Privacy Policy

A Legal Disclaimer

LEGAL & MEDICAL DISCLAIMER

Last Updated: 5 June 2026

By browsing this website, booking a retreat, or participating in any activities organized by Ailm and Oak ("we," "our," or "us"), you acknowledge and agree to the terms of this Legal and Medical Disclaimer.

1. Not Medical or Professional Advice

The information provided on our website and during booking is for educational, informational, and experiential purposes only.

No Doctor-Patient Relationship: Content, workshops, or consultations provided by our staff or guest instructors do not constitute medical, psychiatric, or professional healthcare advice.

Independent Provider: A licensed medical doctor from a third part organisation will be present on-site during the retreat. This doctor is an independent practitioner and is not an employee, agent, or direct representative of Ailm and Oak.

Separate Legal Relationship: Any medical advice, consultations, diagnoses, or treatments provided by this doctor create a direct professional relationship exclusively between you and the doctor/their organization. Ailm and Oak assumes no liability or responsibility for the clinical decisions, actions, advice, or omissions of this medical professional.

2. Assumption of Risk and Physical Activity

Our retreats involve physical activities, which may include but are not limited to yoga, hiking, fitness training, meditation, breathwork, and dietary adjustments.

3. Voluntary Participation: You acknowledge that physical activities carry an inherent risk of injury. You choose to participate in these activities entirely at your own risk.

4. Personal Responsibility:

You are responsible for monitoring your own physical limits. If you feel pain, discomfort, or dizziness at any point, you must stop the activity immediately and inform a staff member.

5. Accuracy of Health Information (Data Protection Link)

To ensure your safety, we collect sensitive health, medical, and dietary information during registration.

Duty to Disclose: You agree to provide accurate, complete, and honest information regarding your physical and mental health history, allergies, injuries, and medications.

Liability Limitation: We rely entirely on the information you provide. We accept no liability for any adverse health events, injuries, or allergic reactions resulting from your failure to disclose relevant medical or dietary details to us.

Data Handling: All health data collected for safety purposes is handled strictly in accordance with our [Link to Privacy Policy].

6. Limitation of Liability

To the maximum extent permitted by applicable law, [Insert Business Name], its directors, employees, instructors, and independent contractors shall not be liable for any direct, indirect, incidental, or consequential damages, injuries, losses, or medical expenses incurred during or as a result of participating in our retreats.

7. Third-Party Practitioners

We may host independent therapists, health professionals or guest instructors during the retreat.

We do not directly control or employ these independent contractors.

We are not liable for any advice, treatments, or services provided by third-party practitioners. Any dispute regarding their services must be resolved directly with them.

Privacy Policy - The Basics

Last Updated: 5 June 2026

Ailm + Oak ("we," "our," or "us") operates www.aimandoak.com and organises health and wellness retreats, talks and programmes. We value your privacy. This policy explains how we collect, use, and protect your personal and sensitive health data.

1. Information We Collect

We collect information to provide a safe and personalized retreat experience.Personal Identifiers: Name, date of birth, email, phone number, and emergency contact details.

Sensitive Health Data: Physical health conditions, mental health history, injuries, medications, allergies, and dietary restrictions.

Financial Information: Payment card details and billing addresses (processed securely via third-party payment gateways).

Technical Data: IP addresses, browser types, and cookies collected via our website.

2. How We Use Your Information

We process your data strictly to deliver our services safely.

Retreat Customization: Tailoring fitness classes, exercise sessions, therapies, and meal plans to your health needs.

Safety & Medical Prep: Ensuring our instructors and medical staff are aware of pre-existing conditions to prevent injuries.

Communication: Sending booking confirmations, itinerary updates, and pre-retreat preparation guides.

Legal Compliance: Meeting tax, accounting, and insurance requirements.

3. Legal Basis for Processing Data

We only process your data when we have a valid legal reason.

Contractual Necessity: To fulfill your retreat booking.

Explicit Consent: For sensitive health data, we will ask for your explicit written consent during registration. You can withdraw this consent at any time.

Legitimate Interests: To improve our website and business operations.

4. Data Sharing and Third Parties

We do not sell your personal data. We only share it with trusted partners necessary for your retreat:

Retreat Staff & third parties: Instructors, therapists, chefs, and medical professionals bound by confidentiality.

Service Providers: Secure cloud hosting, email marketing tools, and booking software.

Emergency Services: Shared only in life-threatening situations.

5. International Data Transfers

If you reside in the EU/UK and our retreat or servers are located abroad, your data may be transferred outside your home region. We use Standard Contractual Clauses (SCCs) to ensure your data remains protected.

6. Data Security and Retention

We implement strict technical and organizational measures to protect your health data.

Security: We use encrypted networks, secure databases, and restricted access if necessary.
Retention: Our Health Professional partners only keep your health data for as long as necessary to fulfill the retreat purposes or to meet legal and insurance obligations typically 7 years.

7. Your Privacy Rights

Depending on your location (such as the UK or EU under GDPR), you have the following rights:

Access: Request a copy of the data we hold about you.

Correction: Ask us to fix inaccurate or incomplete information.

Erasure: Request that we delete your personal data ("right to be forgotten").

Restriction: Ask us to limit how we use your data.

Data Portability: Request a transfer of your data to another service provider. [1]

8. Changes to This Policy

We may update this Privacy Policy occasionally. Any changes will be posted on this page with an updated "Last Updated" date.

9. Contact Us

If you have questions about this policy or want to exercise your privacy rights, please contact our Data Protection

Officer: Claire Campbell

Email: Contact@AilmandOak.com

Address: Longford Country House, Ennybegs, Killoe, Co Longford

Phone: 086-8100518