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Privacy Policy

Effective Date: October 2025

At Look Within Holistic Coaching LLC, your privacy is respected, protected, and never treated like a marketing opportunity. This policy explains how your information is collected, used, and safeguarded when you interact with me—whether through intuitive sessions, Reiki, holistic coaching, or communication via email, text, or social media.

1. Who We Are

Look Within Holistic Coaching LLC is a spiritually guided holistic practice founded and operated by Heather Headley, RN, BSN.
All services are grounded in ethical, client-centered care that integrates evidence-based and intuitive methods.

2. What Information I Collect

I collect only what’s needed to provide services, maintain continuity, and communicate effectively. This may include:

  • Personal information: name, email address, phone number, and booking details.

  • Session information: notes or insights generated during coaching or intuitive sessions (stored privately and only with your consent).

  • Optional context: health, energetic, or spiritual background you choose to share.

  • Payment data: processed through secure third-party providers such as PayPal or Stripe—your card details are never stored by me.

  • Website analytics: Wix may collect anonymous technical data (IP address, browser type, visit duration) for performance monitoring.

  • Social interactions: if you engage with me via Instagram or other platforms, basic profile and message content may be retained per that platform’s own policy.

3. How Your Information Is Used

Your information is used to:

  • Schedule, conduct, and follow up on sessions

  • Send confirmations, reminders, or follow-up materials

  • Respond to questions or support requests

  • Deliver newsletters or updates you have opted in to receive

  • Maintain accurate records of services rendered and preferences expressed

  • Improve offerings and client experience

4. Confidentiality & Ethics

As a Registered Nurse, I adhere to strict standards of confidentiality and professional ethics.
Everything shared in session is kept private and secure unless disclosure is required by law (for example, risk of harm to self or others).

No medical diagnosis or treatment is provided. Information is never sold, rented, or disclosed to third parties without your consent.

5. Communications, Marketing & Consent

Email

Email communication is managed through Wix and Google Workspace (heather@look-within.com).
By booking or subscribing, you consent to receive session-related and, if opted in, educational or promotional emails.
You can unsubscribe from marketing emails at any time via the “unsubscribe” link or by contacting heather@look-within.com.
Transactional emails—such as confirmations, receipts, and post-session summaries—are part of the services you request.

SMS /Text Messages

Automated appointment reminders are sent through Omnisend only to individuals who have provided written consent on the booking form or consent agreement.
Manual text messages from the business number may also be used for scheduling or brief check-ins related to active services.
Message and data rates may apply; message frequency varies.
You may opt out of marketing texts at any time by replying STOP or emailing heather@look-within.com.
Transactional or service-related texts are considered essential to service delivery and are not marketing communications.

Direct Messages

Occasionally, I may reach out through email or text outside Wix or Omnisend for scheduling or follow-up purposes.
No sensitive personal or health information is transmitted without consent.

6. Data Storage, Security & Third-Party Processors

Client data is stored using encrypted, access-restricted systems.
Information may reside in one or more of the following secure services:

  • Wix – website, booking, automations, and email marketing

  • Google Workspace (Gmail & Drive) – business email and document storage

  • Apple iCloud – secure device backup and document storage

  • Local Mac computer protected by FileVault encryption and encrypted Time Machine backups

  • Zoom – remote sessions with password and waiting-room protection

  • Upheal – confidential AI-assisted note-taking for session documentation

  • Zapier – limited automation linking Wix, calendars, and Motion VA for scheduling

  • Payment processors (PayPal, Stripe) – secure financial transactions

All platforms use encryption in transit and at rest and act as data processors under their own privacy agreements.

7. Retention & Deletion

Information is retained only as long as necessary to:

  • Provide and document services you’ve requested

  • Comply with legal, accounting, and record-keeping requirements

  • Maintain continuity for returning clients

When no longer needed, data is securely deleted from active systems and backups.

8. Your Rights

You may at any time:

  • Access, update, or request deletion of your personal data

  • Withdraw consent for marketing communications

  • Request a summary of session-related information on file

  • Limit communication to specific channels (e.g., email only)

Requests can be sent to heather@look-within.com.

9. Minors

Services are offered only to clients aged 18 and older. No data is knowingly collected from minors without verified parental consent.

10. Policy Updates

This policy may be updated periodically to reflect new services, technology changes, or legal requirements.
The most recent version will always be posted here with the effective date listed above.

11. Contact

For privacy questions or data requests, contact:

Heather Headley, RN, BSN
Look Within Holistic Coaching LLC
Email: heather@look-within.com
Address: 18 Myrtle Street, Medford, Oregon
Instagram: @lookwithinintuitive

Last Updated: October 2025

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