Privacy Policy

1. Information We May Collect

We may collect information that you voluntarily provide to us, including:

• Name
• Email address
• Telephone number
• Mailing address
• Membership information
• Account and profile information
• Room and facility reservation information
• Class and workshop registrations
• Coaching appointment information
• Contact form submissions
• Event inquiries
• Professional room rental inquiries
• Payment and transaction information
• Communication preferences
• Communications with WellEmbrace
• Other information you choose to provide

Payment information may be processed by third party payment providers. WellEmbrace may not directly receive or store your complete payment card information.

2. Information Collected Automatically

When you visit our website, certain information may be collected automatically through cookies, analytics tools, and similar technologies.

• Internet Protocol address
• Browser type
• Device type
• Operating system
• Pages visited
• Time spent on the website
• Referring website
• General geographic information
• Website interactions

We may use this information to understand how visitors use our website, improve website performance and functionality, maintain security, and improve the WellEmbrace experience.

3. How We Use Your Information

WellEmbrace may use personal information to:

• Create and manage memberships
• Process membership payments
• Manage room and facility reservations
• Register participants for classes, workshops, and events
• Schedule coaching appointments
• Administer coaching services
• Manage professional room rentals
• Respond to questions and inquiries
• Send reservation confirmations and reminders
• Provide membership communications
• Communicate changes to services or reservations
• Process payments and transactions
• Maintain appropriate business records
• Improve our website and services
• Prevent fraud or misuse
• Protect the safety and security of our website, members, guests, and business
• Comply with applicable legal requirements

If you choose to receive promotional communications, we may also use your contact information to provide information about classes, workshops, events, memberships, boutique offerings, new experiences, and other WellEmbrace updates.

You may unsubscribe from promotional emails using the unsubscribe option included in those communications.

4. Membership Information

When you become a WellEmbrace member, we may collect information necessary to establish, administer, and manage your membership.

This may include your membership tier, billing status, reservations, included benefits, class registrations, account activity, and other information related to your membership.

We use this information to provide membership benefits and administer your WellEmbrace account.

5. Reservations, Classes, Workshops, and Events

When you reserve a WellEmbrace space or register for a class, workshop, gathering, or event, we may collect information necessary to process and manage your reservation or registration.

This may include your name, contact information, reservation details, payment information, attendance information, and related communications.

Some reservations and registrations may be processed using third party scheduling, membership, registration, or payment platforms.

6. Emotional Wellness Coaching Information

WellEmbrace may collect information that you voluntarily provide when scheduling or participating in emotional wellness coaching.

This may include:

• Contact information
• Appointment and scheduling information
• Coaching goals
• Information you voluntarily provide through coaching forms
• Notes reasonably necessary for providing coaching services
• Payment and transaction information
• Communications concerning your coaching relationship

WellEmbrace will use coaching related information for purposes reasonably related to providing and administering coaching services, communicating with you, maintaining appropriate business records, and meeting applicable legal obligations.

Coaching Is Not Therapy

Emotional wellness coaching provided through WellEmbrace is not psychotherapy, counseling, psychiatric care, diagnosis, medical treatment, or clinical mental health treatment.

WellEmbrace coaching does not create a therapist client, physician patient, or other licensed clinical treatment relationship.

Individuals seeking diagnosis, clinical treatment, psychotherapy, medication management, or other licensed healthcare services should consult an appropriately licensed healthcare professional.

Sensitive Information

Because coaching may involve personal conversations, we encourage clients to share only information reasonably necessary for the coaching relationship.

Please do not submit highly sensitive medical, psychiatric, clinical, financial, or other sensitive information through general website contact forms, standard email, or other communication channels that have not been designated for receiving such information.

Coaching Privacy and Confidentiality

WellEmbrace will treat information shared during coaching with care and will not intentionally disclose coaching information except as reasonably necessary to provide services, operate the business, comply with legal obligations, protect rights or safety, or when disclosure is otherwise authorized by the individual.

Coaching confidentiality is not the same as the legally protected confidentiality that may apply to communications with certain licensed healthcare professionals.

Additional confidentiality expectations and limitations may be addressed in the coaching agreement provided before coaching services begin.

7. Emergencies and Safety Related Disclosures

WellEmbrace coaching services and the WellEmbrace website are not emergency or crisis response services.

Information may be disclosed when WellEmbrace reasonably believes disclosure is required by law or reasonably necessary to address an immediate threat to the safety of an individual or others, protect legal rights, respond to lawful government requests, or address suspected fraud or unlawful activity.

8. Independent Licensed Mental Health Professionals

Licensed therapists, counselors, psychologists, social workers, or other licensed professionals may independently provide services from professional space located within WellEmbrace.

These professionals are independent practitioners unless WellEmbrace expressly states otherwise in writing.

The presence of an independent provider within WellEmbrace does not mean that WellEmbrace provides, directs, controls, supervises, or manages that provider's clinical services.

Information Provided Directly to an Independent Provider

Information you provide directly to an independent licensed provider is generally controlled and maintained by that provider.

Depending upon the provider and services involved, this may include:

• Intake forms
• Clinical records
• Therapy or counseling notes
• Diagnoses
• Treatment plans
• Health information
• Insurance information
• Clinical communications
• Appointment records maintained by the provider
• Billing information maintained by the provider

Independent providers are responsible for their own privacy practices, professional records, informed consent documents, licenses, insurance arrangements, legal obligations, and compliance with laws and professional standards applicable to their practice.

Provider Privacy Policies

An independent licensed provider may provide you with their own privacy notice, privacy policy, informed consent documents, or other required disclosures.

You should review those documents carefully because the provider's privacy practices may differ from those of WellEmbrace.

Information provided directly to an independent provider is governed by that provider's applicable policies and legal obligations rather than this WellEmbrace Privacy Policy, except to the extent WellEmbrace separately receives or controls particular information.

9. Scheduling With Independent Providers

In some circumstances, WellEmbrace may provide general information about independent professionals who practice from space within WellEmbrace or may provide a way to connect with those professionals.

Unless expressly stated otherwise, the independent provider is responsible for establishing the professional relationship, determining services, setting rates, determining insurance participation, scheduling clinical services, maintaining clinical records, and providing required privacy notices.

If WellEmbrace receives limited information for the purpose of facilitating an inquiry or appointment request, we will use that information only as reasonably necessary to facilitate the requested communication and administer our business operations.

10. HIPAA and Health Information

WellEmbrace provides emotional wellness coaching and other nonclinical wellness experiences and does not represent that all information provided directly to WellEmbrace is protected health information under the federal Health Insurance Portability and Accountability Act, commonly known as HIPAA.

Whether HIPAA applies to an independent licensed healthcare professional depends on that provider's practice and applicable law.

Independent providers are responsible for determining and complying with their own obligations regarding HIPAA, health records, patient privacy, and other healthcare privacy requirements.

You should direct questions concerning the privacy of clinical records or health information maintained by an independent provider directly to that provider.

11. Separation of Coaching and Clinical Records

WellEmbrace intends to maintain a clear distinction between WellEmbrace coaching and wellness information and clinical information maintained by independent licensed providers.

WellEmbrace does not routinely request access to therapy notes, diagnoses, treatment plans, or other clinical records maintained by independent providers merely because those professionals rent or use space within WellEmbrace.

An independent provider's use of WellEmbrace space does not automatically give WellEmbrace access to that provider's client records.

Likewise, an independent provider does not automatically receive access to information maintained by WellEmbrace concerning memberships, coaching, purchases, classes, or other WellEmbrace activities.

Information will only be shared when appropriately authorized, reasonably necessary for a requested service, or otherwise permitted or required by applicable law.

12. Bookstore and Boutique

The WellEmbrace Bookstore and Boutique operates as an in person retail experience.

If you contact us regarding products, special events, boutique offerings, or other retail matters, we may collect information necessary to respond to your request.

Boutique merchandise is not currently offered for online purchase through the WellEmbrace website.

13. Payments

WellEmbrace may use third party payment processors to process membership fees, reservations, coaching sessions, classes, workshops, rentals, and other purchases.

Payment processors may collect information such as your name, billing information, payment card information, and transaction details.

Their collection, processing, retention, and use of information are governed by their own terms and privacy practices.

WellEmbrace generally does not need to receive or maintain your complete payment card number when payments are processed through an external payment processor.

14. Third Party Service Providers

WellEmbrace may use third party companies and technology providers to help operate our business and provide services.

• Website hosting
• Membership management
• Scheduling and reservations
• Payment processing
• Email communications
• Customer relationship management
• Forms and registrations
• Analytics
• Cloud storage
• Business administration

These providers may receive access to information as reasonably necessary to provide services to WellEmbrace or as otherwise permitted by applicable law.

Third party providers maintain their own privacy and security practices.

15. Cookies and Website Technologies

Our website may use cookies and similar technologies to improve functionality, remember preferences, analyze website traffic, understand how visitors interact with our website, and maintain website security.

You may be able to control cookies through your browser settings.

Disabling certain cookies may affect how some website features function.

16. How We Share Information

WellEmbrace does not sell personal information in the ordinary course of business.

We may disclose or share information with:

• Service providers assisting with business operations
• Payment processors
• Scheduling and membership platforms
• Technology providers
• Professional advisors
• Government agencies or law enforcement when legally required
• Other parties when reasonably necessary to protect rights, safety, property, or prevent fraud
• Other parties with your authorization or at your direction

We may also disclose information in connection with a merger, acquisition, restructuring, financing transaction, sale, or transfer of some or all WellEmbrace business assets, subject to applicable law.

17. Data Security

WellEmbrace takes reasonable administrative, technical, and physical measures designed to protect personal information against unauthorized access, disclosure, misuse, alteration, destruction, or loss.

We seek to limit access to personal information to individuals and service providers who reasonably require access for legitimate business purposes.

However, no method of electronic transmission, electronic storage, or information security system can guarantee absolute security.

18. Data Retention

WellEmbrace may retain personal information for as long as reasonably necessary to:

• Provide requested services
• Administer memberships
• Maintain reservation records
• Administer coaching relationships
• Complete transactions
• Maintain financial and business records
• Resolve disputes
• Enforce agreements
• Protect legal rights
• Meet tax, accounting, regulatory, or other legal obligations

When information is no longer reasonably necessary, we may delete, anonymize, or securely dispose of it as appropriate.

Independent mental health professionals determine their own retention periods for clinical and professional records in accordance with laws and professional requirements applicable to their practices.

19. Your Privacy Choices

You may contact WellEmbrace to request that we:

• Update inaccurate personal information
• Correct your contact information
• Remove you from promotional communications
• Answer questions regarding information maintained by WellEmbrace
• Consider requests concerning deletion of certain information when legally and operationally appropriate

Certain information may need to be retained for legal, tax, financial, contractual, safety, recordkeeping, dispute resolution, or other legitimate business purposes.

Requests concerning records maintained solely by an independent licensed provider should be directed to that provider.

20. Email and Text Communications

If you provide your email address or telephone number, WellEmbrace may use that information for communications relating to memberships, reservations, coaching appointments, classes, workshops, events, rentals, purchases, or other services you request.

You may opt out of promotional communications according to the instructions provided in those communications.

Even if you opt out of promotional communications, we may continue sending transactional or service related communications reasonably necessary to administer services you requested or purchased.

21. Children's Privacy

The WellEmbrace website and general membership experience are not directed toward children under the age of 13.

WellEmbrace does not knowingly collect personal information online from children under 13 without appropriate authorization.

If we learn that information from a child under 13 has been collected in a manner inconsistent with applicable requirements, we will take reasonable steps to address the matter.

22. Links to Other Websites and Services

Our website may contain links to websites, booking systems, payment services, independent providers, or other third party services.

WellEmbrace does not control the privacy practices, security practices, content, or policies of independent third parties.

We encourage you to review the privacy policies and terms of any outside website or service before providing personal information.

23. Changes to This Privacy Policy

WellEmbrace may update this Privacy Policy as our services, technology, business practices, providers, or applicable requirements change.

When material changes are made, the revised Privacy Policy will be posted on our website with an updated effective date.

We encourage visitors and members to periodically review this Privacy Policy.

24. Contact WellEmbrace

If you have questions about this Privacy Policy, WellEmbrace privacy practices, or personal information you have provided directly to WellEmbrace, please contact us.