Nivana – Privacy Policy

Last updated: 7 December 2025

This Privacy Policy explains how Nivana (“Nivana”, “we”, “us”, or “our”) collects, uses, shares, and protects your personal information when you visit our website, interact with us, or use our services.

By using our website or providing your personal information to us, you agree to the practices described in this Privacy Policy. If you do not agree with this Policy, please do not use our website or services.

Note: This Privacy Policy is a general template and does not constitute legal advice. Please review it with a qualified lawyer in Kenya and update it as needed.

1. WHO WE ARE

Nivana is a luxury travel and wellness brand that curates bespoke itineraries, wellness-focused retreats, and related travel experiences.

If you have any questions about this Privacy Policy or how we use your data, you can contact us at:

Nivana
Email: bookings@nivana.co

2. INFORMATION WE COLLECT

We may collect the following types of personal information:

2.1 Information You Provide Directly

For example, when you:

  • Fill in our forms (such as “Design My Escape” or other enquiry forms)

  • Sign up to receive guides, newsletters, or updates

  • Communicate with us by email, social media, or messaging apps

  • Confirm a booking or request a proposal

You may provide:

  • Name (first and last)

  • Email address

  • Phone number

  • City and country of residence

  • Travel preferences (destination type, dates, number of travellers, pace of travel, budget range, special requirements, etc.)

  • Health or mobility considerations, where you choose to share them so we can tailor your experience

  • Any other information you choose to share in free-text fields (for example, what you are hoping to feel or experience on your retreat)

2.2 Information Collected Automatically

When you visit our website, we may automatically collect certain information, such as:

  • IP address

  • Browser type and version

  • Device type

  • Pages visited and time spent on the site

  • Referring website or source

  • General location (based on IP address, at a city or country level)

This information is usually collected using cookies and similar tracking technologies (see Section 7).

2.3 Information from Third Parties

We may receive information about you from:

  • Referral partners or people who introduce you to Nivana

  • Social media platforms (e.g. when you interact with our content or contact us via DM)

  • Tools such as CRM or email marketing platforms we use to support our business operations

We only process such information in accordance with this Privacy Policy and applicable law.

3. HOW WE USE YOUR INFORMATION

We use your personal information for the following purposes:

To respond to your enquiries and requests

Designing and sending you tailored retreat or travel proposals

Answering questions you submit through forms, email, or messaging

To provide and manage our services

Planning and organizing your trips, wellness retreats, or related services

Communicating with you about your itinerary, preferences, or any changes

To send you content and updates (with your consent where required)

Sending guides, resources, or tools you have requested (such as the “Intentional Traveler’s Reset Guide”)

Sending retreat invitations, updates, or relevant offers

Sharing intentional travel and wellness content that aligns with your expressed interests

To improve our website, services, and customer experience

Understanding how visitors use our website

Analysing trends and feedback to improve our content and services

To comply with legal obligations and protect our rights

Keeping records as required by law

Responding to legal requests where required

Protecting our legitimate interests, such as preventing fraud or misuse of our services

We will only use your personal information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another related and compatible reason.

4. LEGAL BASES FOR PROCESSING (WHERE APPLICABLE)

Where data protection laws require a legal basis for processing (for example, under some international or regional regulations), we rely on:

  • Consent – when you opt in to receive emails, guides, or marketing communications, or when you voluntarily share sensitive information such as health considerations.

  • Contract – when processing your information is necessary to prepare or perform a travel booking, proposal, or related service you requested.

  • Legitimate interests – when we process your data to improve our services, keep records, or communicate with you in a way that you would reasonably expect as a client or potential client, and which does not override your rights and freedoms.

  • Legal obligations – when we are required to keep certain records or share information to comply with applicable laws.

5. HOW WE SHARE YOUR INFORMATION

We may share your personal information with:

5.1 Service Providers and Partners

  • Travel and wellness partners such as hotels, villas, lodges, retreat venues, wellness practitioners, transport companies, or local operators, where necessary to arrange and deliver your trip or experience.

  • Technical and business service providers, such as:

    • Website hosting and maintenance providers

    • CRM and email marketing platforms

    • Payment processors (where applicable)

    • Analytics or advertising tools (for site usage insights)

We only share the minimum information necessary for them to perform their role and require them to process your data in accordance with applicable laws and appropriate safeguards.

5.2 Legal and Compliance

We may also share your information when:

  • Required by law, regulation, or legal process

  • Necessary to protect our rights, property, or safety, or that of others

  • In connection with a business restructuring, merger, or transfer of assets (if applicable)

We do not sell your personal information.

6. INTERNATIONAL TRANSFERS

Because we work with clients and partners in different countries, your personal information may be transferred to, stored in, or accessed from countries outside your country of residence, including countries that may have different data protection laws.

We take reasonable steps to ensure that any international transfers are carried out with appropriate safeguards in place and that your data is treated securely and in line with this Privacy Policy.

7. COOKIES & SIMILAR TECHNOLOGIES

Our website may use cookies and similar technologies to:

  • Enable the website to function properly

  • Remember your preferences (such as language or form inputs)

  • Understand how visitors use our site so we can improve it

  • Support basic analytics or performance tracking

You can usually control cookies through your browser settings (for example, by blocking certain types of cookies or receiving alerts when cookies are being used). However, disabling some cookies may affect your experience of the site.

If we implement more detailed cookie tracking or advertising tools, we may add a Cookie Banner or more specific Cookie Policy with granular choices.

8. HOW LONG WE KEEP YOUR INFORMATION

We only keep your personal information for as long as reasonably necessary to:

  • Fulfil the purposes for which it was collected

  • Provide services you requested

  • Comply with legal, tax, and accounting obligations

  • Resolve disputes and enforce agreements

After this period, we will either delete or anonymise your personal data, or, if that is not possible (for example, where data is stored in backup archives), we will securely store it and isolate it from further processing until deletion is possible.

9. HOW WE PROTECT YOUR INFORMATION

We take appropriate technical and organisational measures to protect your personal data against:

  • Loss or theft

  • Unauthorised access

  • Unlawful processing

  • Accidental destruction or damage

These measures may include secure systems, access controls, and limiting access to personal data to those who need it for legitimate business purposes.

No method of transmission over the internet or electronic storage is completely secure, so while we strive to protect your information, we cannot guarantee absolute security.

10. YOUR RIGHTS

Depending on the laws that apply in your country or region, you may have certain rights in relation to your personal data, including:

  • Right of access – to request a copy of the personal data we hold about you.

  • Right to rectification – to request correction of inaccurate or incomplete information.

  • Right to deletion – to request that we delete your personal data in certain circumstances.

  • Right to restriction – to request that we restrict how we process your data in certain situations.

  • Right to object – to object to certain types of processing, including direct marketing.

  • Right to withdraw consent – where processing is based on your consent, you may withdraw that consent at any time.

To exercise any of these rights, please contact us at bookings@nivana.co with enough information to identify you and your request.

We may need to verify your identity before acting on your request and may not always be able to meet your request fully if legal or contractual obligations require us to retain certain information. If that happens, we will explain why.

11. MARKETING COMMUNICATIONS

If you opt in to receive updates from us (for example, guides, newsletters, retreat invitations, or offers):

  • We will use your contact details to send you communications that we believe are relevant and aligned with Nivana’s intentional travel and wellness focus.

  • You can opt out at any time by clicking the unsubscribe link in our emails or by contacting us at bookings@nivana.co

Even if you opt out of marketing communications, we may still contact you with important information related to an enquiry, booking, or service you have requested.

12. CHILDREN’S PRIVACY

Our website and services are not directed at children under the age of 18, and we do not knowingly collect personal data from children under 18.

If you believe that we have inadvertently collected personal information from a child, please contact us at bookings@nivana.co so we can delete it as soon as possible.

13. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or legal obligations.

When we do so, we will revise the “Last updated” date at the top of this page. We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Your continued use of our website or services after any changes are posted will be deemed acceptance of those changes.

14. CONTACT US

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, you can contact us at:

Nivana
Email: bookings@nivana.co