data or other personal data is automatically used to train general-purpose generative AI models. If we intend in the future to use personal data for a materially new AI or training purpose, we will first assess the required legal basis, transparency and any consent or opt-out rights.

21. Children and minors

The Platform is not intended for persons under 18 to independently create an account or make a Booking.

A minor may participate in an Experience, Retreat or other service where the relevant Partner allows this and the Booking is made by a parent, guardian or other legally authorized adult.

Where personal data about a minor is necessary for participation, it may be provided and processed only to the extent lawful and necessary for the relevant Booking, service or the minor’s safety.

We do not knowingly use personal data of minors for personalized marketing or profiling where this is prohibited by applicable law.

If we discover that personal data about a minor has been collected without a valid legal basis, we take appropriate measures to delete the data or restrict its processing.

22. Authority requests, changes and contact

We may disclose personal data to competent authorities where legally required or where lawfully necessary in connection with fraud, safety, an emergency, an investigation or the protection of rights. Where possible, we assess such requests for validity and proportionality.

We may update this Privacy & Cookie Policy from time to time, for example when the Platform, our data processing, technology or applicable law changes.

For material changes, we notify users where required by law. The “Last updated” date at the top of this Policy indicates when the latest version took effect.

You can manage your privacy, cookie, marketing and notification choices through the available settings and opt-out mechanisms. Withdrawing consent does not affect the lawfulness of processing that took place before the withdrawal.

For questions, complaints or requests concerning privacy and personal data, contact us at support@bodymindworldwide.com.