Privacy Policy

The public-facing controller name is THESOULFAM. Contact info@thesoulfam.net or +660621051753.

This is one site-wide policy with service-specific sections. It covers personal information handled for website operation, collaboration enquiries, trips, traveller onboarding, Digital Store orders, customer support and marketing choices.

Payhip, Square, Zoom and other providers also process information under their own privacy information and may be separate controllers for some purposes.

The V2 source contains no first-party advertising pixel or general audience-analytics integration. Hosting and security infrastructure may still process ordinary request information such as IP address, time, requested URL, browser or device data and diagnostic logs.

The Digital Store basket and display-currency preference use browser local storage. Trip checkout and administration use strictly functional session or return cookies. A privacy-enhanced YouTube embed is created only after a visitor chooses to play a video.

The hosting provider, log-retention settings, any non-essential cookie behaviour and international routing must be confirmed before final publication. New analytics or advertising technology requires a fresh privacy and cookie review before activation.

Direct contact may include your email address, message and any information you choose to provide.

The Work With Us form records contact and organisation details, campaign or project information, optional website/social, destination, timing and budget information, consent to be contacted about that enquiry, submission time, IP address and user-agent data used for security and abuse prevention.

Enquiry information is used to assess and respond to the request, protect the service and retain proportionate business correspondence. Resend is used for the enquiry email workflow. The final retention period and Resend transfer/contract facts remain an activation gate.

Trip booking records include lead-booker and traveller identity and contact details, including telephone where supplied; dates of birth used for fare eligibility; the relationship between a minor and their selected connected adult; trip and booking composition; prices; payment and refund references; Terms acceptance and booking/payment evidence; and operational correspondence.

Square hosts and processes Trip payment checkout. TheSoulFam records provider references, amounts, currency and verified status but does not need to store full payment-card details.

The information is used to respond to booking requests, administer bookings, payments and refunds, support the separate manual contract process, provide trip support, maintain security and audit evidence, and meet legal or accounting obligations.

Onboarding can include each traveller's contact and nationality information, emergency-contact details, journey origin, passport identity and a passport image, dietary information, health/allergy disclosures, accessibility or mobility needs, independently arranged travel or flight details, visa and insurance status, room/add-on choices and promotional-media preference.

The promotional media opt-out is recorded separately for each traveller. It is optional and does not gate booking or onboarding: leaving the opt-out unchecked is a valid preference and means that traveller has not selected the opt-out.

Passport images are stored in private object storage and are not public. Back-office access to restricted information is capability-controlled and audited.

Passport documents and identity details have a governed target of erasure 90 days after trip completion. Health, allergy and operational accessibility content has a governed target of erasure 30 days after trip completion. A specific legitimate legal, dispute or insurance hold may extend those periods. The Production migration, scheduled erasure process and backup-expiry window remain operational activation gates.

TheSoulFam.net presents the catalogue, basket and canonical GBP price. The basket is stored locally in the browser; V2 does not create a general Store customer-profile database.

Payhip handles checkout, buyer identity, order records, delivery and download access. Square processes card payments through the connected Payhip account where offered. TheSoulFam may receive order, product, email, country/tax, payment-reference, consent and refund information from those providers for support, reconciliation, security and legal records.

Payhip states that it retains transaction details including name, email, IP address, billing/location information for ten years for EU VAT purposes. Its own processing is governed by the Payhip Privacy & Cookies Policy. Square's processing is governed by its own privacy notice.

• Contract and pre-contract steps: answer an enquiry, create and administer bookings and Store orders, provide products, manage access, support and agreed services.
• Legal obligation: maintain tax, accounting, consumer, payment and other records where a specific law requires them.
• Legitimate interests: secure and operate the service, prevent abuse, reconcile provider activity, keep proportionate audit evidence, respond to support and establish or defend legal claims—after balancing those interests against individual rights.
• Consent: optional electronic marketing and any processing for which consent or an Article 9 condition based on explicit consent is selected. Consent can be withdrawn without affecting earlier lawful processing.

The final lawful-basis record must match the confirmed establishment, controller and service contracts. This review copy does not convert a commercial preference into a lawful basis.

Depending on the service used, information may be handled by Payhip, Square, Resend, Zoom, private database/storage and website-hosting providers; authorised TheSoulFam personnel; professional advisers; and public authorities where disclosure is legally required.

Access should be limited to what is needed for the recipient's role. The precise corporate provider entities, controller/processor roles and required data-processing contracts must be recorded before final publication.

TheSoulFam's services and customers are international, and providers may process information in more than one country. The final policy must identify the relevant transfer destinations and the applicable adequacy regulation, contractual safeguard or other lawful mechanism, together with how a copy can be obtained.

Those account- and contract-specific facts are not established in the repository, so this review copy does not claim that a particular safeguard applies.

Information is kept only while needed for the stated purpose, a governed operational period, an applicable legal/accounting period, security/audit evidence, or a live dispute or legal hold.

• Passport image and identity target: 90 days after trip completion, subject to a legitimate hold.
• Health, allergy and operational accessibility target: 30 days after trip completion, subject to a legitimate hold.
• Payhip states that it retains transaction details for ten years for EU VAT purposes.
• Booking, payment, refund, enquiry, support, marketing-suppression, audit and backup periods still require a consolidated retention schedule before final publication.

A booking, paid order or free order is not treated as blanket marketing consent. The conservative Store mechanism is a separate optional, unticked email-marketing choice for every country.

Marketing records should show what the person chose, the wording, time, method and source. Every marketing message must identify TheSoulFam and provide a simple unsubscribe route. A suppression record may be retained so a previous opt-out is respected.

Any future reliance on the UK products-and-services soft opt-in requires a documented assessment that every condition is met, including direct collection during a sale or negotiation, similar products/services, a collection-time opt-out and an opt-out in every message.

Depending on the law and lawful basis, you may have rights to be informed, access your personal information, correct it, request erasure or restriction, receive portable data, object to processing, and withdraw consent.

The right to object to direct marketing is unconditional. To exercise a right, email info@thesoulfam.net. Reasonable identity evidence may be requested. Some information may need to be retained despite a request where a legal obligation or defence of legal claims applies.

If UK data-protection law applies, you may complain to the Information Commissioner's Office. Other supervisory authorities may be available depending on where you live.

The policy will be updated when processing, providers, legal requirements or confirmed controller facts change. Material new purposes require appropriate notice before the new processing begins.

Privacy questions and requests should be sent to info@thesoulfam.net. Do not send passport images, payment-card details or unnecessary health information by ordinary email.