Privacy policy

Last updated: 24 September 2026

At ESENCIA we take care of your personal data. This policy explains who processes it, what for, for how long and what rights you have.

1. Who is responsible for your data

The controller of your personal data is ESENCIA HOLISTIC WELLNESS LTD, the company that runs the ESENCIA brand and the website byesencia.co.

  • Company: ESENCIA HOLISTIC WELLNESS LTD
  • Company number: 11433535, registered at Companies House (England and Wales)
  • Registered office: 110 Carlton Avenue East, Wembley, HA9 8LY, United Kingdom
  • Contact email: experiences@esencia.community

You can write to experiences@esencia.community with any question about this policy or your data.

2. What data we process

We only process the data you give us or that is generated when you use our website and services:

  • Purchases, experience bookings and courses: full name, email, phone number, billing address, products purchased and amounts. Card details are handled by the payment provider; we do not store them.
  • Customer account: login details and order history.
  • Registration for and attendance at experiences: your registration details.
  • Newsletter and the free experience «7 días para volver a ti»: email, your name if you give it to us, and your activity with our emails (opens and clicks).
  • Contact form and messages: name, email, phone number and the content of your message.
  • «Colabora como profesional» form: full name, email, phone number, city, profession or specialism, website or professional profile, and your message.
  • «Propón tu espacio» form: full name, email, phone number, name of the space, city and address, website or social media, capacity, and your message.
  • Photos and videos at experiences: your image, if you appear in them.
  • Experience booking questionnaire: your answers about allergies, injuries, pregnancy or other health circumstances, and whether you give us permission to appear in photos or videos.
  • Wellbeing questionnaire (Prysm iO): the answers you choose to share when you complete it.
  • Browsing our website: IP address, device, browser, pages visited and cookies, according to your preferences.

3. What we use your data for, on what legal basis and for how long

Each use has a legal basis and a retention period. When that period ends, we delete or anonymise the data.

  • Managing your purchases, experience bookings and course access. Legal basis: performance of a contract. Retention: for as long as the relationship lasts and then 6 years for accounting and tax obligations.
  • Sending you confirmations, reminders and practical information about your orders and experiences. Legal basis: performance of a contract. Retention: the same as the previous point.
  • Answering your enquiries. Legal basis: your consent when you write to us. Retention: until the enquiry is resolved and 12 months afterwards.
  • Assessing your proposal as a professional or a space and contacting you if it fits. Legal basis: pre-contractual steps you ask us to take by sending the form. Retention: 24 months from submission, or earlier if you ask us to delete it.
  • Sending you the newsletter, the «7 días para volver a ti» experience and ESENCIA news. Legal basis: your consent. Retention: until you unsubscribe.
  • Preparing and adapting your experience with your booking questionnaire answers. This is health data: we only use it to look after you during the experience, and only the team organising it can see it. Legal basis: your explicit consent, which you give in the questionnaire. Retention: kept with your booking.
  • Taking and publishing photos and videos of experiences. Legal basis: your consent, which you give in the booking questionnaire. Retention: until you withdraw your permission.
  • Measuring and improving the use of our website (analytics cookies). Legal basis: your consent in the cookie banner. Retention: until you withdraw your consent or each cookie expires.
  • Protecting our forms against spam and fraud. Legal basis: legitimate interest. Retention: for as long as that check requires.
  • Complying with legal obligations and handling claims. Legal basis: legal obligation. Retention: the periods set by law.

We may group subscribers by their interests to send them relevant content. We do not make automated decisions with legal effects on you.

Withdrawing your consent does not affect what we did with it before.

4. Who we share your data with

We do not sell your data. We only share it with the providers we need to operate, who process it on our behalf, and when the law requires it:

  • Shopify: online store platform, website hosting and order and customer management.
  • Shopify Payments, PayPal and Klarna: payment processing, depending on the payment method you choose.
  • Klaviyo: emails, newsletter and sign-up forms.
  • Evey: registrations for experiences.
  • Make: automatic sending of your booking details and questionnaire answers to the team organising your experience.
  • Google reCAPTCHA and hCaptcha: protecting forms against spam.
  • Prysm iO: a wellbeing questionnaire you can complete voluntarily.
  • Partner professionals and venues: to organise each experience, only with the data strictly needed.
  • Accountants and tax advisers: to meet accounting and tax obligations.

We may also disclose data to the authorities when the law requires us to.

International transfers. Some providers process data outside the United Kingdom and the European Economic Area, for example in the United States. In those cases the safeguards required by law are used, such as standard contractual clauses or adequacy decisions.

5. Your rights and how to exercise them

You can exercise your rights at any time, free of charge, by writing to experiences@esencia.community with the subject «Data protection». We will reply within one month at the latest.

  • Access: find out what data about you we process.
  • Rectification: correct inaccurate data.
  • Erasure: ask us to delete your data.
  • Objection: object to a specific use, for example marketing.
  • Restriction: ask us to stop using your data while something is checked.
  • Portability: receive your data in a format you can take to another company.
  • Withdraw your consent: for example, unsubscribe using the link in any email.

If we need to verify your identity, we will only ask for what is strictly necessary.

Where to complain. If you think we have not handled your data properly, you can complain to:

  • The ICO (Information Commissioner's Office) in the United Kingdom: ico.org.uk.
  • The AEPD (Agencia Española de Protección de Datos), if you live in Spain: aepd.es.
  • The data protection authority of your country, if you live in another European Union country.

6. Other points

Minors. Our services are for people aged 18 or over. We do not knowingly collect data from minors; if we find that we have, we delete it.

Security. We apply technical and organisational measures to protect your data against loss, unauthorised access or misuse. Our providers must meet the same level of protection.

Cookies. We use cookies that the website needs to work and, only if you accept them, analytics cookies. You can change your choice at any time in «Cookie preferences» at the bottom of the website.

Links to other websites. Our website may link to third-party pages, which have their own privacy policies.

Changes. We may update this policy. We will publish each version here with its date and, if the change is significant, we will let you know.