Privacy Policy

Last updated 6 August 2026

This explains what we hold about you, why, how long, and what you can tell us to do about it. It is written to be read rather than to be survived, so it is in plain sentences and in the order things actually happen.

Sauna4Soul is made by EK Wood, SIA, registered in Latvia (reg. 43603060539). We are the controller of everything described here. Write to [email protected] about any of it.

Configuring and ordering a sauna

When you configure a sauna and send it to us, we receive what you chose along with your name, email, telephone number, country and delivery address, and anything you wrote in the notes. We use it to answer you, to prepare an offer, and — if you go ahead — to build and deliver the sauna and to issue the invoice.

Orders and invoices are kept for as long as accounting law requires us to keep them. An enquiry that never becomes an order is kept while it is still live and then removed.

Files you send us

A bespoke enquiry lets you attach photographs of the site, drawings or a PDF. Those files are stored on servers in the European Union, are never public, and are only opened by us in connection with your enquiry. They are kept with the enquiry they belong to. If you would like them removed sooner, write to us.

Saving a configuration for later

If you ask us to email a configuration to you, we keep that configuration, your email address and the name you gave, so that the link works when you come back and so that the price stays as it was for ninety days.

During that time we send you up to three short reminders. Every one of them carries a link that stops them immediately, and stopping them does not remove your saved configuration. The record deletes itself ninety-five days after you saved it — five days after the price expires — unless it has become an order, in which case the order is kept as described above.

The map, and asking who is near you

Our map exists so that somebody thinking about a sauna can find a real person to talk to before deciding. It shows three different things, and they are not the same kind of information.

• Ambassadors and local contacts — people who have joined the programme. A first name, the town or region they gave us, and the ways they have agreed to be reached.
• Partners — companies that sell our saunas. A company name and the town they trade in, which are public business facts.
• Saunas already standing — a flag for a delivered sauna, carrying the model and nothing else.

The flags, and why they are not about you

When a sauna is finished and delivered, a flag appears on the map. It holds the model, a country, and a point that we deliberately move: it is placed at a fixed distance of between eighteen and fifty kilometres from the town, in a direction worked out from the order number.

The offset is calculated once and stored, so the flag never moves again. That matters more than it sounds: a point that jumped to a new random place on every visit could be averaged out over enough visits and the real town recovered. This one cannot.

The flag carries no name, no address, no order number, no price and nothing that identifies a household. We derive the point from the town you gave us, never from the delivery address. If you would still rather your sauna was not shown at all, write to us and we will remove it.

If you ask who is near you

The form on the map asks where you are, and then your name and email if you would like to reach the people it found. We look your town up once to measure distances and we do not store the town itself.

We do keep the enquiry: your name, your email, the country you are in, and which people we showed you. It is a message from someone considering a sauna, and answering it properly is the reason the map exists.

An enquiry deletes itself ninety days after you sent it, unless it has become an order. That is the same rule as a saved configuration, for the same reason.

The ambassador programme

The programme is open to people aged 18 or over. Some of our customers, and some people who do not own a sauna at all, take part in it. An ambassador is someone a prospective buyer can speak to before deciding: a person in their country, often in their own language, who will answer honestly. This section explains what we hold about them and what we do with it. If you are not in the programme, none of it applies to you.

If you apply to join

When you send us an application we collect your name, email address, phone number, country, region or town, the languages you speak, how you came to know the product, your confirmation that you are 18 or over, and anything else you choose to write to us. We ask for a phone number because being reachable is what the role consists of.

We do not ask for your date of birth. Your confirmation is enough, and asking for more than we need would create a problem of its own.

We process this to decide whether to accept you, which we do on the basis of your consent in sending it. A person reads every application.

The form is also checked for automated submissions, so that the notifications and messages a real application triggers are not spent on machines. This uses a service provided by Cloudflare, who already host our systems, and it does not build a profile of you or track you across other websites.

If we accept you, the information becomes part of your record with us and is kept for as long as you are in the programme. If we do not accept you, we keep the application for 12 months and then delete it — so that we recognise you if you write again, and so that we can account for how we decided. You may ask us to delete it sooner and we will.

What being an ambassador means for your details

Joining the programme means agreeing to be found. That is the whole of it, and it is worth being plain rather than delicate about what follows.

Your first name, your town or region, and the ways you chose to be reachable — email, telephone, or both — are shown on our map to people looking for someone near them. You are not asked again each time somebody looks: you agreed once, when you joined, and that agreement is what puts you there.

You choose which of those ways is shown, and you can change or withdraw any of them whenever you like. Removing your telephone number takes effect immediately, and so does leaving the programme.

We never publish your address. The map shows a town or a region, never a house and never a street. If you agree to show your sauna to somebody, that is arranged between the two of you, and what you tell them and when is yours to decide.

We also record which languages you can talk in, whether you own a Sauna4Soul, and short notes of our own about working with you.

Keeping you informed

Being in the programme means we send you what you need in order to do it: what is new, what buyers are asking at the moment, and what to tell them. This goes by email, and also by SMS if you are a local contact rather than an owner, since you will be answering questions about saunas you do not have at home. We send it because you cannot speak for a product you have heard nothing about, and it stops the day you leave the programme.

Offers and promotions of the ordinary commercial sort are a different matter. Those are sent only if you have separately asked for them, and you can stop them at any time without it affecting your place in the programme.

Rewards

When a sauna is ordered by someone you have spoken to, and that order is completed and paid, you receive a share of it. To work this out and to pay it, we record which orders were attributed to you, the amount earned on each, and what has been paid out to you and when.

These are accounting records. We keep them for 7 years after the end of the financial year they belong to, as Latvian accounting law requires, and we cannot delete them earlier — including if you leave the programme or ask us to erase everything else. What tax you owe on what you receive is a matter between you and your own tax authority.

The partner programme

Companies that sell our saunas apply through a form of their own. It asks for the company — name, registration number, VAT number, country, town, website, what the company does — and for the person we will be dealing with: their name, role, email, telephone and languages.

The VAT number is checked against the European Commission’s VIES register when it is entered, and we keep what that register answered together with the date and its reference. We do that because reverse charge on an unverified number is our liability, not yours, and because it decides what your invoices carry.

An accepted partner’s company name and town are shown publicly on our map, marked as a partner, so that a buyer nearby can be sent to you. Nothing about the individual people at the company is shown there.

The account belongs to the company rather than to an email address. When somebody leaves, their access is withdrawn and the new person is added; the company record, its prices and its order history are untouched. A former colleague’s row stays in our history, marked as no longer there.

Partner orders, invoices and payment records are kept as accounting law requires, like any other order.

The chat assistant on our website

The chat window on our site is answered by an automated assistant, not by a person, and it says so. What you type, what it replies, and a session identifier are stored in our own database so that a conversation can be continued and so that we can answer if you ask a question the assistant could not.

To produce a reply, the text of the conversation is sent to Anthropic, the provider of the language model behind it. It is used to generate that answer and nothing else. Where you leave an email address, it reaches a person at Sauna4Soul.

Please don’t type anything sensitive into a chat window — here or anywhere else. It is a good rule generally, and it is a better rule than any promise we could make about it.

The passport on your sauna

Each sauna carries a small plate with a code. Scanning it opens a page showing what that sauna is made of, when it was finished and how long its warranty runs.

That page holds nothing about you: no name, no address, no price, no order number. The address behind the code cannot be guessed and is not listed anywhere, so it is readable only by someone standing at the sauna or holding the link.

Where everything is kept

Our order database is hosted by Cloudflare in the European Union. Email and SMS are sent through Brevo.

When an ambassador or a partner tells us their town, we look up its coordinates once through OpenStreetMap so that it can appear on the map. We send the town and the country, never a street address and never anything about the person. What we store afterwards is a point at town level — not a building, and not an address.

Backups

The database is copied once a night to storage in the European Union, so that nothing is lost if something goes wrong. Recent daily copies and one copy per month are kept, and older ones are removed automatically. A backup is reachable only by us.

Because a backup is a picture of the database as it was that night, a record you ask us to delete will survive in older backups until those are removed in turn. We delete it from the live database straight away, and it disappears from the backups as they age out. This is the ordinary way backups work, and we mention it rather than leave it unsaid.

Who else sees your details

Orders, applications and enquiries are notified to our own staff through Telegram, and that notification includes the name and contact details in question. Telegram is not established in the European Union. If you would rather we did not, tell us and we will use email or the telephone instead.

Beyond that, everything is held in the systems already named: our database with Cloudflare in the European Union, and Brevo for email and SMS. We do not sell anything about you to anybody, and there is nothing further to disclose.

The website itself

If you leave a comment we collect what the comment form shows, along with your IP address and browser string, to help spam detection. Comments and their metadata are kept so that follow-up comments can be approved automatically.

An anonymised string made from your email address may be sent to the Gravatar service to see whether you use it; their policy is at automattic.com/privacy. After a comment is approved, your profile picture is visible with it.

Cookies: leaving a comment can save your name, email and website for a year if you choose. Logging in sets cookies for two days, or two weeks with “Remember me”, and a screen-options cookie for a year. Editing an article saves a cookie holding only that article’s id, for a day.

Articles may include embedded content from other websites, which behaves exactly as if you had visited that site: it may collect data about you, set cookies and track your interaction with it.

If you upload images, avoid ones carrying embedded location data — anyone can extract it from a published image.

Your rights

You can ask us what we hold about you, ask us to correct it, ask us to delete it, or ask for a copy in a portable form. You can object to how we use it and, where we rely on your consent, withdraw that consent at any time — withdrawing it does not affect anything done before you did.

If you are in the ambassador programme you can also, at any time and without giving a reason:

• change which ways a buyer may reach you, or withdraw all of them;
• leave the programme entirely;
• stop receiving offers, separately from anything else;
• ask us to delete what we hold — subject to the reward records above, which we are required to keep.

Write to [email protected] and we will deal with it. If you think we have handled your information badly and we have not put it right, you may complain to the Data State Inspectorate (Datu valsts inspekcija) in Latvia, or to the supervisory authority in your own country.

Privacy Policy

Last updated 6 August 2026

This explains what we hold about you, why, how long, and what you can tell us to do about it. It is written to be read rather than to be survived, so it is in plain sentences and in the order things actually happen.

Sauna4Soul is made by EK Wood, SIA, registered in Latvia (reg. 43603060539). We are the controller of everything described here. Write to [email protected] about any of it.

Configuring and ordering a sauna

When you configure a sauna and send it to us, we receive what you chose along with your name, email, telephone number, country and delivery address, and anything you wrote in the notes. We use it to answer you, to prepare an offer, and — if you go ahead — to build and deliver the sauna and to issue the invoice.

Orders and invoices are kept for as long as accounting law requires us to keep them. An enquiry that never becomes an order is kept while it is still live and then removed.

Files you send us

A bespoke enquiry lets you attach photographs of the site, drawings or a PDF. Those files are stored on servers in the European Union, are never public, and are only opened by us in connection with your enquiry. They are kept with the enquiry they belong to. If you would like them removed sooner, write to us.

Saving a configuration for later

If you ask us to email a configuration to you, we keep that configuration, your email address and the name you gave, so that the link works when you come back and so that the price stays as it was for ninety days.

During that time we send you up to three short reminders. Every one of them carries a link that stops them immediately, and stopping them does not remove your saved configuration. The record deletes itself ninety-five days after you saved it — five days after the price expires — unless it has become an order, in which case the order is kept as described above.

The map, and asking who is near you

Our map exists so that somebody thinking about a sauna can find a real person to talk to before deciding. It shows three different things, and they are not the same kind of information.

• Ambassadors and local contacts — people who have joined the programme. A first name, the town or region they gave us, and the ways they have agreed to be reached.
• Partners — companies that sell our saunas. A company name and the town they trade in, which are public business facts.
• Saunas already standing — a flag for a delivered sauna, carrying the model and nothing else.

The flags, and why they are not about you

When a sauna is finished and delivered, a flag appears on the map. It holds the model, a country, and a point that we deliberately move: it is placed at a fixed distance of between eighteen and fifty kilometres from the town, in a direction worked out from the order number.

The offset is calculated once and stored, so the flag never moves again. That matters more than it sounds: a point that jumped to a new random place on every visit could be averaged out over enough visits and the real town recovered. This one cannot.

The flag carries no name, no address, no order number, no price and nothing that identifies a household. We derive the point from the town you gave us, never from the delivery address. If you would still rather your sauna was not shown at all, write to us and we will remove it.

If you ask who is near you

The form on the map asks where you are, and then your name and email if you would like to reach the people it found. We look your town up once to measure distances and we do not store the town itself.

We do keep the enquiry: your name, your email, the country you are in, and which people we showed you. It is a message from someone considering a sauna, and answering it properly is the reason the map exists.

An enquiry deletes itself ninety days after you sent it, unless it has become an order. That is the same rule as a saved configuration, for the same reason.

The ambassador programme

The programme is open to people aged 18 or over. Some of our customers, and some people who do not own a sauna at all, take part in it. An ambassador is someone a prospective buyer can speak to before deciding: a person in their country, often in their own language, who will answer honestly. This section explains what we hold about them and what we do with it. If you are not in the programme, none of it applies to you.

If you apply to join

When you send us an application we collect your name, email address, phone number, country, region or town, the languages you speak, how you came to know the product, your confirmation that you are 18 or over, and anything else you choose to write to us. We ask for a phone number because being reachable is what the role consists of.

We do not ask for your date of birth. Your confirmation is enough, and asking for more than we need would create a problem of its own.

We process this to decide whether to accept you, which we do on the basis of your consent in sending it. A person reads every application.

The form is also checked for automated submissions, so that the notifications and messages a real application triggers are not spent on machines. This uses a service provided by Cloudflare, who already host our systems, and it does not build a profile of you or track you across other websites.

If we accept you, the information becomes part of your record with us and is kept for as long as you are in the programme. If we do not accept you, we keep the application for 12 months and then delete it — so that we recognise you if you write again, and so that we can account for how we decided. You may ask us to delete it sooner and we will.

What being an ambassador means for your details

Joining the programme means agreeing to be found. That is the whole of it, and it is worth being plain rather than delicate about what follows.

Your first name, your town or region, and the ways you chose to be reachable — email, telephone, or both — are shown on our map to people looking for someone near them. You are not asked again each time somebody looks: you agreed once, when you joined, and that agreement is what puts you there.

You choose which of those ways is shown, and you can change or withdraw any of them whenever you like. Removing your telephone number takes effect immediately, and so does leaving the programme.

We never publish your address. The map shows a town or a region, never a house and never a street. If you agree to show your sauna to somebody, that is arranged between the two of you, and what you tell them and when is yours to decide.

We also record which languages you can talk in, whether you own a Sauna4Soul, and short notes of our own about working with you.

Keeping you informed

Being in the programme means we send you what you need in order to do it: what is new, what buyers are asking at the moment, and what to tell them. This goes by email, and also by SMS if you are a local contact rather than an owner, since you will be answering questions about saunas you do not have at home. We send it because you cannot speak for a product you have heard nothing about, and it stops the day you leave the programme.

Offers and promotions of the ordinary commercial sort are a different matter. Those are sent only if you have separately asked for them, and you can stop them at any time without it affecting your place in the programme.

Rewards

When a sauna is ordered by someone you have spoken to, and that order is completed and paid, you receive a share of it. To work this out and to pay it, we record which orders were attributed to you, the amount earned on each, and what has been paid out to you and when.

These are accounting records. We keep them for 7 years after the end of the financial year they belong to, as Latvian accounting law requires, and we cannot delete them earlier — including if you leave the programme or ask us to erase everything else. What tax you owe on what you receive is a matter between you and your own tax authority.

The partner programme

Companies that sell our saunas apply through a form of their own. It asks for the company — name, registration number, VAT number, country, town, website, what the company does — and for the person we will be dealing with: their name, role, email, telephone and languages.

The VAT number is checked against the European Commission’s VIES register when it is entered, and we keep what that register answered together with the date and its reference. We do that because reverse charge on an unverified number is our liability, not yours, and because it decides what your invoices carry.

An accepted partner’s company name and town are shown publicly on our map, marked as a partner, so that a buyer nearby can be sent to you. Nothing about the individual people at the company is shown there.

The account belongs to the company rather than to an email address. When somebody leaves, their access is withdrawn and the new person is added; the company record, its prices and its order history are untouched. A former colleague’s row stays in our history, marked as no longer there.

Partner orders, invoices and payment records are kept as accounting law requires, like any other order.

The chat assistant on our website

The chat window on our site is answered by an automated assistant, not by a person, and it says so. What you type, what it replies, and a session identifier are stored in our own database so that a conversation can be continued and so that we can answer if you ask a question the assistant could not.

To produce a reply, the text of the conversation is sent to Anthropic, the provider of the language model behind it. It is used to generate that answer and nothing else. Where you leave an email address, it reaches a person at Sauna4Soul.

Please don’t type anything sensitive into a chat window — here or anywhere else. It is a good rule generally, and it is a better rule than any promise we could make about it.

The passport on your sauna

Each sauna carries a small plate with a code. Scanning it opens a page showing what that sauna is made of, when it was finished and how long its warranty runs.

That page holds nothing about you: no name, no address, no price, no order number. The address behind the code cannot be guessed and is not listed anywhere, so it is readable only by someone standing at the sauna or holding the link.

Where everything is kept

Our order database is hosted by Cloudflare in the European Union. Email and SMS are sent through Brevo.

When an ambassador or a partner tells us their town, we look up its coordinates once through OpenStreetMap so that it can appear on the map. We send the town and the country, never a street address and never anything about the person. What we store afterwards is a point at town level — not a building, and not an address.

Backups

The database is copied once a night to storage in the European Union, so that nothing is lost if something goes wrong. Recent daily copies and one copy per month are kept, and older ones are removed automatically. A backup is reachable only by us.

Because a backup is a picture of the database as it was that night, a record you ask us to delete will survive in older backups until those are removed in turn. We delete it from the live database straight away, and it disappears from the backups as they age out. This is the ordinary way backups work, and we mention it rather than leave it unsaid.

Who else sees your details

Orders, applications and enquiries are notified to our own staff through Telegram, and that notification includes the name and contact details in question. Telegram is not established in the European Union. If you would rather we did not, tell us and we will use email or the telephone instead.

Beyond that, everything is held in the systems already named: our database with Cloudflare in the European Union, and Brevo for email and SMS. We do not sell anything about you to anybody, and there is nothing further to disclose.

The website itself

If you leave a comment we collect what the comment form shows, along with your IP address and browser string, to help spam detection. Comments and their metadata are kept so that follow-up comments can be approved automatically.

An anonymised string made from your email address may be sent to the Gravatar service to see whether you use it; their policy is at automattic.com/privacy. After a comment is approved, your profile picture is visible with it.

Cookies: leaving a comment can save your name, email and website for a year if you choose. Logging in sets cookies for two days, or two weeks with “Remember me”, and a screen-options cookie for a year. Editing an article saves a cookie holding only that article’s id, for a day.

Articles may include embedded content from other websites, which behaves exactly as if you had visited that site: it may collect data about you, set cookies and track your interaction with it.

If you upload images, avoid ones carrying embedded location data — anyone can extract it from a published image.

Your rights

You can ask us what we hold about you, ask us to correct it, ask us to delete it, or ask for a copy in a portable form. You can object to how we use it and, where we rely on your consent, withdraw that consent at any time — withdrawing it does not affect anything done before you did.

If you are in the ambassador programme you can also, at any time and without giving a reason:

• change which ways a buyer may reach you, or withdraw all of them;
• leave the programme entirely;
• stop receiving offers, separately from anything else;
• ask us to delete what we hold — subject to the reward records above, which we are required to keep.

Write to [email protected] and we will deal with it. If you think we have handled your information badly and we have not put it right, you may complain to the Data State Inspectorate (Datu valsts inspekcija) in Latvia, or to the supervisory authority in your own country.

Privacy Policy

Last updated 6 August 2026

This explains what we hold about you, why, how long, and what you can tell us to do about it. It is written to be read rather than to be survived, so it is in plain sentences and in the order things actually happen.

Sauna4Soul is made by EK Wood, SIA, registered in Latvia (reg. 43603060539). We are the controller of everything described here. Write to [email protected] about any of it.

Configuring and ordering a sauna

When you configure a sauna and send it to us, we receive what you chose along with your name, email, telephone number, country and delivery address, and anything you wrote in the notes. We use it to answer you, to prepare an offer, and — if you go ahead — to build and deliver the sauna and to issue the invoice.

Orders and invoices are kept for as long as accounting law requires us to keep them. An enquiry that never becomes an order is kept while it is still live and then removed.

Files you send us

A bespoke enquiry lets you attach photographs of the site, drawings or a PDF. Those files are stored on servers in the European Union, are never public, and are only opened by us in connection with your enquiry. They are kept with the enquiry they belong to. If you would like them removed sooner, write to us.

Saving a configuration for later

If you ask us to email a configuration to you, we keep that configuration, your email address and the name you gave, so that the link works when you come back and so that the price stays as it was for ninety days.

During that time we send you up to three short reminders. Every one of them carries a link that stops them immediately, and stopping them does not remove your saved configuration. The record deletes itself ninety-five days after you saved it — five days after the price expires — unless it has become an order, in which case the order is kept as described above.

The map, and asking who is near you

Our map exists so that somebody thinking about a sauna can find a real person to talk to before deciding. It shows three different things, and they are not the same kind of information.

• Ambassadors and local contacts — people who have joined the programme. A first name, the town or region they gave us, and the ways they have agreed to be reached.
• Partners — companies that sell our saunas. A company name and the town they trade in, which are public business facts.
• Saunas already standing — a flag for a delivered sauna, carrying the model and nothing else.

The flags, and why they are not about you

When a sauna is finished and delivered, a flag appears on the map. It holds the model, a country, and a point that we deliberately move: it is placed at a fixed distance of between eighteen and fifty kilometres from the town, in a direction worked out from the order number.

The offset is calculated once and stored, so the flag never moves again. That matters more than it sounds: a point that jumped to a new random place on every visit could be averaged out over enough visits and the real town recovered. This one cannot.

The flag carries no name, no address, no order number, no price and nothing that identifies a household. We derive the point from the town you gave us, never from the delivery address. If you would still rather your sauna was not shown at all, write to us and we will remove it.

If you ask who is near you

The form on the map asks where you are, and then your name and email if you would like to reach the people it found. We look your town up once to measure distances and we do not store the town itself.

We do keep the enquiry: your name, your email, the country you are in, and which people we showed you. It is a message from someone considering a sauna, and answering it properly is the reason the map exists.

An enquiry deletes itself ninety days after you sent it, unless it has become an order. That is the same rule as a saved configuration, for the same reason.

The ambassador programme

The programme is open to people aged 18 or over. Some of our customers, and some people who do not own a sauna at all, take part in it. An ambassador is someone a prospective buyer can speak to before deciding: a person in their country, often in their own language, who will answer honestly. This section explains what we hold about them and what we do with it. If you are not in the programme, none of it applies to you.

If you apply to join

When you send us an application we collect your name, email address, phone number, country, region or town, the languages you speak, how you came to know the product, your confirmation that you are 18 or over, and anything else you choose to write to us. We ask for a phone number because being reachable is what the role consists of.

We do not ask for your date of birth. Your confirmation is enough, and asking for more than we need would create a problem of its own.

We process this to decide whether to accept you, which we do on the basis of your consent in sending it. A person reads every application.

The form is also checked for automated submissions, so that the notifications and messages a real application triggers are not spent on machines. This uses a service provided by Cloudflare, who already host our systems, and it does not build a profile of you or track you across other websites.

If we accept you, the information becomes part of your record with us and is kept for as long as you are in the programme. If we do not accept you, we keep the application for 12 months and then delete it — so that we recognise you if you write again, and so that we can account for how we decided. You may ask us to delete it sooner and we will.

What being an ambassador means for your details

Joining the programme means agreeing to be found. That is the whole of it, and it is worth being plain rather than delicate about what follows.

Your first name, your town or region, and the ways you chose to be reachable — email, telephone, or both — are shown on our map to people looking for someone near them. You are not asked again each time somebody looks: you agreed once, when you joined, and that agreement is what puts you there.

You choose which of those ways is shown, and you can change or withdraw any of them whenever you like. Removing your telephone number takes effect immediately, and so does leaving the programme.

We never publish your address. The map shows a town or a region, never a house and never a street. If you agree to show your sauna to somebody, that is arranged between the two of you, and what you tell them and when is yours to decide.

We also record which languages you can talk in, whether you own a Sauna4Soul, and short notes of our own about working with you.

Keeping you informed

Being in the programme means we send you what you need in order to do it: what is new, what buyers are asking at the moment, and what to tell them. This goes by email, and also by SMS if you are a local contact rather than an owner, since you will be answering questions about saunas you do not have at home. We send it because you cannot speak for a product you have heard nothing about, and it stops the day you leave the programme.

Offers and promotions of the ordinary commercial sort are a different matter. Those are sent only if you have separately asked for them, and you can stop them at any time without it affecting your place in the programme.

Rewards

When a sauna is ordered by someone you have spoken to, and that order is completed and paid, you receive a share of it. To work this out and to pay it, we record which orders were attributed to you, the amount earned on each, and what has been paid out to you and when.

These are accounting records. We keep them for 7 years after the end of the financial year they belong to, as Latvian accounting law requires, and we cannot delete them earlier — including if you leave the programme or ask us to erase everything else. What tax you owe on what you receive is a matter between you and your own tax authority.

The partner programme

Companies that sell our saunas apply through a form of their own. It asks for the company — name, registration number, VAT number, country, town, website, what the company does — and for the person we will be dealing with: their name, role, email, telephone and languages.

The VAT number is checked against the European Commission’s VIES register when it is entered, and we keep what that register answered together with the date and its reference. We do that because reverse charge on an unverified number is our liability, not yours, and because it decides what your invoices carry.

An accepted partner’s company name and town are shown publicly on our map, marked as a partner, so that a buyer nearby can be sent to you. Nothing about the individual people at the company is shown there.

The account belongs to the company rather than to an email address. When somebody leaves, their access is withdrawn and the new person is added; the company record, its prices and its order history are untouched. A former colleague’s row stays in our history, marked as no longer there.

Partner orders, invoices and payment records are kept as accounting law requires, like any other order.

The chat assistant on our website

The chat window on our site is answered by an automated assistant, not by a person, and it says so. What you type, what it replies, and a session identifier are stored in our own database so that a conversation can be continued and so that we can answer if you ask a question the assistant could not.

To produce a reply, the text of the conversation is sent to Anthropic, the provider of the language model behind it. It is used to generate that answer and nothing else. Where you leave an email address, it reaches a person at Sauna4Soul.

Please don’t type anything sensitive into a chat window — here or anywhere else. It is a good rule generally, and it is a better rule than any promise we could make about it.

The passport on your sauna

Each sauna carries a small plate with a code. Scanning it opens a page showing what that sauna is made of, when it was finished and how long its warranty runs.

That page holds nothing about you: no name, no address, no price, no order number. The address behind the code cannot be guessed and is not listed anywhere, so it is readable only by someone standing at the sauna or holding the link.

Where everything is kept

Our order database is hosted by Cloudflare in the European Union. Email and SMS are sent through Brevo.

When an ambassador or a partner tells us their town, we look up its coordinates once through OpenStreetMap so that it can appear on the map. We send the town and the country, never a street address and never anything about the person. What we store afterwards is a point at town level — not a building, and not an address.

Backups

The database is copied once a night to storage in the European Union, so that nothing is lost if something goes wrong. Recent daily copies and one copy per month are kept, and older ones are removed automatically. A backup is reachable only by us.

Because a backup is a picture of the database as it was that night, a record you ask us to delete will survive in older backups until those are removed in turn. We delete it from the live database straight away, and it disappears from the backups as they age out. This is the ordinary way backups work, and we mention it rather than leave it unsaid.

Who else sees your details

Orders, applications and enquiries are notified to our own staff through Telegram, and that notification includes the name and contact details in question. Telegram is not established in the European Union. If you would rather we did not, tell us and we will use email or the telephone instead.

Beyond that, everything is held in the systems already named: our database with Cloudflare in the European Union, and Brevo for email and SMS. We do not sell anything about you to anybody, and there is nothing further to disclose.

The website itself

If you leave a comment we collect what the comment form shows, along with your IP address and browser string, to help spam detection. Comments and their metadata are kept so that follow-up comments can be approved automatically.

An anonymised string made from your email address may be sent to the Gravatar service to see whether you use it; their policy is at automattic.com/privacy. After a comment is approved, your profile picture is visible with it.

Cookies: leaving a comment can save your name, email and website for a year if you choose. Logging in sets cookies for two days, or two weeks with “Remember me”, and a screen-options cookie for a year. Editing an article saves a cookie holding only that article’s id, for a day.

Articles may include embedded content from other websites, which behaves exactly as if you had visited that site: it may collect data about you, set cookies and track your interaction with it.

If you upload images, avoid ones carrying embedded location data — anyone can extract it from a published image.

Your rights

You can ask us what we hold about you, ask us to correct it, ask us to delete it, or ask for a copy in a portable form. You can object to how we use it and, where we rely on your consent, withdraw that consent at any time — withdrawing it does not affect anything done before you did.

If you are in the ambassador programme you can also, at any time and without giving a reason:

• change which ways a buyer may reach you, or withdraw all of them;
• leave the programme entirely;
• stop receiving offers, separately from anything else;
• ask us to delete what we hold — subject to the reward records above, which we are required to keep.

Write to [email protected] and we will deal with it. If you think we have handled your information badly and we have not put it right, you may complain to the Data State Inspectorate (Datu valsts inspekcija) in Latvia, or to the supervisory authority in your own country.