Privacy Policy
The Conscious Group ("TCG," "we," "us," or "our") is an executive advisory and experiential learning firm based in Nashville, Tennessee. This Privacy Policy applies to TCG and all of its service offerings, including Conscious Immersion, Conscious Conversation, and Conscious Strategy.
This policy explains how we collect, use, share, and protect personal information when you visit our websites, enquire about or register for one of our programs or events, or engage with us for advisory services. We are committed to handling your information with care and transparency.
If you have any questions, please contact us using the details at the end of this policy.
1. About Our Services
TCG operates three service lines, each of which may collect personal information in different ways:
Conscious Immersion: Our signature experiential learning program, delivering curated group immersion experiences in Ghana and across Africa. Participants provide personal, travel, and health information as part of the registration and trip coordination process.
Conscious Conversation: A platform for public and private dialogue events, panels, and convenings. Attendees provide basic registration information and may be photographed or filmed during events.
Conscious Strategy: Executive advisory and consulting services for organizations and leaders. Clients provide contact and business information in connection with advisory engagements, which may be governed by a separate confidentiality agreement.
2. Information We Collect
Conscious Immersion Participants
When you register for a Conscious Immersion program, we may collect:
Identity information: full name, date of birth, nationality
Contact information: email address, phone number, mailing address
Travel information: passport number, passport expiry date, visa details
Health and medical information: vaccination records, medical requirements, and dietary restrictions (which may indicate religious beliefs) -- collected solely for participant safety and trip logistics
Emergency contact details
Payment information: processed through our booking platform, SquadTrip (we do not directly store payment card details)
Conscious Conversation Attendees
When you register for a Conscious Conversation event, we may collect:
Basic registration information: name and email address
Event preferences or accessibility requirements, if requested
Events are typically managed through Eventbrite. Please refer to Eventbrite's Privacy Policy for information on how they handle your data.
Please note: Conscious Conversation events may be photographed, filmed, or recorded. By registering and attending, you acknowledge and consent to the possibility that your image or voice may appear in event footage, which may be used by TCG for educational, promotional, or archival purposes. If you have concerns about being recorded, please contact us before attending.
Conscious Strategy Clients
In connection with advisory engagements, we may collect:
Client contact information: name, job title, organization, email address, phone number
Business information shared in the course of advisory work
Contract and invoice details for billing and financial record-keeping
Sensitive business information shared with TCG in the context of a Conscious Strategy engagement is treated as confidential. Advisory engagements may be governed by a separate Non-Disclosure Agreement (NDA). The existence of a client relationship and any related business information will not be disclosed to third parties without your consent, except where required by law.
Information Collected Automatically
When you visit any of our websites, we may automatically collect certain technical information, including your IP address, browser type, pages viewed, and the date and time of your visit. This information is used to understand how our sites are used and to improve the visitor experience.
3. How We Use Your Information
We use personal information for the following purposes:
Program and event delivery: to register participants, coordinate travel and logistics, manage event attendance, and communicate relevant details
Safety and compliance: to manage health and medical requirements during travel and comply with visa and entry requirements
Photography and video: to document and promote our programs and events, where consent has been given
Advisory services: to deliver Conscious Strategy engagements and maintain client relationships
Communications: to respond to inquiries and send updates relevant to your engagement with TCG
Business administration: to issue invoices, process contracts, and maintain financial records
Legal compliance: to meet applicable legal obligations
Service improvement: to understand how our programs and events are experienced and to refine future offerings
4. Legal Basis for Processing (UK/EU Visitors)
For individuals located in the United Kingdom or the European Union, we process personal data on the following legal bases under the UK GDPR:
Contractual necessity: processing required to deliver the program, event, or service you have engaged us for
Legitimate interests: communications, safety planning, event documentation, and business administration
Explicit consent: for special category data (health, medical, and dietary information) and for photography and video at events
Legal obligation: where we are required to process data to comply with applicable law
You may withdraw consent at any time by contacting us. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
5. Special Category Data
In connection with Conscious Immersion programs, we collect the following special category data as defined under the UK GDPR:
Health data: vaccination records and medical requirements, for participant safety during international travel
Data that may reveal religious beliefs: dietary restrictions used only for catering and hospitality arrangements
This data is collected only with your explicit consent, stored securely in our booking platform (SquadTrip), accessed only by TCG program staff with a direct operational need, and deleted within 30 days of program completion.
6. How We Share Your Information
We do not sell your personal information. We may share it in the following limited circumstances:
Program Partners (Conscious Immersion)
We work with The Onyx Group as our on-ground logistics partner in Ghana. We share participant names only with The Onyx Group to coordinate arrivals, transfers, and on-the-ground activities. We do not share health data, contact details, or passport information with The Onyx Group.
Booking and Event Platforms
Conscious Immersion registrations are managed through SquadTrip. Please refer to the SquadTrip Privacy Policy for details of how they handle your data. Conscious Conversation events are typically managed through Eventbrite, whose privacy policy governs their handling of your registration data.
Service Providers
We may share information with trusted service providers who assist us in operating our business, including email platforms, document management tools, accounting software, and cloud storage providers. These providers are only permitted to use your information to perform services on our behalf.
Legal Requirements
We may disclose your information as required by law or when we believe disclosure is necessary to protect the rights, safety, or property of TCG, our clients, or others.
Trip Communication (Conscious Immersion)
With your opt-in consent, we may add you to a WhatsApp group for real-time coordination during your program. Participation is entirely voluntary. If you join, your phone number will be visible to other group members. The group is dissolved at the end of the program.
Confidential Client Information (Conscious Strategy)
Business information shared in the context of a Conscious Strategy engagement is treated as confidential and is not disclosed to third parties without your consent, except where required by applicable law. Advisory engagements may be governed by a separate Non-Disclosure Agreement.
7. International Data Transfers
The Conscious Group is based in the United States. Personal data we collect is processed and stored in the US, which may not have data protection laws equivalent to those in your home country.
For UK-based individuals, we acknowledge that the US does not hold a UK adequacy decision. Where required by our clients or applicable law, we will cooperate in implementing appropriate transfer safeguards such as Standard Contractual Clauses (UK IDTA).
Where Conscious Immersion programs take place in Ghana, certain data (such as participant names for logistics purposes) may also be processed there. We limit any such sharing to what is strictly necessary for program delivery.
8. Data Retention
We retain personal data only for as long as necessary:
Conscious Immersion participant data (name, contact, travel information): deleted within 90 days of program completion
Health and medical data: deleted within 30 days of program completion
Conscious Conversation attendee data: deleted within 12 months of the event, unless you have opted in to ongoing communications
Event footage and photographs: retained indefinitely for archival and promotional use, where consent has been given
Conscious Strategy client contact and correspondence records: retained for the duration of the engagement and up to 2 years thereafter
Financial and billing records (all service lines): retained for 7 years in accordance with US tax law
You may request earlier deletion of your personal data (subject to legal retention requirements) by contacting us.
9. Your Rights
Depending on where you are located, you may have the following rights regarding your personal information:
Right of access: to request a copy of the personal information we hold about you
Right to rectification: to request that we correct inaccurate or incomplete information
Right to erasure: to request deletion of your personal data, subject to legal retention requirements
Right to withdraw consent: for data processed on the basis of consent, including special category data and photography/video
Right to object: to object to processing based on legitimate interests
CCPA rights (California residents): the right to know what personal information is collected, the right to request deletion, and the right to opt out of the sale of personal information. We do not sell personal information.
To exercise any of these rights, please contact us at hello [at] theconsciousgroup.co. We will respond within 30 days. If you are located in the UK and feel your concerns have not been adequately addressed, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
10. Security
We take reasonable technical and organizational measures to protect your personal information from unauthorized access, disclosure, loss, or misuse. These measures include restricting access to participant and client data on a need-to-know basis, using reputable, secure third-party platforms for bookings and payments, and promptly deleting sensitive documents once their purpose is fulfilled.
No method of data transmission or storage is entirely secure. In the event of a data breach that poses a risk to your rights, we will notify affected individuals and the relevant authorities as required by law.
11. Children's Privacy
Our services are not directed to children under 13, and we do not knowingly collect personal information from children under 13. Participants under 18 may participate in TCG programs or events only with the consent of a parent or legal guardian.
12. Cookies
Our websites may use cookies and similar technologies to support functionality and to understand visitor behavior. Essential cookies are required for the websites to operate. You can manage non-essential cookies through your browser settings, though disabling them may affect site functionality. We do not use cookies to serve personalized advertising.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will update the date at the top of this page. We encourage you to review this policy periodically. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact:
The Conscious Group, LLC
P.O. Box 332062, Nashville, TN 37203
Email: hello@theconsciousgroup.co
Website: www.theconsciousgroup.co