OutSync CIC Privacy Notice

Last updated: 22/07/2026

1. Who we are

OutSync CIC (“we”, “us”, “our”) is a Community Interest Company based in the UK that organises wellness events, membership activities and related services. We are the data controller for the personal information we collect and use about members, applicants, guests, suppliers, and website visitors.

2. Contact details

If you have any questions about this privacy notice or how we use your personal data, please contact:

Out Sync CIC
Address: 1 Blackfriars Road, London, SE19GJ
Email: team@gaywellnessweek.com

3. What information we collect

We may collect and process the following personal data:

  • Name.

  • Email address.

  • Phone number.

  • Postal address.

  • Date of birth or age confirmation, where relevant.

  • Membership application information.

  • Event booking and attendance information.

  • Payment and billing information.

  • Communication preferences.

  • Dietary, accessibility, health, or wellbeing information if you choose to provide it and it is relevant to an event.

  • Photos, videos, or audio recordings taken at events where you have consented or where we have told you this may happen.

4. Why we use your information

We use your personal data to:

  • Process membership applications.

  • Administer membership and event participation.

  • Communicate with you about Out Sync CIC activities.

  • Manage bookings, payments, cancellations, and refunds.

  • Organise events safely and effectively.

  • Meet legal, tax, insurance, and accounting obligations.

  • Respond to enquiries and complaints.

  • Send marketing or news updates if you have opted in

5. Our lawful bases

Under UK GDPR, we only use your personal data where we have a lawful basis to do so. Depending on the context, we rely on:

  • Contract: to manage your membership, booking, or participation in our services.

  • Legal obligation: to keep accounting records, comply with tax law, or meet other legal duties.

  • Legitimate interests: to run and improve our organisation, manage communications, and keep records where this does not override your rights.

  • Consent: for optional marketing emails, photos/videos where consent is needed, and any special category data you choose to provide in circumstances where consent is the appropriate basis

6. Special category data

Some events may involve collecting sensitive information such as health, accessibility, or dietary details. We only use this information when necessary for safety, inclusion, or event delivery, and we will handle it with extra care.
Where required, we will ask for your explicit consent or use another lawful condition under data protection law.

7. Who we share data with

We may share your information with:

  • Payment providers.

  • Email providers.

  • Booking and event management platforms.

  • Accountants, insurers, legal advisers, and professional advisers.

  • Venue, travel, or hospitality partners where needed to organise an event.

  • Authorities where we are legally required to do so.

We only share the minimum information necessary and expect third parties to protect it appropriately

8. International transfers

If we use service providers outside the UK, or if we transfer your information overseas in connection with events in Ibiza or elsewhere, we will make sure appropriate safeguards are in place in line with UK data protection law.

9. How long we keep data

We keep personal data only for as long as necessary for the purpose it was collected. In general:

  • Membership and booking records: 6 years until end of membership.

  • Accounting and tax records: 6 years

  • Marketing contacts: until you unsubscribe or withdraw consent.

  • Event-related health or support information: only as long as needed for the event and any follow-up obligations.

10. Your rights

You have rights over your personal data, including the right to:

  • Be informed.

  • Access your data.

  • Correct inaccurate information.

  • Erase your data in some circumstances.

  • Restrict or object to certain processing.

  • Withdraw consent where consent is the basis we rely on.

  • Complain to the Information Commissioner’s Office (ICO)

11. Marketing preferences

We will only send you marketing emails if you have opted in or if another lawful basis applies. You can unsubscribe at any time by using the link in our emails or contacting us directly

12. Cookies and website tracking

If we use a website, it may place cookies or similar technologies on your device. We will provide a separate cookie notice if required.

13. Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on our website or by request.