Privacy Notice
This policy covers the Gaia Bali website and enquiries about 1:1 coaching, group programmes, online courses, retreats and Immersions, and cacao. It explains what happens to information you share and how to exercise your choices.
1. Who looks after your information
PTPMA Gaia Bali TRIBE, trading as Gaia Bali, is responsible for the personal information described here.
Registered address: Jl. Pahlawan No. 15, Gumbrih, Pekutatan, Jembrana Regency, Bali 82262
Country of establishment: Indonesia
Privacy contact: namaste@gaia-bali.com
2. What you share with us
- Enquiries: your email address and whatever you include in your message.
- Clarity calls: the contact details and scheduling answers you provide through Calendly.
- Immersion applications: your contact details and answers submitted through Tally. These may include information about wellbeing, accessibility or dietary needs.
- Visiting the website: technical information used by the hosting service, such as your IP address and the page requested. Optional external content is described below.
Newsletters and recordings: we use signup details only when you choose to receive our emails. If a coaching or group session is recorded, we explain its purpose and who can access it before recording begins. Neither an enquiry nor participation automatically grants marketing or recording permission.
Please share only information that is relevant to assessing fit or supporting your participation.
3. How your information helps us respond
- To respond to enquiries and arrange calls.
- To assess applications and communicate the outcome.
- To prepare and deliver an accepted experience responsibly.
- To meet accounting, safety and legal obligations.
- To send occasional emails only where you have separately opted in.
4. Legal grounds and sensitive information
Where applicable, responding to a request about a specific service and assessing an application use the legal basis of steps you request before entering a contract. General enquiries and website security rely on our legitimate interests in responding to visitors and maintaining a secure website, balanced against your rights. Legal duties may require certain records. Optional marketing and external content rely on consent.
Where health or other specially protected information is requested, separate explicit consent is needed where that is the applicable basis. Share only relevant information. The form and this policy must explain the purpose before collection; agreeing to general terms is not a substitute for that consent.
You may withdraw consent by contacting us. Withdrawal does not affect earlier lawful processing, but it may mean we can no longer assess or support participation.
5. Services and recipients
We use service providers only as needed to operate Gaia Bali. These include Netlify for website hosting, Brevo for newsletter subscriptions and emails, Tally for applications, Calendly for scheduling, and Google/YouTube for optional fonts and video embeds. We may also share limited information with retreat providers where it is necessary for accommodation, food, accessibility or safety.
Applying does not automatically subscribe you to marketing. Payment-card details are not collected through the application form or this website.
6. International transfers
Some providers or recipients may be outside Indonesia, the European Economic Area or the United Kingdom. Before launch, Gaia Bali must document where each provider stores and processes data and the safeguard relied on where applicable.
7. How long we keep information
- Unsuccessful, withdrawn or declined applications: up to 6 months after the application closes.
- Accepted-participant application and wellbeing information: normally deleted within 30 days after the Immersion unless a safety incident, legal duty or continuing support request requires longer retention.
- Emergency contacts: normally deleted within 30 days after the Immersion unless needed for an incident record.
- Routine enquiries: up to 24 months after the last meaningful contact.
- Booking, order and accounting records: for the period required by applicable law.
- Mailing-list records: until you unsubscribe or the list is discontinued.
8. Cookies and optional external content
The current site does not intentionally run analytics or advertising trackers. Google Fonts and YouTube videos are blocked by default. They load only after you choose “Allow external content” or activate a YouTube video. When loaded, Google or YouTube may receive technical information such as your IP address and may use browser storage under their own privacy terms.
Your choice is stored locally in your browser under the key gaia-external-services-consent-v1. You can remove it and choose again through “Privacy settings” in the website footer. If you continue without external content, the site remains usable with fallback fonts; video content remains behind a click-to-consent notice. Tally and Calendly are opened only when you follow the corresponding external link.
If analytics, advertising or other tracking is introduced, this notice and the consent approach must be reassessed before activation.
9. Security and confidentiality
We use reasonable organisational and technical safeguards and restrict access to application and wellbeing information to people who need it for the stated purpose. No online service can be guaranteed completely secure.
10. Your choices and rights
Depending on the law that applies, you may have rights to information, access, correction, deletion, restriction, objection, portability, withdrawal of consent and complaint to a competent authority. Contact namaste@gaia-bali.com. We may need to verify your identity.
11. Children and changes
The Immersion is for adults aged 18 and over. We may update this notice when our services or legal obligations change and will show the revision date here.
For questions about your information, write to namaste@gaia-bali.com. A change to this notice does not itself give us your consent to a new use of your information.