Epic Gatherings Policies

Epic Gatherings – Website Policies

Last Updated: April 25, 2025

Table of Contents

1. Privacy Policy

Introduction
Epic Gatherings ("we," "us," or "our") values your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or participate in our offerings. By using our site, you agree to these terms.

Information We Collect

  • Personal details: name, email, phone, IP address, event preferences
  • Behavioral and technical data via cookies and third-party tools

How We Collect It

  • Through forms, surveys, registration checkouts
  • Automatically via cookies and analytics tools

Use of Data

  • To provide, personalize, and improve our services
  • To manage event logistics
  • To send updates and marketing content

Third-Party Processors
We use platforms such as: RegFox, Google Analytics, Calendly, Mailchimp, Zoom, WordPress, and social media sites. Your information may be processed according to their terms.

Retention

  • Subscriber data: retained until unsubscribed
  • Participant data: retained only as needed for services and legal compliance

Your Rights
See section 9 (GDPR & CCPA Compliance).

Data Breach Notification
In the event of a data breach, we will notify affected users via email within 72 hours, in accordance with applicable laws.

Contact
epicgatherings@gmail.com

2. Terms and Conditions

Use of Website
By accessing this site, you agree to use it for lawful purposes only and to respect all intellectual property rights.

Account Termination
We reserve the right to suspend or terminate user accounts for policy violations.

Event Participation
Each event has specific terms. Participants agree to follow guidelines, complete required forms (including waivers), and acknowledge event-specific refund policies.

No Guarantees
We do not guarantee outcomes or experiences due to uncontrollable variables (e.g., weather, travel, third-party availability).

Dispute Resolution
Any disputes arising from the use of our services will first be attempted to be resolved through informal negotiation. If necessary, binding arbitration under California law will be pursued.

Digital Products
If digital resources (e.g., downloads, recordings) are provided, access is limited to registered users. Redistribution or resale is strictly prohibited.

3. Refund Policy

Refund terms are defined per event and clearly communicated at the time of registration. No refunds are granted outside the terms unless otherwise stated. We reserve the right to offer credits or refunds under extraordinary circumstances.

5. Disclaimer

All website content is for informational purposes and does not constitute legal or medical advice. Participation in our events is voluntary and at your own risk. Epic Gatherings is not liable for injuries, cancellations, or personal property loss.

6. Accessibility Statement

We strive for WCAG 2.1 Level AA compliance and are committed to digital accessibility for all. Site features include:

  • Keyboard navigation
  • Alt-text on images
  • Contrast and font scalability
  • ARIA roles for screen readers

Accessibility Feedback: epicgatherings@gmail.com

7. Contact Information

Email: epicgatherings@gmail.com

Availability: Monday–Friday, 10 AM – 3 PM PT

9. GDPR & CCPA Compliance

We comply with the General Data Protection Regulation (EU) and the California Consumer Privacy Act (USA). All users are afforded the following rights:

  • Access to personal data
  • Request correction or deletion
  • Withdraw consent or object to processing
  • Request data portability

We do not sell personal data.

For GDPR/CCPA requests, contact: epicgatherings@gmail.com

10. Age Limitation

Our services are intended for users 18+. Exceptions are made for family retreats, where minors may attend only with parental or legal guardian consent and supervision.

11. Waiver & Release of Liability

All participants must sign a waiver acknowledging the risks involved in immersive retreats (e.g., physical activity, nature exposure, travel). Participants release Epic Gatherings from liability related to injury, delays, or third-party incidents.

12. Anti-Spam Policy

We comply with the CAN-SPAM Act. All communications:

  • Include a clear opt-out option
  • Are only sent to subscribers or registered participants
  • Never sell or misuse contact data

14. Accessibility Feedback

We welcome your feedback and will respond to all accessibility requests or concerns. Email epicgatherings@gmail.com with subject: “Accessibility Feedback.”

15. Insurance Requirement

All retreat participants are required to carry their own travel and/or health insurance. We are not liable for any costs incurred due to lack of coverage.

16. Photo & Video Release

By attending our events, you consent to be photographed or recorded and grant Epic Gatherings the right to use your likeness in promotional materials, including on our website, social media, and printed materials. You may opt out by submitting a written request before or during the event.

© 2025 Epic Gatherings. All rights reserved.