Privacy Policy

Who we are

Whitehead Wellness (“Whitehead Wellness,” “we,” “us,” “our”) operates the website at whiteheadwellness.com and the wellness coaching membership offered through it. We are the party responsible for the personal information described in this policy. You can reach us any time at hello@whiteheadwellness.com.

This policy covers our website and member platform. It does not cover other websites we may link to, which have their own privacy practices.

The information we collect

Information you give us

• Account details — your name, email address, username, password (stored only as a secure hash, never in plain text), your chosen Guardian, and your time zone.
• Membership and billing — the tier you join and your subscription status. Card payments are handled entirely by our payment processor, Stripe; we never see or store your full card number. We receive from Stripe only what we need to run the membership — for example a confirmation that a payment succeeded and a reference to your subscription.
• Shipping address — if you earn a physical Dragon Crest, the address you give us so Kate can mail it.
• Health-adjacent information — the wellness information you choose to share: mood check-ins, your daily intention, evening and weekly reflections, sleep, nutrition and stress logs, and evidence photos submitted to complete a Dragon Crest goal. This is explained in full on Your Health Information.
• Community content — anything you post, comment, or react to in the Community Hub, and any photo you attach.
• Messages — messages you send Kate through the platform, and anything you send us by email.

Information we collect automatically

• Technical data — your IP address, browser and device type, and pages viewed, collected through our own logs and analytics tools to keep the site secure and understand how it is used.
• Cookies and similar technologies — described under Cookies and analytics below.

We do not buy personal information about you from data brokers, and we do not build a profile of you from your activity off our platform.

Why we use it

We use the information above only for these purposes:

• To create and run your account and membership, and to provide the coaching, rituals, crests, resources, and community you signed up for.
• To take payment for your membership and prevent fraud, through our payment processor.
• To let Kate verify your goals, keep your streak and progress accurate, and support you personally.
• To operate the community and keep it kind and safe, including reviewing content that is reported.
• To send you service messages (goal verifications, crest notifications, account and billing notices) and, if you opt in, gentle reminders.
• To keep the platform secure, diagnose problems, and improve it.
• To meet legal obligations and enforce our Terms of Service.

Where the law requires a legal basis (for example under the UK/EU GDPR), we rely on performance of our contract with you, your consent (which you may withdraw), our legitimate interests in running and securing the service, and compliance with law.

Who we share it with

We do not sell your personal information, and we do not share it for anyone else’s advertising. We share it only with the service providers that make the platform work, and only as far as each needs to do its job:

We may also disclose information:

• if the law, a court, or a government authority requires it;
• to protect the rights, safety, or property of our members, the public, or Whitehead Wellness — for example in a genuine emergency; and
• to a successor if the business is ever sold or reorganised, in which case this policy continues to apply to your information.

Cookies and analytics

• Essential cookies keep you signed in and protect forms against attacks. The site cannot work without these.
• Analytics cookies (Google Analytics, and Meta Pixel where advertising is running) help us understand how the site is used, in aggregate. These are set only where permitted, and you can block them with your browser settings or a consent choice where offered.

We do not use advertising cookies to track you across unrelated websites.

How we store and protect it

Your information is stored on secured infrastructure. Connections to the site are encrypted (HTTPS). Passwords are stored only as salted hashes. Uploaded files, including evidence photos, are kept in private storage and served through time-limited, signed links rather than public URLs. Access to the admin tools that can see member data requires two-factor authentication for every administrator.

No system is perfectly secure, and we cannot promise absolute security — but we take the protection of health-adjacent information seriously and design for it.

How long we keep it

We keep your information for as long as your account is open, and for a reasonable period afterwards so we can meet legal, tax, and accounting obligations and resolve disputes. When you ask us to delete your account, we delete or de-identify your personal information within a reasonable time, except anything we are required by law to keep (for example basic billing records) or that we need to defend a legal claim. Community posts you made may remain visible after your account closes unless you remove them or ask us to.

Your choices and rights

You can, at any time:

• See the information we hold about you and correct it;
• Download a copy of the information you gave us;
• Delete your account and the personal information tied to it;
• Opt out of non-essential emails; and
• Withdraw consent where we relied on it, without affecting what came before.

Much of this you can do from your account settings. For anything else, email hello@whiteheadwellness.com and a real person will handle it. Depending on where you live, you may have additional rights under laws such as the GDPR or the California Consumer Privacy Act (CCPA) — including the right not to be treated differently for exercising them — and we will honour those. We will not charge you for a reasonable request.

Children

Whitehead Wellness is intended for adults. It is not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a child has given us information, contact us and we will remove it.

Where your information is handled

Whitehead Wellness operates from the United States, and our service providers may process your information there. If you access the platform from outside the United States, you understand that your information will be handled in the United States, whose data-protection laws may differ from those where you live.

Changes to this policy

We may update this policy as the platform grows or the law changes. When we make a material change, we will update the date at the top and, where appropriate, tell you directly. Continuing to use Whitehead Wellness after a change means you accept the updated policy.