Privacy Policy

Encapsulate Living respects your privacy and is committed to protecting your personal information.

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This Privacy Policy explains how we collect, use, store and protect your personal data when you visit our website, buy from us, sign up to our mailing list, book a call, use our services, interact with our app or community features, or contact us.

We are registered with the Information Commissioner’s Office, also known as the ICO, which is the UK’s independent authority responsible for upholding information rights.

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For the purposes of UK data protection law, including the UK GDPR and the Data Protection Act 2018, Encapsulate Living is the “data controller” of the personal information we collect and use.

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1. Who We Are

Encapsulate Living provides travel and lifestyle guides, workbooks, digital resources, discovery calls, bespoke planning services and related content designed to help customers navigate new spaces with confidence, clarity and ease.

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Website: www.encapsulateluxury.com
Email: experiences@encapsulateluxury.com
Business name: Encapsulate Luxury TA Encapsulate Living
Business owner/contact: Blessing Mutamba

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2. What Personal Information We Collect

We may collect and process the following types of personal information.

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Information you provide directly

This may include:

• your name

• email address

• phone number

• billing address

• delivery address

• order details

• payment related information

• booking details

• information you provide during discovery calls or enquiry forms

• travel preferences or planning details you choose to share

• messages, feedback, testimonials or reviews

• photos, comments or content you submit to us or tag us in

 

Information collected automatically

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When you use our website or app, we may collect:

• IP address

• device information

• browser type

• pages visited

• time spent on the site

• referral source

• approximate location

• cookies and similar tracking data

 

Information from third parties

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We may receive information from third party platforms or service providers, such as:

• payment processors

• ecommerce platforms

• delivery providers

• booking systems

• email marketing platforms

• analytics tools

• social media platforms

• marketplaces such as Amazon, Etsy, Lulu or similar platforms

 

3. How We Use Your Personal Information

We use your personal information to:

• process and fulfil orders

• deliver physical and digital products

• manage bookings, discovery calls and bespoke services

• respond to enquiries or customer service requests

• personalise recommendations or planning support

• send order confirmations, updates and service communications

• send marketing emails where you have opted in

• improve our website, products, services and customer experience

• manage reviews, testimonials and user-generated content

• operate community or app features

• track website and product performance

• meet legal, tax and accounting obligations

• manage our impact reporting and communications where relevant

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4. Our Lawful Bases for Using Your Information

We only use your personal information where we have a lawful reason to do so.

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Depending on the situation, we may rely on the following lawful bases.

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Contract

We use your information to process your order, deliver products, provide services, manage bookings and respond to service-related requests.

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Consent

We rely on consent where you have clearly agreed to something, such as joining our mailing list, accepting certain cookies, allowing us to use specific user-generated content, or receiving marketing communications.

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You can withdraw consent at any time where consent is the lawful basis for processing.

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Legitimate interests

We may use your information where it is necessary for our legitimate business interests, provided your rights and interests do not override those interests. This may include improving our services, understanding customer behaviour, responding to enquiries, protecting our business, analysing website performance, preventing misuse, or sharing relevant updates with customers where appropriate.

You have the right to object to processing based on legitimate interests in certain circumstances. The ICO explains that individuals also have an absolute right to object to their personal data being used for direct marketing. 

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Legal obligation

We may process your information where we need to comply with tax, accounting, consumer protection, legal or regulatory requirements.

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5. Marketing Communications

If you sign up to our mailing list or choose to receive updates from us, we may send you emails about:

• new products and guides

• launch updates

• events and experiences

• impact updates

• offers or promotions

• community stories and highlights

 

You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us directly.

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We will not sell your personal information to advertisers or unrelated third parties.

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6. Orders, Payments and Delivery

When you place an order, we use your personal data to process payment, fulfil your purchase and deliver your product.

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Payments may be processed securely by third party payment providers. We do not store full card details on our own systems unless explicitly stated by the payment provider.

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Delivery information may be shared with postal, courier, print-on-demand or fulfilment partners so your order can reach you.

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If you purchase through a third party platform such as Amazon, Etsy, Lulu or another marketplace, that platform will also process your personal data under its own privacy policy.

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7. Discovery Calls and Bespoke Planning Services

If you book a discovery call or bespoke service, we may collect information about your preferences, goals, travel plans, lifestyle interests, dates, budget, accessibility needs or other details you choose to share.

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We use this information to provide the service you requested.

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Please avoid sharing sensitive personal information unless it is necessary for the service and you are comfortable doing so.

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Where we need to process sensitive or special category data, such as health, accessibility or dietary information, we will only do so where there is a lawful basis and where the information is relevant to delivering the service safely and appropriately.

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8. App, Community Features and User Generated Content

If you use any Encapsulate Living app features, community spaces, photo walls, comments, reviews, hashtags or social sharing features, we may collect and process information you choose to submit.

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This may include:

• username or display name

• photos or videos

• comments

• captions

• location tags

• social media handles

• likes, reactions or engagement

• content you tag us in or submit to us

 

If you share content with us, tag us, use our hashtag or submit a testimonial, we may ask for permission to feature it on our website, social media, product pages or marketing materials.

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Please do not upload or submit content that includes other people unless you have their permission.

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9. Impact Work and Beneficiary Data

Encapsulate Living commits a portion of profits towards supporting young people of Zimbabwean heritage, with a primary focus on rural communities in Manicaland, Zimbabwe.

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Where we collect personal information as part of impact work, applications, microgrants, exam fee support, interview outfit support, reports or case studies, we will aim to collect only what is necessary.

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This may include:

• name

• age or age group

• school or education stage

• location or region

• support requested

• support provided

• contact details

• feedback or impact stories

 

Where children or young people are involved, we will take extra care and work with appropriate adults, schools, guardians, local partners or safeguarding processes where needed.

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We may anonymise or aggregate impact data for reporting purposes.

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We will not publicly share identifiable beneficiary stories, photos or details without appropriate consent.

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10. Cookies and Analytics

Our website may use cookies or similar technologies to:

• make the website function properly

• remember user preferences

• analyse website traffic

• understand how visitors use our site

• improve our content and product experience

• support marketing or advertising activity

 

Where required, we will ask for your consent before using non-essential cookies.

You can usually manage cookies through your browser settings or our cookie banner, where available.

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11. Who We Share Your Information With

We may share personal information with trusted third parties where necessary to run our business, including:

• payment processors

• ecommerce platforms

• delivery and fulfilment providers

• print-on-demand providers

• email marketing providers

• website hosting providers

• analytics providers

• booking or calendar tools

• accounting or tax providers

• professional advisers

• app or community platform providers

• local partners involved in impact delivery, where relevant

 

We only share information where necessary and expect service providers to handle your data securely.

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We may also share information if required by law, regulation, legal process or to protect our rights.

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12. International Transfers

Some of our service providers may process data outside the UK.

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Where personal information is transferred internationally, we will take reasonable steps to ensure appropriate safeguards are in place, such as using providers that offer data protection commitments or recognised transfer mechanisms.

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Where personal data is transferred to or processed by partners outside the UK as part of our impact work, we will take care to share only what is necessary and to use appropriate safeguards where required.

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13. How Long We Keep Your Information

We only keep personal information for as long as necessary for the purposes described in this policy.

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As a guide:

• order and transaction records may be kept for tax and accounting purposes

• mailing list data is kept until you unsubscribe or ask us to remove it

• enquiry information is kept for as long as needed to respond and manage the relationship

• service information is kept for as long as needed to deliver the service and manage records

• impact-related data may be kept for reporting, safeguarding and accountability purposes

• anonymised data may be kept for longer because it no longer identifies individuals

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14. How We Protect Your Information

We take reasonable steps to protect your personal data from loss, misuse, unauthorised access, disclosure, alteration or destruction.

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This may include:

• using secure platforms and systems

• limiting access to personal information

• password protection and account security

• using trusted third-party service providers

• reviewing data retention and access where appropriate

 

No online system is completely secure, but we take care to protect your information as best we can.

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15. Your Rights Under UK GDPR

Under UK data protection law, you may have the right to:

• access the personal information we hold about you

• correct inaccurate or incomplete information

• request deletion of your personal information

• object to certain types of processing

• restrict how we use your information

• request a copy of your data in a portable format

• withdraw consent where we rely on consent

• complain about how your personal information has been handled

 

If you would like to exercise any of these rights, please contact us at:

experiences@encapsulateluxury.com

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We may need to verify your identity before responding.

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We aim to respond to data protection rights requests within one month, unless the request is complex or we are legally permitted to extend the response time.

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16. Complaints and the ICO

If you are unhappy with how we have handled your personal information, please contact us first so we can try to resolve the issue.

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You can contact us at:

experiences@encapsulateluxury.com

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If you have complained to us and are still not satisfied with our response, you have the right to complain to the Information Commissioner’s Office, also known as the ICO. The ICO says individuals have the right to complain to an organisation if they believe their personal information has not been handled responsibly, and may escalate concerns to the ICO if needed. 

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You can contact the ICO via their website:

ico.org.uk

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Or by post:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom

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17. Children and Young People

Our commercial website, products and services are not intended for children to purchase without the involvement of a parent, guardian or responsible adult.

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Where our impact work involves children or young people, we will take extra care to handle data appropriately and seek consent from a parent, guardian, school or relevant responsible adult where required.

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18. Links to Other Websites

Our website, app, guides or emails may include links to third-party websites, booking platforms, social media pages or external resources.

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We are not responsible for the privacy practices or content of third party websites.

You should read the privacy policies of any external platforms you use.

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19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

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The latest version will be available on our website and will apply from the date it is published.

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20. How to Contact Us

If you have questions about this Privacy Policy or how we handle your personal information, please contact us

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You also have the right to complain to the ICO if you remain dissatisfied with how your personal information has been handled. The ICO is the UK’s data protection regulator.