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At Heartwood Wellness Co., your privacy is deeply important. I believe that a safe coaching relationship starts with transparency. This Privacy Policy outlines how I collect, use, and protect your information when you visit my website and use my services.
When you interact with my site, I may collect information you voluntarily provide, including:
Contact Information: Your name, email address, and phone number when you fill out a contact form, booking form, or newsletter sign-up.
Coaching Intention Data: Any wellness goals, background context, or personal notes you choose to share with me in your initial outreach and subsequent sessions.
Automatically Collected Information (Cookies): When you browse the site, certain information about your device and website usage is automatically collected via Google Analytics. This may include your IP address, browser type, and pages visited, which helps me improve the website experience. You can disable cookies in your browser settings if you prefer.
I use the information I collect strictly to:
Respond to your initial inquiries and schedule coaching sessions.
Prepare for our coaching sessions and tailor our wellness partnership to your specific goals.
Send you direct communications regarding your appointments or coaching agreement.
Send you wellness-related newsletters and other curated content, which you may unsubscribe from at any time.
I do not sell, rent, or share your personal information with third parties for marketing purposes. Period.
I implement standard administrative and technical security measures to safeguard your personal information. However, please note that no method of transmission over the internet is 100% secure. While I strive to protect your data, I cannot guarantee its absolute security.
My website may include links to third-party scheduling platforms (Cal.com) or external e-commerce sites (Gumroad). I encourage you to review the privacy policies of those specific platforms, as I do not control their independent data practices.
I may update this Privacy Policy from time to time to reflect changes in my practices. Any updates will be posted on this page with a revised effective date.
If you have any questions or concerns about how your data is handled, please reach out to me directly at elliott@heartwoodwellnessco.com.
Welcome to Heartwood Wellness Co. By accessing this website or engaging in my coaching services, you agree to comply with and be bound by the following Terms of Service. Please read them carefully.
Heartwood Wellness Co. provides community-focused health and wellness coaching.
Coaching vs. Medical Treatment: Coaching is a peer-supported method of collaborative goal-setting and accountability. It is not medical, clinical, or mental health treatment.
No Diagnosis/Prescriptions: I do not diagnose health conditions, treat illness, or prescribe medications or clinical treatments. My coaching is a tool to help you build sustainable habits and manage daily stress, acting as a partner in your personal wellness journey.
Optional Grounding Techniques: Coaching services may include brief, voluntary techniques to support nervous system regulation, such as conscious breathing, guided meditation, or gentle movement. These practices are always optional and rooted in client consent. You are encouraged to honor your body, modify or pause any exercise at any time, and communicate your needs. These exercises are non-medical, and you remain responsible for consulting a qualified healthcare provider regarding any physical or medical conditions prior to participating.
Emergency Situations: My services are completely non-clinical. If you are experiencing a medical or mental health emergency—before, during, or after a session—please disconnect and contact 911, your primary care physician, or local emergency services immediately. Because remote sessions take place via video without real-time location tracking, I am unable to call emergency services on your behalf to dispatch assistance to your physical location.
Board Hours Tracking: I am currently logging hours toward a Board Certification with the National Board of Health and Wellness Coaches (NBHWC). By booking free or paid coaching sessions with me, all clients agree to be included in an anonymous log of my first 50 coaching sessions. This log will be shared with the NBHWC and will include a generic client number, session length, and a general description of what was discussed during the session with no identifying information.
Confidentiality: While general session topics are shared in the aforementioned coaching log, the details of all coaching sessions and any correspondence between client and coach will be kept strictly confidential unless there is perceived or threatened harm to the coach, client, or other parties, in which case the Terms of Service will be considered void.
Suicidality: As a trained QPR Gatekeeper, I recognize that suicidality can be a challenging subject for many people. I also recognize that the threat of institutionalization can be very real. If a client presents as suicidal, I may ask direct questions about plans or intent in the interest of client safety. However, I am not a mental health professional and have neither the authority nor the desire to institutionalize anyone. As a health coach I can only hold space for clients to process difficult feelings, and will do my best to connect clients with desired resources for services that are outside my scope of practice.
Initial Sessions: As of this current policy revision, all initial 60-minute coaching sessions are complementary. New clients are not obligated to sign up for further paid sessions. However, all clients are subject to these Terms and must agree to them by clicking the checkbox upon their first booking on Cal.com.
Pricing: Current pricing is listed on the Coaching & Pricing page and is subject to change at any time. Ongoing clients will be notified of any pricing changes with the option to cancel without penalty.
Sessions: With the exception of 90-minute deep dives and pre-approved accomodations, all coaching sessions are 60 minutes long. All sessions are conducted via Google Meet.
Voxer: After the initial free session, clients who sign up for monthly ongoing coaching packages will have access to asynchronous coaching via the Voxer app. Messages may be either texts or voice memos, and I ask that clients limit voice memos to 3 minutes or less. Voxer messages will be monitored at least once a day during business hours Monday through Thursday and Friday mornings. Responses should not be expected on Friday afternoons, during weekends or on holidays. I am not a crisis line and Voxer should not be used as such.
Async-only Packages: Clients who sign up for async-only packages will not receive live coaching sessions, and are subject to the same Terms and expectations as ongoing coaching clients.
Texts & Emails: Regular texts and emails will be used for scheduling and other non-coaching purposes only. I will do my best to respond to general inquiries within 48 business hours (Monday through Friday, not including holidays).
Late Arrivals: Clients are responsible for showing up to sessions on time as scheduled. Clients who are more than 15 minutes late without prior notice will be considered a No Show.
Cancellations & No Shows: All clients are subject to a "3 strikes" rule. Clients get one free pass for non-emergency cancellations or no shows made with less than 24 hours' notice. A second incident will result in the loss of that session without refund, and a third will result in a termination of the coaching relationship without refund.
Termination: Both the coach and the coachee reserve the right to terminate the coaching agreement and professional relationship at any time, for any reason.
All original text, layout structures, and media assets on heartwoodwellnessco.com and Gumroad are the property of Heartwood Wellness Co. LLC and may not be reproduced without explicit permission.
Heartwood Wellness Co. LLC and its coach are not liable for any direct or indirect outcomes resulting from behavioral changes or goals set during coaching sessions. Clients assume full personal responsibility for their health choices, lifestyle adjustments, and physical activities. No specific outcomes are guaranteed.
These terms are governed by and construed in accordance with the laws of the State of Michigan, without regard to conflict of law principles. Any legal actions or disputes must be handled within Kent County, Michigan.
At Heartwood Wellness Co., inclusivity, equity, and dignity are not just checkboxes—they are the foundational roots of my practice. I believe that true individual well-being cannot exist without collective liberation.
Heartwood Wellness Co. explicitly prohibits discrimination, harassment, or the denial of services based on race, color, religion, creed, national origin, ancestry, age, physical or mental disability (including neurodivergence and executive dysfunction), medical condition, genetic information, marital status, sex, sexual orientation, gender identity, gender expression, military or veteran status, socioeconomic background or any other protected status.
LGBTQIA2S+ Affirming: This is a safe, celebratory, and affirming environment for all sexual orientations, romantic orientations, and gender identities. Your pronouns, chosen name, and lived experiences are respected without question.
Neurodivergent & Accommodation-Focused: As an AuDHD-led practice, I recognize that mainstream systems fail non-linear brains. I am committed to providing necessary accommodations to ensure my coaching, communication, and resources are accessible, dopamine-friendly, and supportive of your unique nervous system.
Disability Justice & Dynamic Access: I recognize that traditional wellness spaces are deeply ableist and physically exclusionary. Whether you navigate chronic illness, chronic pain, a physical disability, or a dynamic disability where your capacity changes from day to day, your physical reality is respected here. I am committed to hosting sessions in digitally accessible spaces, offering flexible pacing, and ensuring that our coaching accommodates your physical body and energy levels exactly as they are.
Health Equity & Body Sovereignty: I reject restrictive, fatphobic, and ableist frameworks of wellness. Your body belongs entirely to you, and our work together will always honor your autonomy, personal values, and capacity.
Anti-Racist: As a white person, I acknowledge the deep roots of racism within my body and spirit and the impact of this and the settler colonialism that has been perpetrated by myself and my ancestors. I honor the work of Black, Indigenous and other People of Color and their wisdom, especially in the healing and wellness space. I acknowledge that perfectionism is a tool of white supremacy and that healing from collective and historical trauma takes time, work, and the willingness to be uncomfortable.
If you require specific accessibility accommodations—such as closed captioning, camera-off options, flexible session lengths, or alternative document formats—to comfortably engage with my services, website, or sessions, please let me know. I am fully committed to collaborating with you to create a space where you can safely exit survival mode. I also welcome feedback on my website and related pages via direct email at elliott@heartwoodwellnessco.com.