Privacy Policy

1.Summary of what matters most

The rest of this policy explains the detail.

2.Information we collect

2.1 Information you give us

• Identity and contact information: name, email address, mobile phone number, mailing address, emergency contact
• Account and membership information: Membership status, registration history, preferences
• Payment information: processed by our third-party payment processors. We receive confirmation of payment and limited details such as the last four digits and card type. We do not store your full payment card number.
• Intake, application, and waiver information: responses to questionnaires, screening forms, waivers, and releases for events and retreats. For certain immersive programs, this includes health information, which may cover physical health, medical conditions, medications, mental health history, and other sensitive personal history.
• Dietary, accessibility, and accommodation needs
• Communications: what you send us by email, text, WhatsApp, social media, or web form
• Content you submit: testimonials, reviews, photos, video, community posts

2.2 Information we collect automatically

• Device and usage data: IP address, browser type and version, operating system, referring page, pages viewed, links clicked, time on page
• Approximate location derived from IP address
• Cookies and similar technologies (see Section 8)
• Email engagement data: whether you opened an email or clicked a link
• Podcast download and listening data, in aggregate, from our hosting platform

2.3 Information from third parties

• Payment processors (confirmation and limited card details)
• Event registration and ticketing platforms
• Social media platforms, where you interact with us publicly or send us a message
• Facilitators, venues, and partners, where you registered through them
• Referrals, where an existing member refers you and you consent

3.Sensitive and health information

Some of our intake forms and waivers ask about your physical health, mental health, medication use, substance history, and personal history. We collect this only to assess suitability and safety for participation in our programs.

• We use it for screening, safety planning, and emergency response.
• We share it only with the specific facilitators, staff, and medical or safety personnel who need it to run that program safely, and only for that purpose.
• We do not use it for marketing. We do not sell it. We do not share it with advertisers, data brokers, or partners.
• We retain it only as long as needed for safety, insurance, and legal purposes, and then we delete it.

Screening is not a clinical assessment or a diagnosis, and it is not medical advice. See our Terms of Use, Section 9.

WeDeepen is not a healthcare provider and is not a HIPAA covered entity. The health information you give us is not protected health information under HIPAA. We nonetheless treat it as confidential and handle it with care.

4.How we use your information

• To provide the Services: process registrations, run events and retreats, deliver Membership benefits, send Zoom links and logistics
• To screen participants for safety and suitability
• To process payments and keep financial records
• To communicate with you (see Section 5)
• To respond to your questions and provide support
• To keep our community safe, enforce our Terms, and investigate misconduct
• To operate, secure, and improve our Site and programming
• To measure the performance of our marketing and understand what our community wants
• To comply with legal, tax, and insurance obligations

5.Communications and the channels we use

5.1 Email

We use your email address to send you transactional messages (confirmations, logistics, receipts, safety notices, account and billing notices) and, if you have consented, marketing messages (event and retreat announcements, podcast releases, community news).

You may unsubscribe from marketing email at any time using the link at the bottom of any marketing email, or by emailing [email protected]. You will still receive transactional and safety messages while you have an active account, membership, or registration.

Our email platform collects open and click data so we can understand what is useful to our community.

If you are on our email list, we may at times share your name and email address with a facilitator or partner connected to an event you attended. See Section 6. Email [email protected] if you would rather we did not.

5.2 SMS and text messaging

If you opt in, we use your mobile number to send you information about our events, retreats, member virtual programming, Zoom links and reminders, guest announcements, and podcast releases. Full terms are in Section 16.2 of our Terms of Use.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties. We share your mobile number only with the messaging platform that delivers our messages on our behalf, and only so that it can deliver them.

You may join by texting LOVE to 833-407-0037, or through the sign-up form on our Site. You may opt out at any time by replying STOP. Message frequency varies. Message and data rates may apply. Reply HELP for help.

5.3 WhatsApp

We use WhatsApp groups for logistics and community for certain events, retreats, and member programming. Joining is voluntary.

Important: when you join a WhatsApp group, your phone number and profile information are visible to every other person in that group. We cannot control what other participants do with that information, and we are not responsible for it. If you prefer not to share your number with other participants, do not join the group and tell us, and we will send you the same information by email.

WhatsApp is operated by a third party under its own terms and privacy policy. Our use of WhatsApp does not make us responsible for WhatsApp’s data practices. You may leave any group at any time.

5.4 Social media

If you follow, comment, tag, mention, or message us on a social media platform, that interaction is governed by that platform’s terms and privacy policy, not by this one. We can see what the platform makes visible to us.

We may use social media platforms’ advertising tools to reach people who are likely to be interested in our programming. This may involve providing a platform with a hashed version of your email address so it can match you to an existing account and either show you our ads or exclude you from them. If you prefer we not do this, email [email protected] and we will exclude you.

We may reshare public content that mentions or tags us. See our Terms of Use, Section 17.

5.5 Podcast

Our podcast is distributed through third-party platforms. Those platforms collect their own listener data under their own policies. We receive aggregate, non-identifying statistics.

6.How we share your information

We share personal information only in the circumstances below. We do not sell your personal information, and we do not share it for cross-context behavioral advertising in a way that constitutes a “sale” or “share” under applicable law.

Facilitators, guides, and venues. Facilitators teach our programs and events and facilitate at them. We share the information necessary for them to deliver the event you registered for: for example, your name, your registration status, and any accessibility, dietary, or safety information relevant to your participation. Where required for participant safety, we share relevant intake information as described in Section 3.

Email addresses. If you have opted in to our email list, we may from time to time share your name and email address with a facilitator, guide, venue, sponsor, or partner connected to an event you attended, so that they can follow up with you about their programs, events, or related work. We do this selectively, not routinely.

We operate a single email list with a single consent. If you do not want your email address shared with facilitators or partners, you have two options: unsubscribe from our email list entirely using the link in any of our emails, or write to us at [email protected] and ask us to exclude you from facilitator and partner sharing while remaining on our list. We will honor either request. Anyone who receives your email address from us is required to give you their own unsubscribe option, and once they have it, their communications with you are governed by their own privacy policy, not ours.

Service providers. We use vendors to run our business, including website hosting, email marketing platforms, SMS platforms, payment processors, form and registration tools, community platforms, scheduling tools, video conferencing, analytics, and customer support. They access your information only to perform services for us and are contractually obligated to protect it and not use it for their own purposes.

Other participants. Where you join a WhatsApp group, a community platform, or a group program, other participants may see the information you choose to share, including your name, profile, and in the case of WhatsApp, your phone number.

Legal and safety. We may disclose information where we believe in good faith that it is required by law, subpoena, or legal process, or where it is necessary to investigate misconduct, enforce our Terms, protect the safety of a participant or the public, or protect our legal rights. In an emergency, we may share your emergency contact and relevant health information with medical or emergency personnel.

Business transfers. If WeDeepen is involved in a merger, acquisition, financing, reorganization, conversion of entity form, sale of assets, or bankruptcy, your information may be transferred as part of that transaction, including during due diligence. Any acquirer will remain bound by this policy for information collected before the transfer, unless you are notified and consent otherwise.

Aggregated and de-identified data. We may share aggregated or de-identified information, which cannot reasonably be used to identify you, for any purpose.

With your consent. Any other sharing, only when you have agreed to it.

7.Where your information goes

We are based in the United States and our vendors are primarily US-based. If you access our Services from outside the United States, your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country. By using our Services, you understand this.

8.Cookies and tracking

We use cookies and similar technologies to keep the Site working, remember your preferences, understand how the Site is used, and measure our marketing.

• Essential cookies are required for the Site to function.
• Analytics cookies help us understand traffic and usage.
• Marketing cookies help us measure and target our advertising.

You can configure your browser to refuse cookies, though parts of the Site may not work properly if you do. Where required by law, we will ask for your consent before setting non-essential cookies.

We do not currently respond to browser “Do Not Track” signals. Where required, we honor Global Privacy Control signals as a request to opt out of sale or sharing.

9.How long we keep your information

We keep your information for as long as your account or membership is active, and afterward for as long as needed to:

• Meet legal, tax, accounting, and insurance obligations
• Resolve disputes and enforce our agreements
• Maintain waivers, releases, and safety records, which we retain for the applicable statute of limitations

Sensitive health and intake information is retained only as long as needed for safety, insurance, and legal purposes, and is then deleted.

10.Your rights and choices

Everyone can:

• Unsubscribe from marketing email using the link in any marketing email
• Opt out of text messages by replying STOP
• Ask us not to share your email address with facilitators or partners, at any time, by emailing [email protected]
• Leave any WhatsApp group at any time
• Ask us to exclude you from social media ad matching
• Request access to, correction of, or deletion of your personal information
• Ask us a question about this policy

Contact us at [email protected] to exercise any of these.

Depending on where you live, you may have additional rights, including the right to know what we collect, the right to obtain a copy, the right to correct or delete, the right to opt out of sale, sharing, or targeted advertising, the right to limit the use of sensitive personal information, the right to appeal a denial, and the right not to be discriminated against for exercising a right. These may arise under the Texas Data Privacy and Security Act, the California Consumer Privacy Act, the EU and UK GDPR, or other applicable laws.

We will verify your identity before acting on a request. We will respond within the timeframe the applicable law requires. If we deny your request, you may appeal by replying to our decision, and where applicable you may contact your state attorney general or supervisory authority.

If GDPR applies to you, our legal bases for processing are: performance of a contract (delivering the services you registered for), consent (marketing communications and sensitive health data), legitimate interests (securing and improving our Services, protecting our community), and legal obligation. You may withdraw consent at any time, without affecting processing already carried out.

11.Security

We use reasonable administrative, technical, and physical safeguards to protect your information, including access controls limiting sensitive intake data to the staff and facilitators who need it. No system is completely secure, and we cannot guarantee absolute security. Tell us immediately at [email protected] if you believe your account has been compromised.

12.Children

Our Services are intended for adults. We do not knowingly collect personal information from anyone under 18 without the consent of a parent or legal guardian. If we learn we have collected such information without consent, we will delete it. Parents or guardians who believe we hold information about their child may contact [email protected].

13.Third-party sites

Our Site, our emails, and our podcast may link to third-party sites, events, practitioners, and services. This policy does not apply to them. We do not control their practices, and listing or recommending them is not an endorsement of their privacy practices. Read their policies before giving them your information.

14.Changes to this policy

We may update this policy. We will post the updated version here with a new effective date, and where the changes are material we will make reasonable efforts to notify you by email or through the Site. Your continued use of the Services after the changes take effect constitutes acceptance.

15.Contact us

WeDeepen LLC
605 W 9th Street
Unit #1110
Austin, TX 78701
United States
[email protected]

If you have a question, a request, or a complaint about how we handle your information, write to us. We read every one.