Privacy Policy

Last updated 2026. See also our Terms of Service.

1. Section 1

   Scope

   This policy explains how NXT Retreats, a brand of Mentor Pods (a DBA of Kobayashi Maru Enterprises LLC), handles personal information collected through this website, our application and registration forms, and the emails we send about your retreat. This page is maintained by us and describes our current practices.

2. Section 2

   Information we collect

   We collect the information you give us: your name, email address, phone number, the details you submit in an application or registration (such as pass tier, lodging preference, guest details, and anything you tell us about dietary or accessibility needs), and messages you send us. We also receive limited technical information automatically, such as your browser type, device, approximate location derived from your IP address, and pages viewed, which our hosting and analytics providers log.

3. Section 3

   Payment information

   Payments are processed by our third-party payment provider. Your full card number is entered directly with that provider and is never stored on our systems. We retain only what we need to run the business: the amount paid, payment status, a payment reference, and the date.

4. Section 4

   How we use your information

   We use your information to review applications, confirm and manage retreat registrations, take payment, send confirmations and receipts, share event logistics, answer your questions, arrange lodging and catering where applicable, keep our own financial records, and improve the site. If you opt in, we may also send occasional updates about future retreats; you can unsubscribe at any time.

5. Section 5

   How we share information

   We do not sell your personal information. We share it only with service providers who help us operate: payment processing, email delivery, hosting and database services, and the hotels or venues hosting a retreat you have registered for (limited to what they need, such as your name and room preference). We may also disclose information where required by law or to protect our rights and the safety of participants.

6. Section 6

   Cookies and similar technologies

   The site uses cookies and similar browser storage to keep you signed in where relevant, remember your progress through the registration flow, and understand aggregate site usage. You can block or delete cookies in your browser settings, though some parts of the site may not work correctly if you do.

7. Section 7

   Retention

   We keep application and registration records for as long as needed to run the event and to meet our legal, tax, and accounting obligations, then delete or anonymize them. You can ask us to delete your information sooner, subject to records we are required to keep.

8. Section 8

   Your choices and rights

   You can ask us to access, correct, or delete the personal information we hold about you, ask for a copy of it, or ask us to stop sending marketing email. Depending on where you live, you may have additional rights under laws such as the GDPR or CCPA. To make a request, email info@mentorpods.com and we will respond within a reasonable time. We will not discriminate against you for exercising these rights.

9. Section 9

   Security

   We use reputable hosting, database, and payment providers, restrict access to registration data to the people who run the retreats, and use encrypted connections for data in transit. No system is perfectly secure, so we cannot guarantee absolute security, but we take reasonable steps to protect your information and will notify affected people where we are required to do so.

10. Section 10

    Children

    This site and our retreats are intended for adults. We do not knowingly collect personal information from anyone under 18. If you believe a minor has given us information, contact us and we will delete it.

11. Section 11

    International visitors

    We operate from the United States, and the providers we use may store and process information in the United States or other countries. By using the site you understand that your information may be transferred to and processed in those locations.

12. Section 12

    Changes and contact

    We may update this policy as our practices or services change; the version posted here is the current one. Questions, requests, or concerns about privacy can be sent to info@mentorpods.com.