Privacy Policy
Wye Ranch Privacy Policy
Last updated: 28.08.26
We Keep It Simple
We will never sell your data.
We will never share your data with anyone who does not need it to help us run Wye Ranch.
We collect the minimum information we need, keep it only for as long as necessary, and take reasonable steps to protect it.
This policy explains what personal information we collect, why we collect it, how we use it, and what you can do about it.
Who We Are
Wye Ranch is a mobile coffee and ice bath pop-up, bringing coffee and cold-water immersion through our Urban Ice Tribe ice baths to events, run clubs and pop-up locations.
Wye Ranch Limited
Email: wyeranch@outlook.com
We are the data controller for the personal information described in this policy. This means we decide why and how your personal information is used.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What Information We Collect and Why
When You Sign Up for a Session or Event
- Name and contact details
We collect your name, email address and/or phone number so we can confirm your booking or sign-up and send you important event updates.
- Date of birth or age confirmation
We may collect your date of birth or confirmation of your age to make sure you meet our minimum age requirement of 16 for ice bath use.
- Booking and attendance history
We keep records of bookings and attendance so we can manage sign-ups and improve our events.
Payment information
- For paid or ticketed events, payment information is processed securely by our payment provider. We do not store your card details ourselves.
Legal basis
Our legal basis for this processing is performance of a contract, or our legitimate interest in running the sign-up process where no payment is involved.
Ice Bath Waiver
Before using the ice baths, we ask guests to sign a waiver confirming that certain medical conditions, such as pregnancy, heart conditions, epilepsy or Raynaud's syndrome, do not apply to them.
This is a self-certification against a published list. Our staff do not ask about, discuss or record any specific health conditions.
The signed waiver contains only your name, signature, date and a tick confirming the statement.
Because a tick confirming the absence of certain health conditions can still constitute health-related data under UK GDPR, we treat this information as special category data.
We collect it only with your explicit consent, given when you sign the waiver. We use it only to operate the waiver process and delete it within one month of the event.
Legal basis
Explicit consent.
- Photos and Video
We may take photos or videos at our events for use on social media and in marketing.
We will always let you know when photography or filming is taking place and give you the opportunity to opt out before you are photographed or filmed.
Legal basis
Legitimate interests in promoting our events, or consent where you are clearly and individually identifiable in marketing material.
- Mailing List
If you sign up to receive updates from us, we may send you emails about upcoming pop-ups, run clubs and events.
We will only send marketing emails where you have opted in.
You can unsubscribe at any time using the link in any marketing email or by contacting us at wyeranch@outlook.com.
Legal basis
Consent.
When You Use Our Website
Our website is built using Wix.
Wix may automatically collect technical information such as your IP address, browser type and the pages you visit. It may also use cookies to help the website function and understand how it is being used.
More information about cookies is provided in the Cookies section below.
Legal basis
Legitimate interests in running and improving our website.
When You Contact Us
If you email or message us, we may keep a record of the correspondence so that we can respond to you and resolve any questions or issues.
Legal basis
Legitimate interests in providing customer service.
Who We Share Your Data With
We do not sell, rent or trade your personal data.
We only share your information with trusted providers who help us run Wye Ranch.
- Wix
Hosts our website and sign-up/booking forms.
- Payment Processor
Processes payments for ticketed events, where applicable.
- Email Marketing Provider
Sends newsletters and event updates to subscribers who have opted in.
We require our service providers to handle your personal data in accordance with UK GDPR.
We may also disclose personal information where we are required to do so by law, for example in response to a lawful request from the police or HMRC.
How Long We Keep Your Data
- Sign-up and Attendance Records
We keep these for 2 years from the event date.
- Health and Safety Declarations
We keep these for 1 month following the session.
- Payment and Financial Records
We keep these for 7 years where required for HMRC purposes.
- Marketing Consent Records
We keep these until you unsubscribe, plus 3 years.
- Photos and Videos Used in Marketing
We review these periodically and will remove them on request where appropriate.
- Website Analytics Data
This is retained according to Wix's settings, typically for up to 13 months.
- Customer Correspondence
We keep this for 3 years from your last contact.
Your Rights
Under UK GDPR, you may ask us to access the personal data we hold about you, correct inaccurate or incomplete information, delete your personal data, restrict how we use your personal data, receive your personal data in a portable format, object to certain types of processing, or withdraw your consent at any time where processing is based on consent.
To exercise any of these rights, contact us at wyeranch@outlook.com.
We aim to respond within one calendar month.
We will not normally charge you for making a standard request, although we may need to verify your identity before responding.
- Cookies
Our website, through Wix, uses cookies to help the website function, understand how visitors use the website and support marketing activities where you have agreed to this.
You can manage your cookie preferences using the cookie banner on our website or through your browser settings.
- Security
We take reasonable steps to protect your personal data.
These measures include using secure payment processing and limiting access to personal data to people who need it to help run Wye Ranch.
However, no method of transmitting information online is completely secure.
If you have any concerns about the security of your information, please contact us at wyeranch@outlook.com.
- Children
Ice bath use at Wye Ranch is restricted to people aged 16 and over.
We do not knowingly collect personal data from anyone under the age of 16.
If you believe that a child under 16 has provided us with personal data, please contact us at wyeranch@outlook.com and we will take steps to delete it promptly.
- International Transfers
Some of our service providers, including Wix or payment and email providers, may transfer or process personal data outside the UK or European Economic Area (EEA).
Where this happens, we require appropriate safeguards to be in place in accordance with applicable data protection law, such as UK-approved Standard Contractual Clauses where appropriate.
- Changes to This Policy
We may update this Privacy Policy from time to time.
When we make changes, we will post the updated policy on our website and revise the "Last updated" date at the top of this page.
- Complaints
If you have a concern about how we have handled your personal data, please contact us first at wyeranch@outlook.com.
We would like the opportunity to understand your concern and put things right where possible.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
ICO website: www.ico.org.uk
Telephone: 0303 123 1113