Privacy Policy

Last updated: August 21, 2025

The Mindful Prof LLC (“The Mindful Prof,” “we,” “our,” or “us”) respects your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you use our services, website, and related offerings (the “Services”).

By using our Services, you agree to the practices described in this Policy.

Information We Collect

We collect only the information needed to provide our Services and support our community:

• Contact Information: such as your name, email address, and phone number.
• Scheduling & Payment Information: details needed to book sessions, workshops, or events, including payment information (processed securely through trusted third-party providers such as Stripe, PayPal, or Venmo).
• Communications: information you share with us by email, text, or other messages.
• Optional Information: any notes you provide in intake forms, feedback surveys, or when you sign up for our newsletter.
• Website Analytics: limited data such as IP address, device type, and page visits, collected through basic cookies to improve our website and Services.

We do not sell your personal information.

Health and Wellness Information

Given the nature of our Services, we may collect health-related information including:

• Health history and wellness goals from intake forms.
• Notes about physical conditions, limitations, or preferences relevant to bodywork sessions.
• Wellness progress tracking information.
• Any health concerns you share during consultations.

This information is collected only with your consent and is used solely to provide safe, effective wellness services tailored to your needs. We maintain strict confidentiality of all health information in accordance with applicable privacy laws.

Emergency Information

We may collect emergency contact information for in-person sessions. This information is used only in case of medical emergency during sessions and is not shared for any other purpose.

How We Use Your Information

We use your information to:

• Provide and manage the Services you request.
• Process payments and scheduling.
• Communicate with you about appointments, updates, or events.
• Improve our Services and website.
• Send you optional newsletters or promotional materials (only if you opt in).
• Comply with legal obligations.

Sharing Your Information

We only share your information as necessary to:

• Process payments (with secure third-party payment processors).
• Manage scheduling or communications platforms (such as booking tools or email systems).
• Comply with legal obligations or protect rights and safety.

We do not share your information with affiliates, advertisers, or unrelated third parties who are not our service providers. Third-party service providers may include:

• Scheduling platforms (e.g., Acuity, Calendly)
• Email marketing services (e.g., Mailchimp, ConvertKit)
• Video conferencing platforms for virtual sessions
• Client management systems
• Website hosting and analytics services

All third-party providers are carefully selected and required to maintain appropriate security standards.

Professional Confidentiality

Information shared during our wellness sessions (somatic coaching, reiki, massage therapy) is kept confidential except where:

• You provide written consent to share information.
• Required by law (e.g., court orders, mandatory reporting requirements).
• Necessary to prevent imminent harm to you or others.
• For consultation with other healthcare professionals (with your consent).

Cookies and Analytics

Our website may use cookies or similar technologies to understand how visitors use the site and to improve your experience. You can adjust your browser settings to block cookies, though some features may not function fully.

We do not engage in targeted advertising or cross-site tracking.

Children and Teens

Our Services are intended for adults 18 and older. We do not knowingly collect information from children under 13. For wellness workshops designed for teens, parental consent will be required.

Photography and Recording

We may occasionally photograph or record workshops or events for marketing purposes. We will always obtain explicit consent before using your likeness in any promotional materials. You may withdraw consent at any time.

Your Choices

You have control over your information:

• Access & Correction: Contact us if you’d like to see or correct your personal information.
• Deletion: You may request that we delete your information, subject to legal or business needs (e.g., payment records).
• Opt Out: You may unsubscribe from marketing emails at any time using the link provided or by contacting us.

Data Security

We use reasonable safeguards to protect your information. However, no system is 100% secure, and communications like email and text may not be fully secure. Please use discretion when sharing sensitive information.

Data Retention

We keep personal information only as long as needed to provide Services, comply with legal obligations, resolve disputes, or protect our rights. After that, information will be securely deleted or de-identified.

Updates to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on our website with the “last updated” date at the top.

Contact Us

If you have any questions or wish to exercise your privacy rights, please contact us at: info@themindfulprof.com