PRIVACY POLICY
Last updated October 27, 2026 · Effective October 27, 2026.
This policy explains what Soulfull Gatherings LLC, a Texas limited liability company ("Soulfull Gatherings", "we", "us") collects when you use the Soulfull Gatherings iOS app, visit soulfullgatherings.com, or enquire about and attend one of our retreats — and what we do with it.
It is written to be read, not to be survived. If anything here is unclear, write to us at info@soulfullgatherings.com and we will explain it in plain words.
I. WHAT WE COLLECT
What you give us:
Your name. The app asks what to call you when you first open it, and for your first and last name when you create an account; if you use Sign in with Apple, Apple may give it to us instead. We use it to greet you, to show you to other members as your first name and an initial (see section V), and to know who is coming on a retreat.
Your email address, at account creation, sign-in, or when you apply for or enquire about a retreat, so we can identify your account, send you sign-in, confirmation and password-reset codes, and reply to you. Other members never see it.
Your password, at account creation. It is stored only as a salted hash by our authentication provider. We never see or store your actual password. You can change it, and your email address, on the You tab; we ask for your current password first.
Your date of birth, when you create an account with an email and password (we don't ask after Sign in with Apple). We use it to confirm you are old enough to use the app, which is 13 or over, and to fill in your date of birth if you later apply for a retreat. Other members never see it, and we use it for nothing else. You can change it on the You tab, but not remove it.
A profile photo, if you choose to add one. You pick it with the iPhone's own photo picker, which hands the app only the one photo you chose; the app never reads your photo library. Before it is uploaded, the photo is cropped, resized and re-saved on your phone, which also removes hidden details such as where it was taken. You can change or remove it at any time on the You tab.
Your intentions, how your nervous system feels, and how often you would like to practice, through four short onboarding questions that you can skip. We use them to personalise the app: today your intentions appear on your You tab, and we may use your answers to suggest practices that fit. These answers are self-described preferences, chosen from a short list. They are not medical or fitness measurements. Because they can say something about how you feel, we handle them with care: other members never see them, and we never use them for advertising. We do not read data from Apple Health, and the app never asks for it.
A retreat application, when you tap Request a place: your first and last name, date of birth, where you are based, phone number (one that can receive WhatsApp messages), your Instagram handle if you give it, the retreat you are interested in, what you tell us about yourself and why the retreat called you, where you are in your decision, the budget you usually allow for an all-inclusive experience abroad, and, if you choose, the name of a past member you know. The email address on the application is the one on your account. Your application is emailed to our team through our email provider so we can consider it and reply to you. It is not stored in the app's database.
Comments, when you comment under a session, a movement sequence or a recipe: what you wrote and when. Journal prompts take no comments. Other members see your comments with your name and photo (see section V), and you can delete your own at any time.
Reports, when you report another member or a comment: who you reported, the comment if it was one, the reason you chose, and any note you add.
The practices you save for later, and when you saved them, so they are waiting under Practice → Saved on any phone you sign in on.
Your notification choices: which kinds of push notification you want (likes, friends, news from the guides you follow, and, for a guide, comments on your practices), and whether you want digital retreat reminders.
Retreat enquiries and messages, when you email or message us, so we can answer you and arrange your place.
Health and dietary information you choose to share before a retreat, only if you tell us, to keep you safe and fed. See section III.
What is created automatically:
A guest identifier. The app opens an anonymous session the first time you launch it, so that the app's listings and images load before you have an account. This creates a random identifier for your device's session. It contains no name, no email, and nothing that identifies you personally. If you later create an account with an email and password, that same identifier becomes your account. A guest identifier that goes unused for 30 days is deleted from our servers, and the app makes a new one the next time it opens.
Your practice history. When you open a session, journal prompt, movement sequence or recipe, we record which one it was, when, how much time you spent with it, and whether you finished it. For audio and video, the time counted is how much actually played; for a written practice, it is the time the page was open on your screen. This is what lets the app pick up where you left off, count your streaks and minutes, and open the next day of a digital retreat. Your finished practices also appear in the Community feed (see section V). And it is how we pay the guides who made the sessions: each month, a guide is paid a share of a pool set aside for guides, in proportion to how much of their sessions members listened to. For a journal prompt, we record only that you opened it, never a word of what you wrote.
Your digital retreat progress: which digital retreats you have joined, when, and which days you have finished.
Your community activity: friend requests and friendships, the likes you give and receive, the guides you follow, the members you block, and the notifications we create for you: when someone likes one of your practices, sends you a friend request or accepts yours, comments under a practice you made (if you are a guide), or when a guide you follow shares something new.
A push notification token, if you have an account and allow notifications. Apple issues this token for the app on your phone, and we store it with your account so we can send you the notifications above. We delete it when you sign out or delete your account.
A Sign in with Apple token, if you sign in with Apple. Apple issues it, and we keep it for one purpose: to tell Apple to revoke the app's access when you delete your account.
Ordinary technical records kept by the services that host the app's data, send our email, and run our website: IP address, approximate region, device and browser type, timestamps, delivery records, and error logs. We use these to keep things running and secure, not to build a profile of you.
Payment information:
Your membership. When you subscribe, renew, restore a purchase or are refunded, Apple sends us a signed record of the transaction: the plan, its dates, the price and currency, the country of your App Store account, whether it was a free trial, and whether it was refunded. Your account's identifier travels with the purchase, so we know whose membership it is. We keep these records with your account to give you access, to show your plan in the app, and to pay any creator whose code you joined with. We never receive your card or other payment details: Apple handles payment.
Creator codes. If you join with a creator's code, whether by their link, when you create your account, or later on the You tab, we record which creator it was and when you added it.
When retreat payments are taken in the app, card details go directly to Stripe and are entered inside Stripe's own payment sheet. We never receive, see, or store your full card number. What reaches us is a payment reference, the last four digits, the amount, and whether the charge succeeded, along with a booking record: which retreat, the amount, the currency, whether payment succeeded, and a reference to the payment held by Stripe.
In the current version of the app, retreat payments are not taken in the app. Request a place sends us an application, and places are arranged by email or message. The app sends nothing about you to Stripe. The payment path described here applies once in-app reservations are turned on.
What we do not collect:
No advertising identifier (IDFA), and no App Tracking Transparency prompt, because there is nothing to track you with. No third-party analytics or advertising SDK inside the app. No location from your phone; the app never asks for your location, and the only place we ask where you are is the "Where are you based?" question on a retreat application. No contacts: friends are found by searching for their name, never from your address book. No access to your photo library beyond the one photo you choose for your profile. No camera, and no microphone. No data from Apple Health or any fitness source.
II. WHAT STAYS ON YOUR PHONE
Some of the most personal things in the app are never uploaded to us at all. They are stored only in the app's own storage on your device, and they are removed when you delete the app:
Your journal reflections. Everything you write against a journal prompt stays on your phone. We cannot read it, and it is never sent to our servers. It is kept in protected storage that cannot be read while your phone is locked, and it is left out of iCloud and computer backups. If you choose to share a reflection with the share button on its page, it goes only to the app you pick (Messages, Notes or Mail, say), never to us.
Sessions you download, so they play without a connection: the audio or video, and a list of what you downloaded. They are kept for the member who downloaded them, left out of backups, and deleted when you remove them, sign out, or delete your account. What you listen to offline is recorded to your practice history once the phone is back online, as described in section I.
Your retreat to-do list and packing list, including which items you have ticked off.
Your 1:1 session choices made in the retreat experience.
Your onboarding answers, which are held on the device and are only copied to our servers if and when you create an account.
Your digital retreat reminders. If you allow them, iOS schedules them on your phone; they do not pass through our servers.
When you delete your account, the app also erases your journal, your checklists and your downloads from the phone straight away. Because these live on the device, we cannot recover them for you, and because your journal is left out of backups, it does not move with you to a new phone.
III. HEALTH INFORMATION BEFORE A RETREAT
Before a retreat we may ask about injuries, medical conditions, allergies, dietary requirements, and emergency contacts. You do not have to tell us anything. If you withhold something that affects your safety, however, we may not be able to take you.
This information is used only to run your retreat safely. We share it with the specific guides, practitioners, venue, or caterer who need it for your retreat, and with emergency services if there is a medical emergency. We do not use it for anything else, and we delete it within 12 months of the retreat ending.
IV. HOW WE USE WHAT WE COLLECT
We use your information to run the app: to sign you in, keep you signed in, remember your preferences, and show you the right content. To provide the practices, digital retreats, recipes, prompts, and retreat information you asked for, and to keep your practice history, streaks and progress. To run the Community: to show your name, photo, finished practices and comments to other members, and your practice numbers to your friends, as described in section V; to deliver friend requests, likes and comments; and to tell you about them, and about what the guides you follow share. To show you, on Home, the newest practices from the guides you follow. To work out what each guide is paid. To give you the membership you subscribed to, and to work out what a creator whose code you joined with is paid. To review your retreat application and reply to it. To arrange, confirm, and run your retreat, including logistics and safety. To take payment and keep the financial and tax records the law requires us to keep. To reply to you when you contact us.
If you are a guide and your account is linked to your guide profile, the app shows you a dashboard of your own numbers: how many people opened your practices, how much of your sessions they listened to, and what you have earned. These are totals. A guide never sees who listened. A guide is told when a member comments under one of their practices, and sees that comment as every member does.
If you are a creator with a code, the app shows you how many people joined with it, how many of them are members now, and what you have earned each month. These are totals too. A creator never sees who joined.
We use it to keep the Community safe. We automatically filter names that contain objectionable words, and a filtered name is shown as "A member". A comment with a link or objectionable language is refused before it posts. We read every report and review it within 24 hours. Where someone has broken our Terms of Service, we may remove their photo or name, or suspend or delete their account. We never tell the reported member who reported them.
We also use it to send you service messages: sign-in, confirmation and password-reset codes, booking confirmations, and changes to a retreat, and, if you allowed them, push notifications about your community (likes, friend requests, comments for guides, and news from the guides you follow) and reminders when the next day of a digital retreat opens. These are not marketing. You can turn each kind off on the You tab (Account → Notifications), or all of them in your iPhone's Settings, but you cannot opt out of service emails while you have an account or a booking. We send occasional news about upcoming retreats only if you asked for it, and every one of those emails has an unsubscribe link.
Finally, we use it to keep the service secure, prevent abuse and fraud, fix things that break, and comply with the law.
We do not use your information to build advertising profiles. We do not sell it, and we do not share it for cross-context behavioural advertising.
V. WHO WE SHARE IT WITH, AND WHAT OTHER MEMBERS SEE
We share personal information with the service providers below, only to the extent they need it to do their job for us, and only under contracts that require them to protect it.
Supabase provides our database, account authentication, file storage (practice audio and video, and profile photos), and the server functions that run the app. It receives your account identifier, email, name, date of birth, profile photo, onboarding answers, practice history, saved practices, digital retreat progress, membership and purchase records, the creator code you joined with, community activity, comments, notification choices, push notification token, reports, booking records, and technical logs, and it passes your retreat application to our email provider.
Resend sends our email: sign-in, confirmation and password-reset codes, and the retreat applications and reports that reach our team. It receives your email address and the content of those emails; for an application, that is everything in it.
Stripe processes retreat payments once in-app reservations are on. It then receives your card details (directly from you), your email, your name, and the amount charged. While in-app reservations are off, the app sends Stripe nothing.
Apple distributes the app, provides Sign in with Apple if you use it, and delivers push notifications. It receives whatever Apple's own processes collect. If you sign in with Apple, you choose whether to share your real email or a private relay address. Either works, and we never see more than you chose to give. If you subscribe, Apple takes the payment under its own terms and sends us the signed transaction records described in section I. To deliver a notification, Apple receives your push token and the notification's text, such as "Hugo D. liked your practice" and the practice's title, or the start of a comment.
The people who build and maintain the app for us, under contract and a duty of confidentiality, see what they need to do that work, and nothing more.
Retreat partners are the venues, guides, practitioners, and caterers for a specific retreat. They receive your name and only the details that retreat requires, such as a dietary requirement or a relevant injury.
Creators whose code people join with receive nothing about you. They see only how many people joined with their code, how many of them are members, and what they earned.
Each of these providers has its own privacy policy governing what it does with data as its own controller.
Other members. The Community is part of the app. Once you have an account, other people using the app, including guests browsing without an account, can see:
Your name, shown as your first name and the first letter of your surname ("Hugo D."). A one-word name is shown as it is. With no name, or a name our filter catches, you appear as "A member". Your full name is never shown, but members can find you by searching for any part of it. Nobody can find you by your email.
Your profile photo, if you add one. Photos are stored at a web address that is not secret, so anyone who has that address can open the photo.
Your finished practices in the Community feed: the title, whether it was a session, a movement sequence or a recipe, when you finished it, and how many likes it has. Never a journal prompt, never anything you did not finish, and never how long you spent.
Your name and photo (or your initial, if you have no photo) beside a practice you opened in the last 24 hours, or a digital retreat you are active in, as one of up to three faces shown with a count of the people there. No count is shown below three people, and a journal prompt shows a count but no faces.
Your name and photo on the page of a guide you follow, as one of up to three "Followed by" faces, and in their follower count.
Your name, when you like someone's practice: they are told it was you.
Your comments, with your name and photo, under the practice you commented on. Only members see comments, never guests. A comment from the practice's own guide is marked as theirs.
Your practice in numbers, to your accepted friends only: your current streak, your best streak, how many classes you have taken and how many minutes you have practiced. Never which practices, and never on which days.
Friend requests and friend lists are visible only to the two people concerned.
"Share my practice", on the You tab and on by default, takes you out of the feed, the faces beside practices and digital retreats, and the faces on guides' pages, and keeps your numbers from your friends. Your comments stay, since you chose to post each one; delete any you no longer want. You are still counted, you can still be found by name, and the people whose practices you like still see your name.
Blocking someone hides the two of you from each other everywhere in Community: the feed, search, friends, likes, comments, notifications and faces. It ends any friendship or pending friend request between you, and removes the likes between you. They are not told. You can unblock them from the You tab.
Guests never appear anywhere in the Community.
If you are a guide and your account is linked to your guide profile, your profile shows your full name, taken from your account, together with the photo and bio we publish for you.
We also disclose information where the law requires it, to protect our rights or someone's safety, and, if we are ever acquired or merged, to the acquiring party, who would remain bound by this policy until it gives you notice of a change.
VI. THE WEBSITE
Our website is hosted on Squarespace, which sets the cookies it needs to serve pages, keep the site secure, and, where enabled, measure aggregate visits. Your browser sends Squarespace your IP address, browser type, and the pages you view, in the ordinary course of loading the site.
If you join a mailing list or waitlist on the site, we keep the email address you gave us until you unsubscribe.
The app itself sets no cookies and contains no web tracking. You can control cookies through your browser settings; blocking them may break parts of the site.
VII. HOW LONG WE KEEP IT
Account and profile, including your name, email, date of birth, photo, onboarding answers and notification choices: until you delete your account.
Guest session: deleted from our servers after 30 days without use.
Practice history: while you have an account. When you delete it, we keep the record without anything that links it to you, because it is what guides were paid from.
Digital retreat progress: until you leave that digital retreat or delete your account.
Friendships, likes, follows, blocks and notifications: until you remove them or delete your account.
Comments: until you delete them or your account. A comment that was reported is kept, as written, in the report.
Saved practices: until you remove them or delete your account.
Downloaded sessions, on your phone: until you remove them, sign out or delete your account.
Push notification token: until you sign out or delete your account.
Sign in with Apple token: until you delete your account.
Reports: up to 3 years after we close them.
Retreat applications, emails and messages you send us: 3 years.
Booking and payment records: 7 years after the transaction, because tax and accounting law requires it.
Membership and purchase records: 7 years after the transaction, for the same reason. If you delete your account, they are kept without it.
The creator code you joined with: until you delete your account. What the creator earned is kept, without your account, with their payment records.
Pre-retreat health and dietary information: 12 months after the retreat.
Mailing list: until you unsubscribe.
Technical and security logs: as kept by our providers, typically weeks to months.
VIII. YOUR CHOICES
Deleting your account, from inside the app. Open the You tab and choose Delete account. This is immediate and permanent. It deletes your sign-in record, your profile, your profile photo, your friendships, the likes you gave, the comments you posted, the practices you saved, the guides you follow, your notifications, your digital retreat progress and your push notification token. It tells Apple to revoke the app's access if you signed in with Apple, and it deletes any customer record with our payment processor along with any saved payment method. Your practice history, your membership's purchase records and any bookings are kept without your name or account, because a guide was paid for your listening and the law requires us to keep financial records. Deleting your account does not cancel a membership: Apple keeps billing until you cancel it in your iPhone's Settings (your name, then Subscriptions), and the app reminds you before you delete. On your phone, the app erases your journal, your checklists and your downloads. Anything else held only on your phone goes when you delete the app.
See what we hold. Ask us and we will send you a copy.
Correct it. On the You tab you can change your name, your date of birth, your email address and your password, and change or remove your profile photo. For anything else, write to us and we will do it.
Choose what others see. Turn "Share my practice" off on the You tab, remove your photo, delete a comment, decline or end a friendship, unfollow a guide, or block someone.
Report someone. Use Report in the app, or write to info@soulfullgatherings.com. We review every report within 24 hours.
Turn off notifications, each kind on the You tab (Account → Notifications), or all of them in your iPhone's Settings, at any time.
Stop marketing email. Use the unsubscribe link, or ask us.
Ask a question or complain. Write to info@soulfullgatherings.com.
We answer requests within 45 days, and we will tell you if we need longer. We will never charge you for making a request or treat you differently for having made one.
IX. IF YOU LIVE IN CALIFORNIA
Under the California Consumer Privacy Act, as amended, you have the rights to know, delete, correct, and to opt out of sale or sharing. In the twelve months before this policy's date we collected these categories of personal information, all of it for the business purposes in section IV, from the sources and to the recipients described in sections I and V: identifiers (name, email address, phone number, Instagram handle, account identifier, push notification token, IP address); customer records (name, email address, phone number and date of birth, tied to an account, an application or a booking); characteristics of protected classifications (your age, from the date of birth you give at sign-up or on a retreat application); commercial information (retreats you applied for or booked, your membership and its payments, the creator code you joined with, amounts paid, and the budget you told us you usually allow); internet or other electronic network activity (your practice history, saved practices, digital retreat progress, likes, follows, friendships, notification choices, and ordinary server and error logs); audio or visual information (your profile photo); and other information you provide (your onboarding answers, the comments you post, what you write in a retreat application, reports you send, and any health or dietary details you give us before a retreat). Other members can see the limited information described in section V; that is part of the service you use, not a sale.
We have not sold personal information, and we have not shared it for cross-context behavioural advertising, in the preceding twelve months. That includes the personal information of anyone under 16. Because we do not sell or share, we do not offer a "Do Not Sell or Share My Personal Information" link; there is nothing for it to do. We do not use or disclose sensitive personal information for any purpose beyond those permitted without a right to limit.
You may make a request yourself or through an authorised agent, at info@soulfullgatherings.com. We verify requests by matching the email address on the account.
X. IF YOU LIVE IN ANOTHER US STATE
Residents of states with comprehensive privacy laws, including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, and others as those laws take effect, have broadly the same rights to access, correct, delete, and obtain a copy of their personal information, and to opt out of targeted advertising, sale, and profiling with legal effects. We do none of those three things. Use the same address in section VIII. If we deny a request, you may appeal by replying to our decision, and you may contact your state Attorney General.
XI. IF YOU ARE IN THE UK OR THE EUROPEAN ECONOMIC AREA
We are based in the United States, so if you use the app or attend a retreat from the UK or the EEA your information is transferred to and processed in the US and in other countries where our providers operate. Where required, those transfers rely on the European Commission's Standard Contractual Clauses or the UK Addendum.
Where the UK GDPR or GDPR applies, our legal bases are: performance of a contract (running your account, your membership, the Community features you use, your digital retreats, your retreat application, and your retreat), legitimate interests (keeping the service and the Community secure and working, reviewing reports, keeping the records guides and creators are paid from, and answering you), consent (your onboarding answers, which you can skip, push notifications, marketing email, and any health information you volunteer), and legal obligation (tax and accounting records). You may withdraw consent at any time; doing so does not affect what came before.
You also have the rights to object, to restrict processing, to portability, and to lodge a complaint with your local supervisory authority — in the UK, the Information Commissioner's Office.
XII. SECURITY
Traffic between the app and our servers is encrypted in transit. Data is encrypted at rest by our hosting provider. Access to production data is restricted to the people who need it. Every member's private records, such as their email, onboarding answers, practice history and notifications, are isolated at the database level, so one account cannot read another's; other members see only the limited information described in section V. Passwords are stored only as hashes.
No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your personal information, we will notify you and the relevant authorities as the law requires.
XIII. CHILDREN
The app and website are not directed to children under 13, and we do not knowingly collect personal information from them. When you create an account with an email, the app asks your date of birth and does not accept one under 13. If you believe a child under 13 has given us information, write to info@soulfullgatherings.com and we will delete it. You must be at least 18 to book a retreat.
XIV. CHANGES
If we change this policy, we will update the date at the top. If the change is significant, such as a new category of data, a new recipient, or a new purpose, we will tell you in the app or by email before it takes effect. The current version always lives at this address.
XV. CONTACT
Write to us and a person will answer.
Soulfull Gatherings LLC
3001 Esperanza Crossing
78758 Austin, Texas
United States