Privacy Policy
Last updated: 27 August 2026
1. Who we are
Thought Labs (“we”, “us”, “our”) is the data controller responsible for the personal information described in this policy.
Registered/operational office: Brindavan Apartments, Hosur Road, Adugodi, Bengaluru Urban, Karnataka 560030, India Email: success@thoughtlabs.co Phone: +91 97399 77743 / +41 79 464 96 38
Thought Labs is also the organisation behind the Global NLP Summit. This policy covers thoughtlabs.co, connect.thoughtlabs.co, globalnlpsummit.com, and all our programmes, immersives, memberships and coaching services.
This policy explains what information we collect, why we collect it, what we do with it, how long we keep it, and what rights you have over it. We have tried to write it in plain language. If anything here is unclear, write to us and we will explain it.
2. Information we collect
Information you give us
- Identity and contact details — name, email address, phone number, postal address, country, and where relevant your job title, organisation and professional background.
- Enrolment information — the programmes, immersives, masterclasses or membership tiers you sign up for, your responses to application or intake forms, and your stated goals or reasons for joining.
- Payment information — billing name and address, the currency you pay in, and a record of your transactions. We do not store your full card number, CVV or bank credentials. Card payments are processed directly by our payment providers.
- Health, dietary and accessibility information — see Section 3 below.
- Coaching and programme content — notes from coaching sessions, assignments, assessments and practice submissions where a programme requires them.
- Community content — posts, comments, profile details and messages you share on our membership and community platform.
- Correspondence — emails, messages, exploration call notes and support requests.
Information we collect automatically
- IP address, approximate location, browser type, device type and operating system.
- Pages visited, time on page, referring site, and how you move through our website.
- Email engagement — whether an email was opened and which links were clicked.
- Cookies and similar technologies (see Section 10).
Information from other sources
- Our payment providers confirm to us that a transaction succeeded or failed.
- Where you register through a partner, affiliate, event listing platform or co-hosted programme, that partner may pass us your registration details.
- Where you interact with our social media accounts or advertising, those platforms may provide us with aggregated engagement data.
3. Health, dietary and accessibility information
This section matters, so we have given it its own place.
When you book a residential immersive or retreat — in Goa, the Himalayas, Switzerland, the UK, Dubai or elsewhere — we ask you to tell us about any physical or mental health condition, medication, allergy, injury, dietary requirement or mobility limitation relevant to your participation.
Why we ask. Some of our retreats take place at altitude or in remote locations. We need this information to keep you safe, to brief venues and caterers correctly, to make reasonable adjustments so you can take part fully, and to respond well if something goes wrong.
Our legal basis. In most cases we rely on your explicit consent. Where there is a medical emergency and you are not able to give consent, we may rely on protection of vital interests.
How we handle it.
- It is shared only with the specific people who need it — the facilitators leading your retreat, and where necessary the venue, caterer or medical provider.
- It is shared on a need-to-know basis and never more widely than required.
- It is not used for marketing, profiling or any purpose other than your safety and care.
- We delete it within six months of the event ending, unless we need to retain it in connection with an insurance claim or incident.
You can withdraw your consent at any time by writing to success@thoughtlabs.co. If withdrawing means we cannot safely support your participation, we will discuss the options with you honestly.
4. Why we use your information, and our legal basis
| What we do | Why | Legal basis |
|---|---|---|
| Deliver the programme, immersive, membership or coaching you have booked | To provide what you have paid for | Performance of a contract |
| Take payment, issue invoices and receipts, manage instalments | To complete the transaction | Performance of a contract; legal obligation |
| Give you access to course materials, recordings and the community platform | To deliver the service | Performance of a contract |
| Send programme logistics, joining instructions, schedule changes and session reminders | So you can attend and take part | Performance of a contract |
| Keep you safe at in-person events | Duty of care | Explicit consent; vital interests |
| Issue and verify certification | To confirm what you have completed | Performance of a contract; legitimate interests |
| Send marketing emails about programmes, retreats and masterclasses | To let you know what is coming up | Consent, or legitimate interests where you are an existing participant |
| Improve our programmes, website and materials | To make what we offer better | Legitimate interests |
| Analytics and understanding how our website is used | To improve the experience | Consent (for non-essential cookies) |
| Respond to enquiries and support requests | To help you | Legitimate interests |
| Keep accounting and tax records | Because we must | Legal obligation |
| Establish, exercise or defend legal claims | To protect our position | Legitimate interests; legal obligation |
Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights, and we have concluded it is not. You can ask us to explain that assessment, and you can object (see Section 11).
5. Marketing
We send emails about our programmes, immersives, masterclasses and community. We think they are worth reading, and we would rather you stayed because you want to.
- Every marketing email has an unsubscribe link. One click, no questions, no retention flow.
- You can also write to success@thoughtlabs.co and we will remove you.
- Unsubscribing from marketing does not stop essential messages about a programme you are enrolled in — joining links, schedule changes and payment confirmations still need to reach you.
- We do not sell, rent or lease your personal information to anyone.
- We do not share your details with third parties so they can market to you.
Our email marketing is delivered through GetResponse.
6. Recordings, photography and community content
Session recordings. Many of our online sessions are recorded so that participants who cannot attend live can catch up. Where a session is recorded, we tell you at the start. If you take part on camera or speak in a recorded session, your image, voice, name and contributions form part of that recording and are available to other participants in that programme or membership.
If you would prefer not to appear, you can keep your camera off, use a display name, or tell us and we will do what we reasonably can to keep you out of the recording.
Transcripts. We sometimes transcribe recordings to produce course manuals and materials. Personal disclosures made by participants are removed before any material is published or shared beyond the group.
Photography at retreats. We take photographs and video at in-person events for our website, marketing and social media. Tell us at the start of the event if you would rather not appear, and we will respect that without needing a reason.
Community platform. What you post in our community is visible to other members. Please treat it as you would a room full of people, not a private message. Anything another participant shares in a session or community space is theirs, and should not be repeated outside the group.
7. Who we share your information with
We share personal information only with organisations that help us run Thought Labs, and only as much as they need. Each of them is bound to keep it confidential and to use it only on our instructions.
- Payment providers — to process card payments and manage instalments.
- Learning platform and website hosting — our WordPress and LearnDash environment, which holds your account and course access.
- Video conferencing and video hosting — Zoom and Vimeo, for live sessions and recordings.
- Email marketing and transactional email — GetResponse.
- Transcription services — HappyScribe, for producing course materials from recordings.
- Community and membership software — for the member platform.
- Analytics and advertising platforms — where you have consented to non-essential cookies.
- Venues, accommodation providers, caterers and local partners — for in-person immersives, limited to what they need to host you.
- Co-trainers and collaborating trainers — where a programme is delivered jointly, limited to participant lists and anything needed to teach the group well.
- Professional bodies — where you have asked us to submit or verify a certification.
- Our accountants, auditors and legal advisers — where necessary.
- Regulators, law enforcement or courts — where we are legally required to.
If Thought Labs is ever restructured, merged or acquired, personal information may transfer as part of that, and you would be told.
8. International transfers
We are based in India. We run programmes and retreats in Switzerland, the United Kingdom, the United Arab Emirates and elsewhere, and our service providers are located in a number of countries including the United States and the European Union.
This means your information may be transferred to and stored in a country other than your own, which may have different data protection laws.
Where we transfer personal information out of the UK, the EEA or Switzerland, we rely on appropriate safeguards — usually Standard Contractual Clauses approved by the European Commission, together with the UK Addendum where relevant, and equivalent measures for Switzerland. You can ask us for details of the safeguards in place for any particular transfer.
9. How long we keep your information
| Information | How long |
|---|---|
| Enrolment and account records | For the duration of your relationship with us, then 3 years |
| Certification records | Indefinitely, so we can verify a certification you hold |
| Financial and tax records | 8 years, as required by Indian law |
| Health, dietary and accessibility information | 6 months after the event ends |
| Coaching session notes | 3 years after the engagement ends |
| Marketing contacts | Until you unsubscribe, or after 3 years of no engagement |
| Session recordings | While the programme or membership provides access, and typically no more than 3 years after |
| Website analytics | Up to 26 months |
| Correspondence | 3 years |
Where we no longer need information, we delete it or anonymise it so it can no longer identify you.
10. Cookies and tracking
A cookie is a small file placed on your device that lets a website recognise you and remember your preferences.
We use:
- Essential cookies — needed for the site to work: logging in, course access, cart and checkout. These cannot be switched off.
- Analytics cookies — to understand which pages are useful and where people get stuck.
- Marketing cookies — set by advertising platforms so we can show relevant ads and measure whether they worked.
If you are visiting from the UK, the EEA or Switzerland, we ask for your consent before setting analytics or marketing cookies. You can change your choices at any time through the consent preferences link on our site, and you can block or delete cookies through your browser settings. Blocking essential cookies will stop parts of the site working.
11. Your rights
Depending on where you live, you have some or all of the following rights:
- Access — ask for a copy of the personal information we hold about you.
- Correction — have inaccurate or incomplete information corrected.
- Erasure — ask us to delete your information, where we have no continuing reason to hold it.
- Restriction — ask us to pause our use of your information while a concern is resolved.
- Portability — receive information you gave us in a portable format, or have it sent to another provider.
- Objection — object to processing based on our legitimate interests, and object to direct marketing at any time.
- Withdraw consent — where we rely on consent, withdraw it at any time. This does not affect anything done before you withdrew it.
- Nominate — if you are in India, nominate someone to exercise your rights in the event of your death or incapacity, under the Digital Personal Data Protection Act 2023.
To exercise any of these, write to success@thoughtlabs.co. We will respond within 30 days. We may need to verify your identity first. There is no charge unless a request is clearly excessive or repetitive.
If you are not happy with how we have handled your information, please tell us first — we would like the chance to put it right. You also have the right to complain to a regulator:
India — the Data Protection Board of India- UK — the Information Commissioner’s Office (ico.org.uk)
- EEA — the supervisory authority in your country
- Switzerland — the Federal Data Protection and Information Commissioner (FDPIC)
12. Security
We take reasonable technical and organisational measures to protect your information, including encrypted connections, access controls, restricting internal access to those who need it, and using established providers for payments and hosting.
No system is completely secure, and we cannot guarantee absolute security. If a breach occurs that is likely to affect your rights, we will notify you and the relevant regulator as required by law.
13. Children
Our programmes and services are for adults. We do not knowingly collect personal information from anyone under 18. If you believe a child has given us their information, contact us and we will delete it.
14. Links to other websites
Our site links to other websites. Once you leave our site, this policy no longer applies. We are not responsible for how other websites handle your information, and we would encourage you to read their privacy policies.
15. Changes to this policy
We may update this policy from time to time. The version on this page is the version that applies, and the date at the top shows when it last changed. Where a change is significant, we will tell you by email or through a notice on the site.
Need help?
Write to us at success@thoughtlabs.co with any question about this policy or about the information we hold on you. A person reads it, and we will answer properly.