Introduction
This Privacy Policy explains what information ND Wellness Solutions LLC collects when you visit ndwellness.hair, book a consultation, join a class, enroll a team in a corporate program or register for a retreat, and what we do with that information. The wellness services described on this website are developed and operated by the developer NDWellness on behalf of ND Wellness Solutions LLC, a company organized under the laws of the United States and based at 5532 Lillehammer Ln Ste 200, Park City - 84098-6079, United States (US).
We built this policy to be read by real people rather than lawyers alone. It is deliberately long because wellness work involves health adjacent information, scheduling details and payment records, and because we believe you deserve to see the whole picture in one place. If anything here is unclear, our privacy team will happily walk you through it by email or phone using the contact details at the end of this page.
By using this website or our services you agree to the practices described in this policy. If you disagree with any part of it, please contact us before sharing personal information, and we will explain what alternatives exist for receiving basic information about our programs.
Scope of This Policy
This policy applies to the website located at ndwellness.hair, to all pages and subpages published under that domain, and to the coaching, workshop, corporate program, class and retreat services that ND Wellness Solutions LLC provides directly to clients. It covers information collected online through forms and email, and information collected in person at our studio or at retreat venues when that information reaches our administrative systems.
The policy does not apply to the internal practices of other companies. For example, if a retreat venue, a payment processor, an insurance provider or an employer sponsoring a corporate program collects information under its own procedures, that collection is governed by the privacy notice of the organization concerned. We encourage you to read those notices, and where we act as a service provider for an employer sponsored program, the sponsoring organization remains the controller of program data while we process it on documented instructions.
This policy also does not cover third party websites linked from our pages. When you follow a link to an external site, the privacy practices of that site take over, and we recommend reviewing them before sharing any personal details.
Information We Collect
We collect several categories of information, always limited to what the relationship reasonably requires.
Contact and identity details. When you submit a form, book a session or register for a retreat we collect your name, email address, telephone number and, for corporate programs, your role and the name of your organization. Retreat registrations may also include emergency contact details that you choose to provide.
Wellness context. For coaching engagements we collect the information you share in intake conversations and questionnaires, such as sleep patterns, stress levels, movement habits, nutrition preferences and goals. This information is sensitive in nature even though our services are educational and not medical, so we handle it with stricter internal safeguards.
Scheduling and payment records. We keep records of bookings, attendance, invoices and payment status. Full card numbers are never stored on our systems; payments are handled by established processors who return only a confirmation and a reference.
Technical data. Like most websites we receive standard log information from our hosting provider, including IP address, browser type, device category, referring page and the times of requests. This data supports security, troubleshooting and aggregate statistics.
Messages. If you write to us by email or through the contact form, we retain the message and our reply so the team can see the history of the conversation.
How We Collect Information
Most information reaches us directly from you, and we consider that the healthiest channel. You provide details when you complete the contact form, request a consultation, register for a class or retreat, sign a coaching agreement, complete an intake questionnaire, or speak with a coach during a session. Notes from coaching conversations are written by your coach and stored in your client record.
A smaller portion arrives automatically as you browse. Our hosting infrastructure records request logs, and privacy respecting analytics help us understand which pages are useful. We do not run advertising networks across the site, and we do not buy audience profiles from data brokers.
A third channel is indirect and comes from organizations that sponsor corporate programs. When an employer engages us, a coordinator may provide a list of eligible participants with names and work email addresses so that we can invite them to sessions. Participants can always opt out of those invitations, and we tell sponsored participants at the first session exactly what is shared back with their employer, which is limited to aggregate attendance and program feedback and never individual coaching content.
Finally, we may receive information when you interact with our email newsletters, such as whether an email was opened, so we can improve relevance and retire content nobody reads.
How We Use Your Information
We use the information we hold to deliver the services you asked for and to keep the relationship safe and workable. Concretely, we use it to schedule and conduct consultations, coaching sessions, classes and workshops; to prepare written plans and progress summaries; to administer corporate programs and report aggregate outcomes to sponsors; to organize retreat logistics such as venues, meals that respect stated dietary needs and activity rosters; to send confirmations, reminders and follow up materials; to issue invoices and receipts; to answer questions sent to note@ndwellness.hair or by phone; and to maintain the security and performance of the website.
We also use aggregate, de identified information to improve our curriculum. For example, knowing that a hydration workshop consistently raises reported afternoon energy helps us refine the material for the next cohort. Aggregates never identify an individual client.
We do not sell personal information. We do not use coaching notes, intake answers or session recordings for advertising, and we do not build behavioral profiles for commercial purposes. When we want to share a client story on the website we ask for written permission first and use only the details the client approved.
Legal Bases for Processing
Where privacy law requires a legal basis for processing personal data, we rely on the following grounds, applied in a way that matches the purpose of each activity.
Contract. Most processing is necessary to perform the agreement you enter when you book a session, join a program or register for a retreat. Without your contact details and wellness context we literally cannot prepare a plan or reserve a place.
Legitimate interests. We process limited technical logs and security records because running a safe, functioning website is a legitimate interest, balanced against your expectations and rights. We also rely on legitimate interests for retaining basic records of transactions for accounting defense.
Consent. Optional communications such as the newsletter, non essential cookies where they are used, and any photography at retreats that might appear in promotional material rely on consent, which you may withdraw at any time through the unsubscribe link or by contacting us.
Legal obligation. Some retention and disclosure is required by tax, accounting and consumer protection rules, and we process only what those rules demand.
If you have questions about which basis applies to a specific activity, write to our privacy team and we will explain in plain language.
Analytics and Third Party Services
To understand how the website serves visitors we use privacy respecting analytics that report aggregate figures such as page views, visit duration and approximate region. These reports do not name individuals, and we configure the tooling to avoid collecting precise location or cross site identifiers.
We rely on a small set of service providers to operate the business: a hosting provider for the website, an email platform for newsletters and confirmations, a scheduling tool for bookings, and payment processors for transactions. Each provider processes data only to deliver its function, under contractual confidentiality and security obligations, and none of them is authorized to use client information for its own marketing.
When our corporate programs are delivered inside client organizations, we may use the collaboration platforms the organization already runs, such as its video conferencing or intranet, in which case those platforms log activity under the policies of the organization concerned.
We review this list periodically and update this section when a significant provider is added or removed. The current version of the list is available on request from the privacy team.
Communications We Send
Transactional messages are part of the service: booking confirmations, schedule reminders, session summaries, invoices and retreat logistics. These are sent to the address or number you gave us and are necessary for the engagement to function.
Occasional newsletters share seasonal guidance, studio news and early access to retreat dates. Every newsletter carries an unsubscribe link, and removal is processed promptly. Choosing not to receive newsletters never affects your access to booked services.
Phone contact works both ways. You may call the studio during business hours, and if you leave a message or request a callback, we use your number only for that conversation and for scheduling you asked for. We do not operate automated robocalls or text blasts, and we do not sell contact lists to telemarketers.
If we ever need to contact sponsored participants in a corporate program outside scheduled sessions, we write to work addresses, keep the tone administrative rather than promotional, and offer a simple opt out in the first message.
Data Retention
We keep personal information only as long as the purpose for which it was collected remains alive, plus any period the law requires.
Coaching records, including intake profiles and session notes, are retained for the duration of the engagement and for up to three years afterwards, so returning clients can resume without restarting from zero. After that window the record is deleted or reduced to a minimal summary the client can request.
Corporate program rosters are retained for two years after program completion to support follow up sessions, then destroyed. Retreat registrations, including dietary and emergency contact details, are deleted within ninety days after the retreat ends unless the participant asks us to keep preferences for future events.
Invoices and payment confirmations are kept for the period mandated by tax law, typically seven years in the United States, stored with restricted access. Website request logs are kept for ninety days for security review, then purged on rotation. Newsletter subscriptions last until you unsubscribe.
When retention ends, deletion is performed by removing records from active systems and from backups as backup cycles expire. We do not retain shadow copies outside the schedule described here.
International Data Transfers
Our primary operations sit in the United States, and the main copies of client records are stored on servers located there. Visitors and clients from other regions should therefore understand that information submitted through the website will be processed in the United States, where data protection standards differ from those in the European Union, the United Kingdom or other jurisdictions.
When we engage a service provider that processes data in another country, we select reputable providers, require contractual safeguards such as standard contractual clauses where applicable, and limit what is transferred to the minimum needed for the task. Retreats occasionally involve venues outside the United States; in those cases attendee lists travel to the destination country under the same safeguards and only for the duration of the event plus its immediate follow up.
Clients in the European Union and the United Kingdom retain the rights described in the Your Privacy Rights section regardless of where processing occurs, and our privacy team is trained to honor those rights within the statutory response windows.
Data Security
We apply layered, practical safeguards rather than grand claims. Data in transit is protected with modern transport encryption, so the connection between your browser and this website, and between your mail client and our systems, resists interception. Stored records sit behind access controls that follow the principle of least privilege, meaning a person can reach only the records their role requires.
Devices used by the team are encrypted, locked with strong authentication and updated on a defined patch cycle. Access to the administrative console requires multi factor authentication. Backups are encrypted and tested, and old credentials are revoked the day a team member or contractor leaves.
On the human side, everyone who touches client information signs a confidentiality agreement and completes annual privacy training that covers phishing, secure messaging and the special care owed to wellness context. Paper notes from in person sessions are minimized and shredded when digitized.
No system is perfect. If a breach ever affects personal information, we will investigate promptly, contain the issue, notify affected individuals and regulators where the law requires, and describe the remediation in plain terms rather than burying the facts.
Your Privacy Rights
You hold real rights over your information, and exercising them is free of charge. Depending on where you live, you may have the right to request access to the personal data we hold about you, to receive a copy in a portable format, to ask for correction of inaccurate details, to request deletion where no overriding legal duty requires retention, to restrict or object to certain processing, and to withdraw consent for optional communications at any time.
Residents of California have additional statutory rights, including the right to know the categories of information collected, the right to delete, the right to correct and the right not to be discriminated against for exercising privacy rights. We do not sell or share personal information as those terms are defined by California law. Residents of the European Union, the United Kingdom, Switzerland and a growing list of US states enjoy analogous rights under their local frameworks.
To make a request, write to note@ndwellness.hair or call +18782990815. We verify identity with reasonable questions, respond within the windows the applicable law sets, and explain any denial with the specific legal ground. You may also lodge a complaint with your local supervisory authority, though we would appreciate the chance to resolve the matter first.
Privacy for Children
The services of ND Wellness Solutions LLC are designed for adults. We do not knowingly collect personal information from children under the age of thirteen through this website, and we do not target coaching, workshop or retreat marketing at children.
Participants in movement and stress management sessions are expected to be adults or, where a program is designed for families, to attend together with a parent or guardian who provides consent and supervision. Corporate programs are offered through employers to their adult workforces.
If a parent or guardian believes a child under thirteen has provided personal information to us, they should contact the privacy team immediately. We will verify the relationship, delete the information from active systems and from backups as backup cycles allow, and confirm the deletion in writing.
Teenagers between thirteen and the age of majority who wish to use any service require the consent of a parent or guardian, and the parent or guardian remains the point of contact for all privacy matters connected to that engagement, including access, correction and deletion requests.
Do Not Track Signals
Some browsers offer a Do Not Track setting that sends a signal indicating a preference against cross site tracking. There is currently no uniform industry standard for interpreting that signal, and this website contains no advertising trackers that would act on it.
Because our analytics are aggregate and privacy respecting, and because we run no cross site advertising pixels, the practical effect of a Do Not Track preference on this site is minimal: your visit is counted anonymously in page statistics and nothing follows you elsewhere. If a binding standard emerges, we will review our handling and update this section accordingly.
Browser level controls such as blocking third party cookies, using private browsing windows and clearing storage all work normally on this site and will not break access to public pages. If you want confirmation of exactly what is stored on your device during a visit, write to the privacy team and we will describe the current cookie set in detail.
Changes to This Privacy Policy
Wellness practice evolves, service providers change and the law develops, so this policy will be revised occasionally. When we make changes we publish the new version on this page with a fresh effective date at the top, and the historical substance of our commitments does not silently shrink.
For material changes, meaning changes that affect how existing client information is used or shared in a new way, we take extra steps: clients with an active engagement receive an email summary of what changed, and where a change requires a new permission under applicable law, we ask for that permission before proceeding rather than assuming it.
We encourage you to revisit this page periodically, especially before providing new categories of information or booking a retreat, since the version in force at the time of collection governs that collection. Continued use of the website after a revision takes effect constitutes acceptance of the revised policy for new interactions.
Superseded versions are retained internally so we can demonstrate what was promised at any point in time, and any client may request a copy of the version that applied during their engagement.
Contact Our Privacy Team
Questions, requests and concerns about privacy are handled by a real team, not a ticket black hole. Write to note@ndwellness.hair with the subject line Privacy Request, or call +18782990815 during studio hours, and we will respond within two business days, usually sooner.
Written correspondence may also be sent by post to ND Wellness Solutions LLC, 5532 Lillehammer Ln Ste 200, Park City - 84098-6079, United States (US). Please include the email address or phone number associated with your engagement so we can locate your record quickly and verify identity without friction.
If your concern involves a coach or a specific session, mention that context and the matter will be routed to a senior team member rather than the coach involved, so you can speak freely. We take every privacy question seriously, and the fastest way to keep your record accurate is to tell us when something changes.