Privacy Policy

This Policy contains important information about your personal rights to privacy. Please read it carefully to understand how we use your personal data. We may update this Policy from time to time without notice to you, so please check it regularly.

The provision of your personal data to us is voluntary. However, without providing us with your personal data, you will be unable to keep up to date with our new weekend breaks and events. The purpose of this policy is to outline how Gaia Women Events has established measures to protect your privacy and information rights.

Gaia Women Events understands and respects the importance of your privacy. This Privacy Policy explains what personal information we may collect from you, how we will look after that information, and how we may use your data. The following Policy tells you about your privacy rights, and how the law protects you. For the purposes of the Data Protection Act 1998 and the General Data Protection Regulation 2018, Gaia Events is the Data Controller of your personal information under European Union and UK data protection law. Please note that all personal data captured will be used and held in accordance with the requirements of the Data Protection Act 1998.

What information will Gaia Events collect from you?
The information we will typically collect will consist of:
Your name, email address,telephone and mobile number, gender, date of birth,
information about your holiday preferences and requirements
Details of any transactions you carry out through our site and of the fulfilment of your orders.
Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
We may obtain additional information about you relating to your demographics and lifestyle interests and be matched to our records to enhance our understanding of the sorts of products and services you may be interested in and to provide you with a more personalised experience.

We explicitly outline that by consenting to receive marketing communications, you are consenting for your personal information to be processed. This is outlined at the point you provide your data and marketing contact consent. If you do not want us to obtain this additional lifestyle information as described above, you can request we stop this activity by emailing

When will Gaia Events collect information from you?
We will collect personal information from you when you telephone or email us enquiring about a booking or a holiday. We will also collect personal information about you when you make a confirmed booking, or make a purchase on the telephone, on our website, via email or letter. The provision of this personal information for the specific purpose of a travel booking or purchase is deemed as a contractual requirement in order to fulfil your holiday booking. The failure to provide personal data for these purposes will result in a failure to complete the booking process.

How will Gaia Events use your personal information?
We use information held about you in the following ways:
To provide you with our services and information that is relevant to you, and also to deal with your requests and enquiries.
To provide you with information related to a booking quote or reservation, or other information you may have requested.
To process and complete your booking and to carry out our obligations that may arise in connection with any contracts entered into between you and us, or between you and a third-party supplier.
To notify you about changes to our services, your reservation or booking.
To provide you with product and marketing information and offers that we feel may interest you.
Where we provide personalised services, we may analyse the information you supply, so that we can offer a more relevant, tailored service. For instance, we may use information on the type of events you are interested in to provide personalised recommendations or content on our website. If you are signed up to or subscribed to receive our newsletter, you will receive a personalised service that is tailored to your interests.
For analysis and processing purposes, to ensure we are offering the best, most relevant service to our customers.

We will only contact you in the ways that you have opted in to receive communication from us. These may be all or a combination of the following; telephone, email or direct mail. You can change or update your contact preferences, or withdraw consent at any time, simply by emailing

We will only contact you with marketing information about goods and services similar to those which were the subject of a previous sale to you, or preferences that you have stated you wish to receive information about, and that we think will be of interest or relevant to you.

We will never share or sell your personal information with third-parties.

All information you provide to us is stored on our secure servers. Any payment transactions are securely processed.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We will retain your personal data for a period of approximately 7 years. This time frame is based on the average number of years between first and most recent travel dates and assumes contact between the customer and data controller is relevant to you, the customer.

IP Addresses & Cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

i. To estimate our audience size and usage pattern
ii. To store information about your preferences, and so allow us to customise our site according to your individual interests.
iii. To speed up your searches.
iv. To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system may issue cookies when you log on to our site.
On our site we currently use cookies to enable CMS logins, the ‘Share this’ widget, comments on posts, and the use of forms on the site. We also use the Google Analytics cookie and so we can understand from analytics how users visit and interact with the site.
How is your information disclosed?
We may disclose your personal information to any member of our team or to relevant third parties who will supply the travel arrangements or other services you request, to Government bodies and other authorities to whom we are legally obliged to pass your data (e.g. border agencies of countries you intend to visit) and to relevant third parties for the purpose of fraud protection and credit risk reduction.

How can you access the personal data we hold about you?
You have the right to see what personal data we hold about you. The Data Protection Act 1998 and the General Data Protection Regulation 2018, give you the right to check that your personal data is being processed lawfully (“subject access right”). Your subject access right can be exercised in accordance with the Act. To obtain a copy of the personal information we hold about you, please email who is the Data Controller. This may be subject to a fee of £10 to meet our costs in providing you with details of any personal data we hold about you.

Changes to our privacy policy
We reserve the right to update or alter this privacy policy from time to time without notice to you. This policy was last updated in 2018.