What we hold, and what we are not
Your health information
You are going to tell us some genuinely personal things — how you slept, how you are eating, how heavy this week has been. You should know exactly what we hold, and exactly what we are, before you share any of it.
First, the important part
Whitehead Wellness is wellness coaching. It is not medical care, and it is not therapy.
Kate is a wellness coach. She is not your doctor, your therapist, or your dietitian, and nothing on this platform is a diagnosis, a treatment plan, or medical advice. The Guardians are characters in a story we tell to make wellness feel possible — they are not clinicians, and neither is anything that speaks in their voice.
For any medical concern, please talk to a licensed professional. Please do not use anything here in place of care you need. If you are in crisis or in danger, contact your local emergency services or a crisis line right away.
The honest list
What we collect, and where you give it
All of it is health-adjacent. All of it is something you choose to hand us. None of it is gathered quietly in the background while you are not looking.
| What you share | Where you share it |
|---|---|
| Evidence photos | Submitted when you complete a Dragon Crest goal |
| Mood check-ins | The Daily Ritual |
| Your intention — today’s one thing | The Daily Ritual |
| Evening reflections | The Daily Ritual |
| Day 1 and Day 7 reflection answers | The weekly ritual cycle |
| Sleep, nutrition, and stress logs | Submitted as evidence for Dragon Crest goals |
| Anything you post in the community | The Community Hub — written by you, seen by other members |
We hold these for three reasons and no others: so Kate can verify your goals, so your streak and your progress are genuinely yours, and so the community can celebrate with you when something goes right.
Nothing here is a file being built on you.
Who ever sees it
Kate, and only the people helping her run Whitehead Wellness who genuinely need to, see what you share — and only for the reasons above: to verify your goals, keep your progress accurate, and support you. Access to the admin tools that can view member information requires two-factor authentication for every administrator.
Anything you post in the community is, by its nature, visible to other members of the community — that is what the community is for. Everything else (your check-ins, reflections, logs, and evidence photos) is not shown to other members.
We do not sell your health-adjacent information, and we do not share it for advertising — ever. The only outside parties involved are the service providers that host and secure the platform on our behalf, listed in our Privacy Policy. Uploaded files, including evidence photos, are kept in private storage and served through time-limited, signed links — not public URLs.
How long we keep it, and how to remove it
We hold your information for as long as your account is open, so your streak and history stay yours. Evidence photos are kept while they support a goal or an earned crest; you can ask us to remove a specific one sooner. When you close your account, we delete or de-identify your personal information within a reasonable time — except anything we are required by law to keep, or need to resolve a dispute.
You can see, correct, download, or delete your information at any time. Some of this you can do from your account settings; for anything else, email us and a real person will handle it. Full details of your rights are in our Privacy Policy.
One thing worth saying plainly
This is not a medical record, and we are not a covered entity
Because Whitehead Wellness is wellness coaching and not medical care, Kate is not a HIPAA-covered health provider, and what you share here is not a medical record in the legal sense. That does not make it less private to us. We treat this information as genuinely personal and protect it accordingly — we simply want you to understand exactly what it is, and what it is not, before you share it.