Privacy policy

1. Introduction

Holistic Wellnest (“we,” “us,” “our,” or “Holistic Wellnest”) is deeply committed to safeguarding your privacy and handling your personal data with integrity, care, and transparency. This Privacy Policy outlines our practices concerning the collection, use, storage, protection, sharing, and processing of your personal information when you interact with our website at www.holistic-wellnest.com (the “Website”), book or participate in our holistic wellness services (the “Services”), submit inquiries, complete intake forms, or otherwise communicate with us.

By accessing or using the Website, submitting personal information, booking a session, providing intake details, or engaging with our Services, you acknowledge that you have read, understood, and consent to the data practices described herein. If you do not agree with these practices, you must refrain from using the Website and our Services.

This Privacy Policy is designed to comply with applicable data protection laws, including the General Data Protection Regulation (GDPR) for individuals in the European Union and European Economic Area, as well as other relevant privacy frameworks. Our operations are governed by Dutch law, and we adhere to high standards of data protection consistent with European principles.

2. Data Controller

The data controller responsible for determining the purposes and means of processing your personal data is:

Holistic Wellnest
C.8 Sur S/N, La Veleta 77780 Tulum, Q.R., Mexico
Email: info@holistic-wellnest.com
Telephone: +31 6 19331177 | +52 984 209 1918

We act as the primary controller for all personal data processed in connection with the Website and the delivery of our Services.

3. Categories of Personal Data We Collect

We collect personal data through several methods to provide safe, personalized, and effective Services while operating our practice responsibly.

3.1 Information Provided Directly by You

When you book a session, complete an intake form, contact us, or participate in our Services, you may provide:

• Your full name and contact details (e.g., email address, telephone number).
• Booking and scheduling information, including preferred dates, times, and selected Service packages.

• Detailed intake information, which may include sensitive personal data relating to your physical health (e.g., conditions, injuries, medications), emotional wellbeing, mental health concerns, personal intentions, human design, energy anatomy, and other relevant details necessary for tailoring and safely facilitating your holistic journey (collectively, “Health and Wellbeing Data”).
• Correspondence details, such as messages, inquiries, feedback, or other information shared via email, forms, or direct communication.
• Payment-related information, which is processed securely by third-party providers. We do not retain full payment card details.

3.2 Information Collected Automatically

When you visit the Website, we may automatically collect:

• Technical details, including your IP address, browser type and version, operating system, device information, time zone settings, and browser plug-in types.
• Usage information, such as the pages you view, visit duration, referral sources, and navigation paths through the Website.
• Data collected via cookies and similar tracking technologies, as detailed in our separate Cookie Policy.

We do not knowingly collect special categories of personal data beyond what you voluntarily and explicitly provide during the intake process, which is essential for ensuring the safety and appropriateness of our holistic practices.

4. Methods of Collection

Your personal data is collected through the following channels:

• Directly from you via online booking forms, intake questionnaires, email correspondence, telephone conversations, or in-person interactions during Sessions.
• Automatically through cookies, server logs, and other tracking technologies when you browse the Website (see our Cookie Policy for specifics).
• From trusted third-party service providers, such as payment processors, appointment scheduling platforms, website hosting services, email providers, and analytics tools, solely to the extent necessary for facilitating our operations.

5. Purposes and Legal Bases for Processing

We process your personal data only for specified, explicit, and legitimate purposes. The processing is grounded in one or more of the following legal bases:

• Performance of a Contract: To fulfill our obligations under the agreement formed when you book and participate in our Services, including processing bookings, managing appointments, preparing personalized Sessions using intake information, and handling payments.
• Explicit Consent: For processing sensitive Health and Wellbeing Data provided in intake forms, which is necessary to deliver safe and tailored holistic experiences. You may withdraw this consent at any time, though doing so may limit our ability to provide certain Services.
• Legitimate Interests: To operate and improve our Website and Services, communicate essential information (e.g., confirmations, reminders), analyze usage patterns for enhancement purposes, and maintain administrative records, provided these interests are not overridden by your rights and freedoms.

• Legal Obligations: To comply with applicable laws, such as tax, accounting, or regulatory requirements.

We do not use your personal data for automated decision-making or profiling that produces legal effects concerning you.

6. Data Retention and Deletion

Your personal data is stored securely in digital environments and, where necessary, protected physical formats. Access is strictly limited to the practitioner and authorized personnel on a need-to-know basis.

We retain personal data only as long as necessary to fulfill the purposes outlined or to meet legal requirements:

• Booking, payment, and general contact data are retained for the duration of our relationship and up to 7 years thereafter to comply with fiscal and administrative obligations under Dutch law.
• Sensitive Health and Wellbeing Data from intake forms is retained only for the period required to deliver and follow up on Services, after which it is securely deleted or anonymized unless longer retention is mandated by law.
• Communication records and correspondence are kept for up to 2 years for reference and quality purposes.
• Automatically collected technical and usage data is retained for periods aligned with analytics needs, typically up to 26 months.

Upon expiry of retention periods or upon your valid request, we will securely delete or anonymize your data.

7. Sharing and Disclosure of Personal Data

We do not sell, rent, lease, or otherwise trade your personal data with third parties for marketing or commercial purposes.

Disclosure occurs only in limited circumstances:

• With trusted third-party service providers who act as processors on our behalf, such as payment gateways (Stripe, Mollie, PayPal), appointment scheduling tools, website hosting providers, email communication services, and analytics platforms. These providers are bound by strict contractual obligations to protect your data and use it solely for the specified services.
• Where required by law, regulatory authorities, or court orders.
• In the context of a business transfer, such as a merger, acquisition, or sale of assets, where your data would continue to be protected under equivalent standards.

We do not engage in international data transfers outside the European Economic Area or adequate jurisdictions without implementing appropriate safeguards, such as standard contractual clauses approved by relevant authorities.

8. Data Security Measures

We employ robust technical and organizational security measures to protect your personal data against unauthorized access, loss, alteration, disclosure, or destruction. These include encryption where appropriate, access controls, secure storage solutions, firewalls, and regular security assessments.

While we strive to use industry-best practices, no online transmission or storage system can be guaranteed to be completely secure. We encourage you to take precautions when sharing sensitive information.

9. Your Data Protection Rights

Subject to applicable laws (including GDPR for residents of the EU/EEA), you have the following rights regarding your personal data:

• The right to access and receive a copy of your data.
• The right to rectification of inaccurate or incomplete data.
• The right to erasure (“right to be forgotten”) where data is no longer necessary or consent is withdrawn.
• The right to restrict processing in specific circumstances.
• The right to data portability, receiving your data in a structured, commonly used, and machine-readable format.
• The right to object to processing based on legitimate interests.
• The right to withdraw consent at any time without affecting prior processing.
• The right to lodge a complaint with a supervisory authority, such as the Dutch Data Protection Authority (Autoriteit Persoonsgegevens).

To exercise any of these rights, please contact us using the details provided in Section 11. We will respond to verifiable requests within one month, with possible extensions for complex matters. Requests are generally free of charge unless manifestly unfounded or excessive.

10. Children’s Privacy

Our Website and Services are not directed at individuals under the age of 18. We do not knowingly collect or process personal data from children. If we become aware of such data having been provided, we will promptly delete it.

11. Updates to This Privacy Policy

We may periodically revise this Privacy Policy to reflect changes in our practices, Services, or legal requirements. Updates will be posted on the Website with a revised “Last Updated” date. For material changes, we will provide additional notice via email or a prominent Website announcement. Your continued use of the Website or Services following updates constitutes acceptance of the revised Policy.

12. Contact Information

If you have questions, concerns, requests, or complaints regarding this Privacy Policy or our data practices, please contact us at:

Holistic Wellnest
Email: info@holistic-wellnest.com
Address: C.8 Sur S/N, La Veleta, 77780 Tulum, Q.R., Mexico
Telephone: +31 6 19331177 | +52 984 209 1918

We are committed to addressing your privacy concerns promptly and respectfully.

Thank you for entrusting Holistic Wellnest with your personal information. We honor the sacred and confidential nature of the details you share in support of your healing journey.