PRIVACY POLICY
Manifest Wellness Retreats
Operated by Right Mindset, PLLC
Effective Date: February 17, 2026
Last Updated: February 17, 2026
Website: www.mwretreats.com
INTRODUCTION
Welcome to Manifest Wellness Retreats. We are committed to protecting the privacy and personal information of our retreat guests, website visitors, and community members. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and what rights you have regarding your data.
Manifest Wellness Retreats is operated by Right Mindset, PLLC, and is led by Katherine Illgen, LCSW. While Katherine is a Licensed Clinical Social Worker, Manifest Wellness Retreats provides wellness retreat experiences and is not a therapy practice. However, because we may collect sensitive personal information, we take your privacy seriously and handle all data with care.
By using our website, submitting forms, booking a retreat, or communicating with us, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of our website and services.
1. INFORMATION WE COLLECT
We may collect the following categories of personal information:
Personal Identifiers: Full name, email address, phone number, mailing address.
Payment Information: Credit card or debit card details, billing address, and transaction records processed through our payment provider, Stripe.
Health and Wellness Information: Any health-related information you voluntarily share with us during the retreat registration process, intake forms, or during a retreat experience (for example, dietary needs, allergies, mobility considerations, mental health history shared for safety planning, sensory needs, or accommodation requests).
Demographic Information: Information you may voluntarily provide such as gender identity, sexual orientation, body size, or neurodivergent identity, shared for the purpose of ensuring an inclusive and affirming retreat experience.
Communication Records: Emails, phone call notes, text messages, WhatsApp messages, contact form submissions, and any other correspondence between you and Manifest Wellness Retreats.
Website Usage Data: Information automatically collected when you visit our website, including IP address, browser type, device type, pages visited, time spent on pages, referring URLs, and other analytics data.
Retreat-Related Information: Retreat preferences, travel details, emergency contact information, and any feedback or testimonials you provide.
2. HOW WE COLLECT YOUR INFORMATION
We collect personal information through the following methods:
Website Contact Forms: When you submit a message through the contact form on our website at www.mwretreats.com/contact, we collect your name, email address, and the content of your message.
Retreat Booking and Registration: When you book a retreat through our website, we collect payment and personal details through Stripe, our secure payment processor.
Direct Communication: When you contact us by email at kat@mwretreats.com, by phone at +1 (757) 504-2004, or through messaging platforms such as WhatsApp.
Intake and Screening Forms: Pre-retreat forms that help us understand your needs, preferences, accessibility requirements, and any relevant health or wellness information.
Cookies and Website Analytics: Our website uses cookies and analytics tools to track website usage, improve performance, and understand visitor behavior. See Section 10 for more details.
Third-Party Platforms: When you interact with us through social media platforms or third-party booking tools.
Group Communication Platforms: When you participate in pre-retreat WhatsApp group chats or virtual group calls.
3. WHY WE COLLECT YOUR INFORMATION
We use your personal information for the following purposes:
Retreat Services: To plan, organize, and deliver retreat experiences tailored to your needs, including accommodations, activities, dietary requirements, and accessibility considerations.
Booking and Payments: To process retreat bookings, manage payment plans, issue receipts, and handle refunds or cancellations through our payment processor, Stripe.
Communication: To respond to your inquiries, send booking confirmations, provide pre-retreat information, share packing checklists, coordinate group calls, and follow up after retreats.
Safety and Wellness: To ensure your physical and emotional safety during retreats, including understanding any health conditions, allergies, mobility needs, sensory preferences, or emergency contact information.
Inclusive Experience Planning: To create affirming, size-inclusive, LGBTQ+-friendly, and neurodivergent-supportive retreat environments based on information you voluntarily share.
Marketing and Updates: To send newsletters, retreat announcements, promotional offers, or other communications, only with your consent. You may opt out at any time.
Website Improvement: To analyze how visitors use our website and improve its content, functionality, and user experience.
Legal Compliance: To comply with applicable federal, state, and local laws and regulations.
4. WHO WE SHARE YOUR INFORMATION WITH
We do not sell your personal information. We may share your information with the following third parties only as necessary to provide our services:
Payment Processor (Stripe): When you book a retreat, your payment information is processed securely through Stripe. We do not store your full credit card number on our systems. Stripe's privacy policy governs how they handle your payment data. You can review it at https://stripe.com/privacy.
Website Platform Provider: Our website is hosted on a third-party platform that may have access to website analytics and visitor data in order to maintain and operate the site.
WhatsApp (Meta): If you participate in pre-retreat group chats via WhatsApp, your messages and profile information are subject to WhatsApp's and Meta's privacy policies.
Retreat Venue Partners: We may share limited information (such as your name, dietary needs, and accessibility requirements) with retreat venues and activity providers to ensure proper accommodations. For example, Ananda Lodge in Costa Rica for the Radiance Retreat.
Professional Collaborators: In some cases, we may work with guest facilitators, wellness practitioners, or co-hosts during retreats. We share only the minimum information necessary for them to support your experience safely.
Legal and Regulatory Authorities: We may disclose your information if required by law, court order, or government regulation, or if we believe disclosure is necessary to protect the rights, property, or safety of Manifest Wellness Retreats, our guests, or the public.
Business Transfers: If Right Mindset, PLLC undergoes a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. You would be notified of any such change.
5. HOW WE PROTECT YOUR INFORMATION
We take the security of your personal information seriously and implement the following measures:
Encryption: Sensitive data transmitted through our website, including payment information, is protected using SSL/TLS encryption.
Secure Payment Processing: All financial transactions are handled through Stripe, which is PCI-DSS compliant, meaning it meets industry standards for securely handling payment card data.
Access Control: Access to personal information is limited to Katherine Illgen and any authorized team members who need it to provide retreat services. We do not share login credentials and use strong password practices.
Secure Storage: Digital records are stored on password-protected devices and cloud systems with appropriate security measures.
Staff and Collaborator Agreements: Any collaborators or contractors who may have access to personal information are required to maintain confidentiality.
Data Minimization: We only collect information that is necessary for the purposes described in this policy and do not retain data longer than needed.
While we take reasonable precautions to protect your data, no method of electronic transmission or storage is completely secure. If you have reason to believe your information has been compromised, please contact us immediately.
6. DATA BREACH NOTIFICATION
In the event of a data breach that compromises your personal information, we will:
- Investigate the breach promptly and take steps to contain it.
- Notify affected individuals as soon as reasonably possible and no later than required by applicable law.
- Provide details about what information was affected, what steps we are taking, and what you can do to protect yourself.
- Report the breach to relevant authorities if required by law.
You will be notified by email at the address you provided to us. If we do not have a current email address for you, we will attempt to reach you by phone or mail.
7. HOW LONG WE KEEP YOUR INFORMATION
We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law. General guidelines include:
Retreat and Booking Records: We retain records related to retreat bookings, payments, and communications for a minimum of seven (7) years to comply with business and tax recordkeeping requirements.
Health and Wellness Information: Any sensitive health or wellness information you provide is retained only for as long as it is needed to plan and deliver your retreat experience safely. After the retreat, this information may be retained for up to seven (7) years if it relates to a professional service or legal obligation, or it may be securely deleted sooner if no longer needed.
Marketing and Communication Preferences: We retain your contact information for marketing purposes until you opt out or request deletion.
Website Analytics Data: Anonymized analytics data may be retained indefinitely for the purpose of understanding website trends.
When your information is no longer needed, we will securely delete or anonymize it.
8. YOUR RIGHTS
You have the following rights regarding your personal information:
Right to Access: You may request a copy of the personal information we hold about you.
Right to Correction: You may request that we correct any inaccurate or incomplete information.
Right to Deletion: You may request that we delete your personal information, subject to any legal obligations that require us to retain certain records.
Right to Opt Out of Marketing: You may opt out of receiving marketing emails or communications at any time by contacting us or using the unsubscribe link in our emails.
Right to Restrict Processing: You may request that we limit how we use your data in certain circumstances.
Right to Data Portability: Where technically feasible, you may request your data in a commonly used, machine-readable format.
Right to Withdraw Consent: Where we rely on your consent to process data, you may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing that occurred before the withdrawal.
To exercise any of these rights, please contact us at:
Email: kat@mwretreats.com
Phone: +1 (757) 504-2004
We will respond to your request within thirty (30) days. We may ask you to verify your identity before processing your request to protect your privacy.
Please note that certain information may be exempt from deletion if we are required to retain it by law or for legitimate business purposes, such as financial recordkeeping.
9. INFORMATION ABOUT CHILDREN
Manifest Wellness Retreats does not knowingly collect personal information from individuals under the age of 18. Our retreats are designed for adults. If we learn that we have inadvertently collected information from a minor, we will delete it promptly. If you believe a minor has provided us with personal information, please contact us immediately.
10. COOKIES AND TRACKING TECHNOLOGIES
Our website uses cookies and similar tracking technologies to improve your browsing experience and help us understand how our site is used.
What Are Cookies: Cookies are small text files stored on your device when you visit a website. They help the site remember your preferences and understand how you interact with it.
Types of Cookies We Use:
Essential Cookies: These are necessary for the website to function properly, such as enabling page navigation and access to secure areas.
Analytics Cookies: We may use analytics tools to collect anonymized data about website traffic, page views, and visitor behavior. This helps us improve our website content and performance.
Third-Party Cookies: Some cookies may be placed by third-party services integrated into our site, such as our website hosting platform or embedded content.
Managing Cookies: Most web browsers allow you to manage cookie preferences through browser settings. You can choose to block or delete cookies, though doing so may affect your experience on our website. You can typically find cookie settings under your browser's "Privacy" or "Settings" menu.
Do Not Track: Our website may not respond to "Do Not Track" browser signals at this time. We encourage you to review your browser settings and the privacy policies of any third-party tools used on our site.
11. WEBSITE ACCESSIBILITY - USERWAY
Manifest Wellness Retreats is committed to ensuring that our website is accessible to all visitors, including individuals with disabilities. To support this commitment, we use the Accessibility Widget by UserWay on our website.
What UserWay Provides: The UserWay Accessibility Widget is an AI-powered tool that helps our website work toward compliance with the Americans with Disabilities Act (ADA) and the Web Content Accessibility Guidelines (WCAG 2.1). The widget provides a range of user-triggered accessibility features, including but not limited to:
- Text size adjustment, allowing visitors to increase or decrease font sizes for easier reading.
- Contrast adjustment, offering multiple contrast modes to improve readability for users with visual impairments.
- Color saturation controls.
- Highlight links, making it easier to identify clickable elements on the page.
- Readable font options, including a dyslexia-friendly font.
- Screen reader compatibility enhancements.
- Keyboard navigation support for users who cannot use a mouse.
- Cursor size adjustment.
- Text spacing adjustment for improved readability.
- Image descriptions and alt-text enhancements.
- Animation and motion pausing for users with motion sensitivity.
- A built-in accessibility statement.
Privacy and UserWay: UserWay is designed as a "Privacy by Design" service. The UserWay widget does not collect personal information from visitors who interact with it. Accessibility preferences selected through the widget are stored locally on your device and are not transmitted to or stored by UserWay or Manifest Wellness Retreats. For more information about how UserWay handles data, you can review their privacy policy at https://userway.org/privacy/.
If you encounter any accessibility barriers on our website or have suggestions for improvement, please contact us at kat@mwretreats.com or +1 (757) 504-2004.
12. THIRD-PARTY LINKS AND SERVICES
Our website may contain links to third-party websites, platforms, or services, such as Stripe (for payments), Google Docs (for retreat checklists), WhatsApp (for group communication), and social media profiles. We are not responsible for the privacy practices of these third-party sites. We encourage you to read their privacy policies before sharing any personal information with them.
13. SOCIAL MEDIA
If you interact with Manifest Wellness Retreats through social media platforms (such as Instagram, Facebook, or others), please be aware that those platforms have their own privacy policies. Information you share on social media is governed by the respective platform's terms and privacy practices, not this Privacy Policy. We may use social media for marketing, community building, and communication. Any personal information you share with us through direct messages on social media will be treated in accordance with this Privacy Policy.
14. DISCLAIMERS
Not a Therapy Service: Manifest Wellness Retreats provides wellness retreat experiences. While our founder, Katherine Illgen, is a Licensed Clinical Social Worker (LCSW), the retreats offered are not therapy, counseling, or clinical treatment. Participation in a retreat does not establish a therapist-client relationship.
Not Medical Advice: Any health and wellness content shared during retreats or on our website is for informational and educational purposes only and should not be considered medical or mental health advice. Please consult with a qualified healthcare provider for any medical or mental health concerns.
Limitation of Liability: Manifest Wellness Retreats takes reasonable steps to protect your personal information but cannot guarantee absolute security. We are not liable for unauthorized access, breaches, or disclosures resulting from circumstances beyond our reasonable control.
15. APPLICABLE LAWS AND COMPLIANCE
Manifest Wellness Retreats operates within the United States and is subject to applicable federal and state privacy laws. Depending on your location, the following may apply:
United States Federal Law: We comply with applicable federal regulations regarding data privacy and consumer protection.
State Privacy Laws: Depending on your state of residence, you may have additional rights under state-specific privacy laws (such as the California Consumer Privacy Act or the Virginia Consumer Data Protection Act). If you believe you have rights under a specific state law, please contact us and we will work with you to honor those rights.
HIPAA Notice: While Manifest Wellness Retreats is a wellness retreat service and not a healthcare practice, we recognize that you may share sensitive health-related information with us. We handle any health information you provide with the same care and confidentiality as required under the Health Insurance Portability and Accountability Act (HIPAA) where applicable. If any services provided fall within the scope of HIPAA-covered activities, we will protect your Protected Health Information (PHI) accordingly, including:
- Using and disclosing PHI only as permitted or required by law.
- Providing you with access to your health information upon request.
- Maintaining appropriate administrative, technical, and physical safeguards to protect the privacy of your health information.
If you have questions about how your health information is handled, please contact us directly.
International Visitors: If you are visiting our website or participating in a retreat from outside the United States (for example, during an international retreat in Costa Rica), please be aware that your information may be transferred to and processed in the United States. By using our services, you consent to this transfer. If you are located in the European Economic Area (EEA) or another jurisdiction with data protection laws, you may have additional rights under the General Data Protection Regulation (GDPR) or similar frameworks. Please contact us to exercise those rights.
16. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. When we make changes:
- The "Last Updated" date at the top of this policy will be revised.
- For significant changes, we will make reasonable efforts to notify you by email or by posting a prominent notice on our website.
- We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
Your continued use of our website or services after changes are posted constitutes your acceptance of the updated Privacy Policy.
17. CONTACT US
If you have any questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:
Manifest Wellness Retreats
Operated by Right Mindset, PLLC
Katherine Illgen, LCSW - Owner and Privacy Contact
Email: kat@mwretreats.com
Phone: +1 (757) 504-2004
Website: www.mwretreats.com
We are committed to addressing your concerns promptly and transparently. We aim to respond to all privacy-related inquiries within thirty (30) days.
Thank you for trusting Manifest Wellness Retreats with your personal information. Your privacy and your comfort matter deeply to us.
