Privacy Policy

Effective Date: January 10, 2026

HeartsMind Institute (“HeartsMind,” “we,” “our,” or “us”) respects your privacy. This Policy explains information we collect, use, and share when you visit our website, contact us, participate in a consultation, or receive health coaching and strategy services.

1. Information We Collect

Contact: name, email, phone, and other contact details you submit.

Health: health history, symptoms, concerns, and relevant information you voluntarily share during consultations or through forms; information provided for coaching; and session notes.

Payments: Stripe processes payment and recurring billing information. We do not intend to store full payment-card details ourselves.

Website: Google Analytics may collect website usage, pages visited, and interaction information.

2. How We Use Information

We use information to respond to inquiries; communicate; schedule and provide consultations, coaching, and strategy; review information you share; develop coaching strategies and track progress; process payments; manage client relationships; improve our website; maintain records; and comply with legal obligations.

3. Health Information

You may voluntarily share health history, symptoms, and relevant health information during consultations or through forms. We use it to understand your concerns and provide coaching and strategy services. Our services do not replace medical care, diagnosis, or treatment by your healthcare professionals. We may maintain health information and session notes in Practice Better or Healthie, depending on the tools we use. Avoid sending detailed health information through general website forms or ordinary email unless directed to a secure method.

4. How We Share Information

We may share information with service providers: Webflow (website/forms); Stripe (payments); Google Analytics (analytics); email providers (communications); Practice Better or Healthie (client management, health history, relevant health information, and notes); and Zoom or platform-provided tools (virtual sessions and related features), as applicable.

We may use AI-assisted tools to create, organize, or summarize session notes or client information. Recording, transcription, or AI documentation may occur only when enabled and appropriately disclosed.

We will provide relevant notice and take reasonable steps to protect information. Providers process information under their applicable terms. Where required, we will enter appropriate agreements and configure services for the information handled. We may disclose information when required by law, to protect our rights, or with your consent. We do not sell personal information.

5. Payments

Payments are processed through Stripe. You are responsible for managing and canceling recurring payment authorization through the available Stripe process. Stripe’s own privacy terms apply to its processing.

6. Analytics and Cookies

Google Analytics helps us understand website use. It may use cookies or similar technologies. You may manage cookies through browser settings. Analytics and cookie practices depend on website configuration.

7. Security and Retention

We take reasonable steps to protect information from unauthorized access, use, disclosure, or loss. We retain information as reasonably necessary to provide services, maintain records, comply with law, resolve disputes, and enforce agreements. Electronic storage and transmission cannot be guaranteed completely secure.

8. Privacy Rights

Depending on your location and applicable law, you may request access, correction, or deletion of certain information, ask how it is used, or withdraw consent where processing relies on consent. Contact us below.

We may verify identity and retain information when legally required or for legitimate business purposes.

9. Children

Our website and services are not intended for children under 18. We do not knowingly collect their personal information through our website. Contact us if you believe a child has submitted information.

10. Third-Party Websites

Our website may link to third-party websites. We are not responsible for their privacy practices; review their policies before providing information.

11. Changes

We may update this Policy as our services, technology, or legal obligations change. Updates will be posted with a revised effective date.

12. Contact

HeartsMind Institute

heartsmind.org