Privacy Notice

Your Privacy

Your privacy is important to Gather & Resonate.

This Privacy Notice explains how Gather & Resonate collects, uses, stores, shares and protects your personal information when you:

  • visit the Gather & Resonate website;

  • make or manage a booking;

  • attend an experience;

  • contact Gather & Resonate;

  • subscribe to email updates;

  • request an accessibility adjustment;

  • voluntarily provide relevant health or safety information;

  • participate in optional photography or filming; or

  • attend an event delivered with a venue, brand or collaborative partner.

Gather & Resonate handles personal information in accordance with applicable UK data-protection and privacy law, including the UK General Data Protection Regulation, the Data Protection Act 2018, the Data (Use and Access) Act 2025 and, where applicable, the Privacy and Electronic Communications Regulations.

1. Who We Are

Gather & Resonate provides sound baths, private and corporate wellbeing experiences, pop-ups, collaborative events and seasonal retreats.

The data controller is:

Gather & Resonate Ltd.

Registered in Scotland under company number SC895022.

ICO registration number: ZC201225

Registered office:
5 South Charlotte Street
Edinburgh
EH2 4AN

Email: hello@gatherandresonate.co.uk
Website: gatherandresonate.co.uk

As data controller, Gather & Resonate determines how and why personal information is used.

© 2026 Gather & Resonate. All right reserved.

2. Personal Information We Collect

The information collected depends on how you interact with Gather & Resonate.

Identity and contact information

This may include:

  • your name;

  • email address;

  • mobile telephone number;

  • postal address, where required;

  • confirmation that you meet the relevant minimum-age requirement; and

  • parent, guardian or responsible-adult details where applicable.

Booking and transaction information

This may include:

  • the experience you book;

  • booking and attendance dates;

  • booking status;

  • payment status and transaction references;

  • promotional, complimentary or gift-code use;

  • cancellation, transfer and refund requests;

  • correspondence relating to your booking;

  • accessibility requests;

  • venue or studio requirements; and

  • records showing that required booking acknowledgements were completed.

Health, accessibility and safety information

Where you choose to provide it, this may include:

  • health or wellbeing information relevant to safe participation;

  • pregnancy information;

  • hearing, sound-sensitivity, sensory or mobility considerations;

  • accessibility needs and requested adjustments;

  • allergy or dietary information where relevant to refreshments or a gifted product;

  • information connected with an incident or emergency; and

  • emergency-contact details where requested.

You are not expected to provide your full medical history. Please only provide information that is reasonably relevant to your participation, safety, accessibility or comfort.

Health information is special-category personal data and receives additional legal protection.

Communications

This may include:

  • emails and contact-form submissions;

  • enquiries and correspondence;

  • feedback, complaints and reviews;

  • booking reminders and service communications;

  • marketing subscription preferences;

  • unsubscribe records; and

  • information provided when discussing a private booking, collaboration or retreat.

Photography and filming

At selected events, this may include:

  • photographs taken before or after a sound bath;

  • short video recordings taken before or after a sound bath;

  • your photography or filming preference;

  • records of consent; and

  • records of any withdrawal of consent.

Photography, filming and audio recording are not permitted during the sound bath itself.

Website and technical information

Depending on your cookie choices, this may include:

  • your internet protocol address;

  • browser and device information;

  • approximate location;

  • pages visited;

  • referral source;

  • date and time of visits;

  • cookie identifiers; and

  • website usage and analytics information.

Payment information

Payments are processed securely through Stripe or another payment provider identified during checkout.

Gather & Resonate does not receive or store your complete payment-card details. It may receive limited information such as the amount paid, payment status, transaction reference and limited card information supplied by the payment provider.

3. How We Collect Personal Information

Personal information may be collected when you:

  • book or manage an experience through the website or booking platform;

  • complete booking acknowledgements or optional consent fields;

  • contact Gather & Resonate by email or through the website;

  • request a private, corporate or collaborative experience;

  • request an accessibility adjustment;

  • voluntarily provide relevant health or safety information;

  • attend an experience;

  • transfer a booking to another person;

  • subscribe to email updates;

  • provide feedback or make a complaint;

  • consent to photography or filming; or

  • use the website and select your cookie preferences.

Information may also be received from:

  • someone making or transferring a booking on your behalf;

  • a venue or collaborative partner involved in administering an event;

  • a person organising a group, workplace or private booking;

  • Squarespace or Squarespace Scheduling, also known as Acuity Scheduling;

  • Stripe; or

  • another provider involved in managing a booking.

Where someone provides another person’s information, they should have permission to do so and should direct that person to this Privacy Notice.

4. How We Use Personal Information

Gather & Resonate may use personal information to:

  • respond to enquiries;

  • process payments and administer bookings;

  • issue booking confirmations and reminders;

  • provide arrival, venue and studio information;

  • manage cancellations, transfers and refunds;

  • deliver the booked experience;

  • communicate changes or safety information;

  • assess and provide reasonable adjustments;

  • support guest safety and wellbeing;

  • respond to incidents or emergencies;

  • administer refreshments, samples or complimentary products;

  • manage private, corporate and collaborative events;

  • maintain financial and accounting records;

  • investigate and respond to complaints;

  • establish, exercise or defend legal claims;

  • prevent fraud, misuse or security incidents;

  • improve the website, booking journey and guest experience;

  • send marketing where permission has been provided;

  • maintain records of consent and withdrawal;

  • use authorised photographs or recordings for the agreed purposes; and

  • comply with legal, regulatory, insurance and contractual obligations.

Gather & Resonate aims to collect only information that is adequate, relevant and reasonably necessary for these purposes.

5. Lawful Bases for Processing

The lawful basis relied upon depends on why the information is being used.

Contract

Personal information may be processed where necessary to:

  • take steps requested before a booking is made;

  • accept and administer a booking;

  • process payment;

  • issue essential booking communications;

  • provide the booked experience; or

  • manage a transfer, cancellation or refund.

Legal obligation

Personal information may be processed where necessary to comply with legal obligations concerning:

  • accounting and taxation;

  • consumer rights;

  • health and safety;

  • insurance;

  • data-protection rights and complaints;

  • legal proceedings; or

  • lawful requests from courts, regulators or public authorities.

Legitimate interests

Personal information may be processed where necessary for Gather & Resonate’s legitimate interests, provided those interests are not overridden by your rights and interests.

These interests may include:

  • responding to general enquiries;

  • administering and improving services;

  • maintaining appropriate business records;

  • protecting guests, the business and its venues;

  • maintaining website and account security;

  • preventing fraud or misuse;

  • understanding service and website performance;

  • investigating complaints; and

  • establishing, exercising or defending legal claims.

Consent

Consent may be relied upon for:

  • optional email marketing;

  • optional photography or filming;

  • non-essential cookies;

  • voluntarily supplied health information where explicit consent is appropriate; and

  • another optional use clearly explained when consent is requested.

You may withdraw consent at any time. Withdrawal will not affect processing that was lawful before consent was withdrawn.

Vital interests

In a genuine emergency, personal information may be used or shared where necessary to protect someone’s life.

6. Health and Accessibility Information

Health information is special-category personal data.

Where you voluntarily provide health information, Gather & Resonate will normally rely on your explicit consent as the additional legal condition permitting its use.

The information will only be used where reasonably necessary to:

  • discuss suitability considerations;

  • understand an accessibility request;

  • provide an agreed reasonable adjustment;

  • support your safety or comfort;

  • respond to an incident or emergency; or

  • comply with an applicable legal, insurance or safeguarding requirement.

It will not be used for marketing or unrelated profiling.

You may withdraw consent to the continued use of voluntarily provided health information. However, this may affect Gather & Resonate’s ability to provide a requested adjustment or accommodate your participation safely.

Limited information relating to an incident, adjustment or identified risk may still be retained where necessary to meet a legal obligation, manage an insurance matter or establish, exercise or defend a legal claim.

7. Photography and Filming

Photography, filming, audio recording and personal content creation are not permitted during a Gather & Resonate sound bath.

At selected pop-ups or collaborative events, official photography or filming may take place before or after the sound bath.

You will be informed in advance where this is planned.

Appearing in identifiable promotional content is optional and is not a condition of booking or attendance.

Where consent is relied upon, you will be asked separately whether you agree to the stated use of your image. The consent information will explain:

  • who will capture the content;

  • whether Gather & Resonate or a named partner may use it;

  • why it will be used;

  • where it may appear; and

  • how to withdraw consent for future use.

A venue, photographer or collaborative partner using identifiable content for its own purposes may act as a separate data controller and should provide its own privacy information.

You may withdraw photography or filming consent by contacting:

hello@gatherandresonate.co.uk

Withdrawal will apply to future use. Gather & Resonate will take reasonable steps to stop using and remove the content from channels under its control.

It may not always be possible to retrieve material that has already been lawfully printed, distributed, reposted by another person or placed beyond Gather & Resonate’s reasonable control.

8. Booking and Service Communications

When you make a booking, Gather & Resonate may send communications reasonably necessary to administer and deliver it.

These may include:

  • payment and booking confirmations;

  • reminders;

  • arrival instructions;

  • venue and studio guidelines;

  • health and safety information;

  • transfer or cancellation information;

  • changes to the experience;

  • relevant post-experience administration; and

  • requests for information necessary to deliver the service.

These are service communications and are separate from optional marketing.

It may not be possible to opt out of essential messages relating to an active booking, although you may contact Gather & Resonate to discuss how they are delivered.

9. Marketing Communications

Gather & Resonate may send promotional emails where you have actively chosen to receive them or where another lawful permission applies.

Marketing may include information about:

  • upcoming sound bath experiences;

  • seasonal pop-ups;

  • private experiences;

  • retreats;

  • collaborations and partnerships;

  • Gather & Resonate news; and

  • carefully selected wellbeing updates.

Marketing consent is optional and is not a condition of booking.

You can unsubscribe at any time by:

  • selecting the unsubscribe link within an email; or

  • contacting hello@gatherandresonate.co.uk.

Unsubscribing from marketing will not affect essential communications relating to a booking.

Gather & Resonate may retain limited information on a suppression list after you unsubscribe so that your preference can continue to be respected.

10. Partner Brands, Gifts and Discount Codes

Gather & Resonate may occasionally provide complimentary products, samples or discount codes from selected third-party brands.

Receiving a product or discount code does not mean that your personal information will automatically be shared with the relevant brand.

Personal information will only be shared where:

  • it is necessary for an arrangement you have requested;

  • you have been clearly informed;

  • an appropriate lawful basis applies; and

  • consent has been obtained where required.

Where you choose to purchase directly from a partner using a discount code, link or offer, the partner will collect and use the information you provide under its own privacy notice and terms.

For example, Free Soul will not receive your booking or contact information merely because you receive a complimentary product or guest discount code from Gather & Resonate.

11. Collaborative Events and Third-Party Venues

Some experiences may be delivered at an independent venue or in collaboration with another business, practitioner or organisation.

Information may be shared where reasonably necessary to:

  • administer the booking;

  • confirm attendance;

  • arrange venue access;

  • provide a reasonable adjustment;

  • deliver the event;

  • respond to an incident or emergency;

  • manage authorised photography;

  • meet health and safety obligations; or

  • investigate a complaint.

Only the information reasonably necessary for the purpose will be shared.

Depending on the arrangement, a venue or partner may act as:

  • a processor acting on Gather & Resonate’s instructions;

  • an independent data controller responsible for its own use of information; or

  • a joint controller alongside Gather & Resonate.

Where a partner processes information for its own purposes, its own privacy notice will apply.

Gather & Resonate will not share your contact information with a partner for that partner’s independent marketing without clearly informing you and establishing an appropriate lawful basis, including consent where required.

12. Who We Share Personal Information With

Gather & Resonate does not sell, rent or trade your personal information.

Information may be shared where necessary with trusted service providers and other recipients, including:

Squarespace and Squarespace Scheduling or Acuity Scheduling

Used for website hosting, forms, appointment scheduling, booking administration, email subscriptions and website functionality.

Stripe

Used to process payments, refunds and transaction information securely.

Google Workspace

Used for business email, communications, documents and record-keeping.

Squarespace Email Campaigns

Used to manage mailing lists, send authorised email campaigns and maintain subscription and unsubscribe records.

Venues, practitioners and collaborative partners

Information may be shared where necessary to administer and safely deliver a particular experience.

Photographers and content providers

Where official photography has been arranged and the appropriate information and consent processes are in place.

Professional advisers and insurers

This may include accountants, legal advisers, insurers and insurance brokers where reasonably necessary.

Public authorities

Information may be disclosed where required by law, court order, regulation or a lawful request from an authorised public body.

Some providers may act as processors on Gather & Resonate’s behalf. Others, including payment and technology providers, may act as independent controllers for certain activities. Their privacy notices explain how they use information in those circumstances.

13. International Transfers

Some service providers used by Gather & Resonate may store or process personal information outside the United Kingdom.

Where a restricted international transfer takes place, Gather & Resonate will seek to ensure that a recognised legal safeguard applies.

This may include:

  • UK adequacy regulations;

  • the UK International Data Transfer Agreement;

  • the UK Addendum to approved standard contractual clauses; or

  • another lawful transfer mechanism.

Appropriate contractual, organisational or technical safeguards may also be used.

14. How Long Personal Information Is Kept

Personal information will not be kept for longer than reasonably necessary.

Retention periods may be extended where information is required for legal, accounting, insurance, regulatory or dispute-resolution purposes.

General enquiries

Enquiries that do not lead to a booking will normally be retained for up to 12 months after the last meaningful contact.

Booking and financial records

Booking, payment, refund and contractual records may normally be retained for up to six years for accounting, tax, contractual and legal purposes.

Routine health and accessibility information

Routine health or accessibility information will normally be deleted within 30 days after the relevant experience, unless:

  • you have asked Gather & Resonate to retain it for a future booking;

  • an incident occurred;

  • it forms part of an adjustment or safety record;

  • it is required for an insurance or legal matter; or

  • another documented reason makes continued retention necessary.

Where possible, unnecessary medical detail will be removed while limited administrative, adjustment or incident information is retained.

Incident, complaint and insurance records

Incident, accident, complaint and insurance-related records may normally be retained for up to six years, or longer where reasonably necessary because of the nature of a possible claim or legal obligation.

Marketing records

Marketing information will be retained until you unsubscribe, withdraw consent or the information is no longer required.

A limited suppression record may be retained after you unsubscribe to ensure that your preference continues to be respected.

Photography and filming

Consent records and authorised images or recordings may be retained while the content remains in active and appropriate use.

Promotional content will be reviewed periodically and removed when it is no longer needed, appropriate or supported by a valid lawful basis.

Website and cookie information

Cookie and analytics information is retained in accordance with the settings and retention periods of the relevant platform or service and your cookie preferences.

Information will be securely deleted or anonymised when it is no longer required.

15. Cookies and Similar Technologies

The Gather & Resonate website uses cookies and similar technologies.

Some cookies are strictly necessary to:

  • operate and secure the website;

  • remember essential settings;

  • support bookings and checkout; and

  • deliver functions you request.

Other cookies may, with your consent where required, be used to:

  • understand how visitors use the website;

  • measure performance;

  • remember optional preferences; or

  • support other non-essential functions.

You can accept all, decline all or manage non-essential cookies through the website cookie banner.

You can revisit your choices using the Cookie Preferences option on the website.

Disabling some cookies may affect certain website functions.

16. Keeping Personal Information Secure

Gather & Resonate takes appropriate technical and organisational measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • unlawful disclosure; and

  • destruction.

Measures may include:

  • password-protected accounts;

  • access controls;

  • secure payment providers;

  • multi-factor authentication where available;

  • restricted access to health information;

  • appropriate device and software security; and

  • secure deletion or anonymisation.

Access to personal information is limited to those who reasonably need it for an appropriate business purpose.

Although reasonable precautions are taken, no form of electronic transmission or storage can be guaranteed to be completely secure.

17. Your Data-Protection Rights

Depending on the circumstances, you may have the right to:

  • be informed about how your information is used;

  • request access to your personal information;

  • request correction of inaccurate or incomplete information;

  • request erasure of your information;

  • request restriction of processing;

  • object to certain processing;

  • request transfer of information you provided in a portable format;

  • withdraw consent;

  • object to direct marketing; and

  • complain about how your information has been handled.

These rights are subject to legal conditions and exemptions and may not apply in every situation.

To exercise a right, contact:

hello@gatherandresonate.co.uk

Gather & Resonate may need to request information to confirm your identity.

There is normally no charge for exercising a data-protection right. Requests will be handled within the period required by law.

18. Data-Protection Complaints

You may make a complaint if you are concerned about how Gather & Resonate has collected, used, shared, retained or otherwise handled your personal information.

Please send your complaint to:

Email: hello@gatherandresonate.co.uk

Please include:

  • your name and contact details;

  • a clear description of your concern;

  • the relevant booking, communication or interaction, where applicable; and

  • the outcome you are seeking.

Gather & Resonate will:

  • take reasonable steps to help you make a complaint;

  • acknowledge your complaint within 30 days;

  • investigate it appropriately;

  • respond without undue delay; and

  • explain the outcome of the investigation.

Gather & Resonate may contact you where further information is reasonably required to investigate the complaint.

These complaint-handling duties have applied to organisations since 19 June 2026 under the Data (Use and Access) Act 2025. 

You also have the right to complain to the Information Commissioner’s Office. You are encouraged to raise the matter with Gather & Resonate first so that there is an opportunity to investigate and respond.

19. Automated Decision-Making

Gather & Resonate does not currently use personal information to make solely automated decisions that have legal or similarly significant effects on individuals.

This Privacy Notice will be updated if that changes.

20. Children and Young People

Gather & Resonate experiences are for guests aged 18 or over unless expressly stated otherwise.

Where a person under 18 is permitted to attend, Gather & Resonate may collect limited information concerning:

  • the young person;

  • their parent or legal guardian;

  • consent and supervision arrangements;

  • relevant health or accessibility considerations; and

  • safeguarding requirements.

Children’s information will only be collected and used where reasonably necessary, with appropriate regard to the child’s interests and additional privacy protections.

Separate permission will be required before identifiable photography or filming of a child or young person.

21. Changes to This Privacy Notice

This Privacy Notice may be updated to reflect:

  • changes to Gather & Resonate’s services;

  • new venues, collaborators or service providers;

  • changes in how personal information is used;

  • legal or regulatory developments; or

  • improvements to privacy practices.

The latest version will be published on the Gather & Resonate website with an updated revision date.

Where a change materially affects how information already collected will be used, additional information will be provided and fresh consent will be obtained where required.

22. Contact

For questions, requests or complaints relating to this Privacy Notice or your personal information, please contact:

Gather & Resonate Ltd
Email: hello@gatherandresonate.co.uk
Website: gatherandresonate.co.uk
Company number: SC895022
ICO registration number: ZC201225