Privacy Policy

What we collect

• Venue owners & staff: name, email, password (hashed), venue details, team membership.
• Organizers: name, email, phone (optional), retreat details, qualification answers, messages, uploaded files, signature records (name, email, time, IP address, browser).
• Participants: name, optional email, dietary needs, allergies, injuries, arrival time, waiver acceptance — entered by the participant for their retreat.
• Vendors: name, email, phone, responses to requests.
• Payments: handled by Stripe. We store payment status and Stripe IDs, never card or bank numbers.
• AI-assistant (MCP) requests: the tool used and search filters, with contact details redacted and the IP address stored only as a one-way hash.

How it's used and shared

• Only to run bookings: the venue sees its own bookings; organizers see their own retreat; vendors see their own items and only the participant fields their service needs (e.g. a chef sees diets and allergies).
• Service providers: hosting, Stripe (payments), Resend (email), Twilio (SMS, if the venue enables it), and an OpenStreetMap-based geocoder for address search (receives typed search text).
• No advertising, no selling of data, no third-party analytics.

Where data is stored

RetreatDesk runs on servers in the United States (DigitalOcean, New York), and our email (Resend) and payment (Stripe) providers may process data in the United States or other countries. If you're in Canada or elsewhere, your information may be accessed under the laws of those countries. Questions about privacy go to our privacy contact: support@retreatdesk.app.

Cookies

A sign-in session cookie for venue accounts, and a short-lived invitation cookie if you arrive from an invite. No tracking cookies.

Retention and your choices

Venue owners can download all their data in Settings and close their account by emailing us. When we close an account we delete the login, the venue page, photos, messages, participant details (including dietary and health information) and uploaded files. Bookings, payments, refunds and signed agreements are kept for 7 years — both parties may need them, and financial records must be retained — and then deleted automatically. Organizers receive their own PDF copy of any agreement they sign. Organizers, vendors and participants can ask the venue or us (support@retreatdesk.app) to access or delete their data.