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Privacy Policy & Cookies

Our policy and how it affects your privacy


Purpose and Objectives for Keeping Data

We collect personal and non-personal data as a legitimate interest to aid us in providing best possible service to our clients in order:

TO establish contact, keep in touch with and maintain lists of retreat participants and tutors, so far as this is fair and reasonable; to alert them of future retreats; to keep this information up to date

TO identify clients’ instrument standard

TO identify clients' and tutors' dietary requirements and other particular needs, so that we can pass these on to Malvern College as appropriate

TO retain such contact information for tutors as is necessary

TO advise individuals at regular intervals that they may update and/or seek removal from such lists

TO monitor traffic to our website and therefore gauge the effectiveness of any advertising campaign

Further Information

What information is collected?

Individuals’ contact details (name/address/phone/email); detail of instrument and standard; detail of whether client is applying as an individual, or as part of a preformed group; detail of applications made including retreats and individual lessons attended; payments made and due; dietary requirements; detail of individual lessons required (including duration); details of any health, or mobility issues; details of what client wishes to cover in their individual lesson (when applicable); details of clients' preferences/choice of repertoire they wish to work on with their group. In addition, we collect the Internet Protocol (IP) address used to connect your computer to the internet and we use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information and methods used to browse away from the page. We also collect personally indentifiable information (including name, email, communications); comments, and feedback.

Who collects it?

The Retreat Organiser and Administrator, Dr Joanna Lewis.

How is it collected and how is it stored?

When you apply to attend a retreat via our online Application Form, contact us via our General Enquiry Form, or correspond with us via email, as part of that process, we collect personal information you give us, such as your name, address and email address. Your personal information will be used for the specific reasons stated above only. Web-Stat also records your IP address and tracks your movement to, around and away from the site. Application Forms are stored electronically on the Wix Account Dashboard, on email server and also on hard copy (stored securely); enquiries via the General Enquiry Form are stored electronically on the Wix Account Dashboard, on email server and occasionally on hard copy (stored securely); email correspondence is stored electronically on email server and occasionally also on hard copy correspondence (stored securely). Wind Ensemble Retreats is hosted on the platform. provides us with the online platform that allows us to advertise our retreats to you. Your data may be stored through's data storage, databases and the general applications. They store your data on secure servers behind a firewall.

Why is it collected and how is it used?

To enable, and to provide clients with, efficient administration and communication about retreats; to compile statistics as required; information is retained until removal requested, or no longer needed.

Who will information be shared with?

Where a client has booked an individual lesson with one of our tutors, the client's name and playing standard will be communicated to the appropriate tutor to assist in lesson delivery; client names and dietary requirements will also be shared with Malvern College (as appropriate); information will also be shared as required legally.

How do we communicate with our site visitors?

If you submit an application to attend a retreat, you will be contacted by us via email to notify you whether or not your application has been successful. If successful, you will then receive further emails as deemed necessary by us to keep you informed about the forthcoming retreat; to request payment of the deposit and remind you that the balance is due a week before the stated deadline; to send you our suggestions of repertoire for your group and to ask you to make comment on each for our voting system; to send you pdf files of your parts for the chosen pieces; to enquire about what you wish to cover in your individual lesson (if applicable); to answer queries you may have; to help put you in touch with other attendees, so that you can coordinate your travel arrangements (e.g. sharing a taxi from the train station etc.).

If you submit a query using our General Enquiry form, you will contacted by us via email with the answer.


We may also contact you to resolve a dispute; to poll your opinions through surveys or questionnaires; to send you details of future retreats; or as otherwise to contact you to enforce our applicable national laws and any agreement we may have with you.

If you have contacted us in the past expressing an interest in attending one of our retreats, we may contact you to let you know about future retreats.

For any of the above, we may occasionally contact you via email, telephone, text messages, or postal mail.

If you do not/no longer wish to be contacted by us in these ways, you can opt out by emailing Dr Joanna Lewis at the following address:

What will be the effect of this on the individual concerned?  

The opportunity to remain in contact with Wind Ensemble Retreats, to communicate and to receive up-to-date information about our retreats.


Is the intended use likely to cause individuals to object or complain?

No. Individuals have the right to view, update and to request removal of information at any time by contacting Dr Joanna Lewis at:

What is a cookie?

When you visit any web site, the server (where the web site lives) asks your browser if you will accept one or more small text files known as cookies.  The text in the file helps the server keep track of what requests come from what user. Cookies are small pieces of data stored on a site visitor's browser, usually used to keep track of their movements and actions on a site.

Why do we use cookies?

We use cookies to keep track of visitor numbers and patterns of visitor activity on our site.  We also use cookies as a means of differentiating between real human users and "spam-bots" - automated programmes which harvest potential email addresses to which their administrators can then send spam emails. 


Necessary cookies help make the website usable by enabling basic functions like page navigation. The website cannot function properly without these cookies. 

Statistic cookies help us to understand how visitors interact with our website by collecting and reporting information anonymously.

Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers.

Unclassified cookies are cookies that are in the process of being classified, together with the providers of individual cookies.

What if I do not want to accept cookies?

The best way to refuse cookies is to instruct your browser (via its settings) to refuse them.  As the procedure for doing this varies for each browser (and often for each version of each browser) we are unable to provide instructions to our visitors. You can also opt out of cookies on this site by ticking the box at the top of the page.

The cookies we use

Wix sites use several types of cookies as already described generally above. Please see our Cookie Declaration (below) for more detail of each cookie on this site.

Your Consent

By using our site, completing the General Enquiry Form, or the Application Form, you consent to our Privacy Policy.


How can I withdraw my consent?

If you don't want us to process your data anymore, please contact us at:

Privacy policy updates

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it and under what circumstances, if any, we use and/or disclose it.

Questions and contact information

If you would like to: access, correct, amend or delete any personal information we have about you, you are invited to contact us at:

Last Updated: 2 November 2023






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