Privacy Policy

inHERgy Wellness LLC ("inHERgy," "we," "us") respects your privacy. This policy explains what information we collect through our website, how we use it, and the choices you have.

Information we collect

• Information you give us: when you submit our booking or contact form, we receive the details you provide — such as your name, email address, phone number, preferred dates, and your message.
• Health and intake information: for individual stretching sessions, we ask you to complete a health screening, client profile, and liability waiver. Group-class attendees complete a waiver; Mindset Coaching clients complete a pre-session questionnaire. This may include health conditions, medications, injuries, activity level, and an emergency contact. We collect this only to plan your sessions safely — it is not shared publicly and is not used for any purpose beyond preparing for your coaching.
• Mailing list information: if you choose to join our mailing list — through the signup box in our website footer, or by ticking the optional box on our booking or enquiry form — we store your email address, your name if you gave us one, the date you signed up, which form you used, and the IP address the signup came from. We keep the IP address for one reason only: so we can show, if anyone ever asks, that a subscription was genuinely requested rather than added without permission.
• Signature evidence: when you sign the liability waiver, or acknowledge the coaching terms on the pre-session questionnaire, we record the date and time, the IP address and the browser it was signed from, alongside your typed name. This is what lets an electronic signature stand as evidence of your agreement; it is used for nothing else.
• Session notes: after a session, Coach Tiffany may write a short private note about what you worked on and what to pick up next time. These notes are for her session preparation and are not routinely emailed to clients. Our authorized technical administrator, Donald Roberts, also has access to the private portal and database for support. Notes follow the database retention schedule below.
• Automatic information: like most websites, our hosting provider may log basic technical data (such as browser type and pages visited) to keep the site running and secure.

How we use your information

• To respond to your booking requests and questions
• To schedule and confirm sessions, classes, and events
• To review your health and intake information before your first session, so we can coach you safely and appropriately for your body and goals
• To contact your emergency contact only if a genuine safety situation requires it
• To send you information you've asked for about our services
• If — and only if — you joined our mailing list, to send you wellness notes, class announcements and event invitations

We do not sell, rent, or trade your personal information. Ever. Your health information is treated as sensitive and is accessible to Coach Tiffany, our authorized technical administrator Donald Roberts, and the service providers below as needed to operate the system.

Service providers

We use a small number of trusted providers to run our website and booking system, each of whom processes your information only to deliver their service to us:

• Netlify — hosts our website and processes booking submissions
• Supabase — securely stores booking and intake form data in a private database
• Calendly — powers our session scheduling calendar
• Anthropic — shortly after you send us your pre-session questionnaire or intake, we use Anthropic's Claude service to draft a short private summary that helps Coach Tiffany prepare for your session. Only your first name, the service you booked, and your questionnaire answers (for coaching) or the goals section of your intake — your goals in your own words, experience, what attracted you to inHERgy, preferred time of day and motivation — are sent; the dedicated health-screening, contact-detail and waiver fields are excluded. Your free-text answers may contain personal or health information you choose to include. The summary is stored in the private portal, where Coach Tiffany and our authorized administrator can read it after signing in. Coach Tiffany receives an email notice with the client’s name and a portal link, not the summary text or questionnaire answers. It is not routinely sent to clients. Because these are your own words, please include only what you are comfortable being processed this way. Under Anthropic's commercial API terms, this information is not used to train their models.
• Google (Gmail) — delivers our confirmation and notification emails. New staff notices include the client’s name and a link to the signed-in portal; they do not include health-screening answers, questionnaire answers, waiver details, emergency-contact details or AI prep-brief text. Earlier intake-summary emails may still exist in our inbox.
• FormSubmit — delivers general contact and event-request messages to our inbox
• Brevo — sends our mailing-list newsletters and announcements. If you join our mailing list, your email address and name are shared with Brevo so it can send you those emails, and so that unsubscribing takes effect everywhere at once. Brevo is used only for mailing-list email — it never receives your health or intake information, and it is not involved in booking or in any email about a session you have booked.
• Square — provides optional hosted payment pages. If you choose to pay online, you leave our website and give your payment information directly to Square; card details never pass through or stay on our website.
• Cloudflare — is our domain registrar and DNS provider, forwards email sent to our hello@ address into our inbox, and provides privacy-focused website analytics. It receives limited technical information about visits, such as the page viewed, approximate location, browser type and device type. We do not place advertising cookies or use this information to identify individual visitors.
• GitHub — stores our website's code and runs the automatic weekly backup of our database. That backup contains everything described above, including health screenings and waivers, and is transferred to a GitHub-hosted runner for encryption. The runner temporarily processes the unencrypted export and a passphrase stored in GitHub Secrets. Only the encrypted backup is retained as an artifact, for 90 days; the workflow removes its temporary plaintext files. Our administrator also retains the passphrase for recovery.
• Google Fonts — supplies the typefaces used across this site. Your browser requests them from Google, which receives your IP address and browser type in the process. No booking, intake or contact information is involved, and the private links in our emails carry no readable address for Google to see.

Our mailing list

Joining our mailing list is always optional and always something you choose — we never add an address because someone booked a session, filled in a form, or gave us their details for another reason.

• You confirm it yourself. If you sign up through the box in our website footer, we email you a confirmation link and add you only once you tap it. If you never tap it, you are not on the list and you will not hear from us again.
• Leaving takes one tap. Every marketing email we send carries an unsubscribe link at the bottom. It removes you straight away, automatically, with no email to send and nobody to ask. You can also change your name, or rejoin, from that same page.
• One unsubscribe covers everything. Our emails may carry two unsubscribe links — ours and one added by Brevo, the service that sends them. Either one works, and either one removes you from both our records and Brevo's, so you never have to unsubscribe twice or wonder whether it took.
• Once you've unsubscribed, forms can't put you back. If you later book a session or send us an enquiry, ticking the mailing-list box will not silently re-add you — we'll email you a confirmation link instead, and you rejoin only if you choose to.
• Emails about your session are different, and they keep coming. Your intake forms link, your booking confirmation, your reschedule link and your session reminder are not marketing — they are about an appointment you have booked. Unsubscribing from the mailing list does not stop them, deliberately: we would never want you to miss a session because of an email setting. To cancel a session itself, use the link in your booking email, or call or text us.
• We don't track whether you opened it. We do not use tracking pixels or read receipts in our emails.

We do not sell, rent, trade or share our mailing list. It is not used for anything except sending you what you signed up for.

How long we keep information

Our database retention rule removes health screenings, pre-session questionnaires, signed waivers and Coach Tiffany's private session notes once the records are over three years old and no booking has been created for you in the last three years. An automatic monthly check applies that rule. Earlier intake summaries and other copies in our email inbox are outside this automatic database cleanup; removing those copies requires a separate inbox review. New staff notifications contain only the client’s name and a portal link, without the submitted answers or private brief. Intake-form links are removed 90 days after they are issued (they stop working after 7 days, so this is comfortably after they expire). Booking and contact records (your name, email, phone, the service and dates) are kept as ordinary business records; they contain no health information.

For safety we keep an encrypted backup of our records for 90 days, so information we delete disappears from those backups within 90 days as well. If you would like your health or intake information deleted sooner, just ask and we will remove it by hand.

If you unsubscribe from our mailing list, we keep a record that you asked to be removed rather than deleting the entry outright. That record is what makes sure you are never accidentally added back. If you would prefer it erased completely, just ask and we will remove it.

Your choices

• You may contact us at any time to ask what information we hold about you, or to request correction or deletion.
• You may leave our mailing list at any time using the unsubscribe link at the bottom of any marketing email — it takes effect immediately. You can also reply "stop", email us, or call or text, and we will remove you by hand.
• You may correct the name we hold for you, or rejoin the list, from the same preferences page that unsubscribe link opens.

Children's privacy

Our website and services are intended for adults. We do not knowingly collect information from children under 13.

Changes to this policy

If we update this policy, we will post the new version on this page with a new "last updated" date.

Contact us

Questions about this policy or your information:
inHERgy Wellness LLC · Hampton Roads, Virginia
inhergywellness@gmail.com · (757) 346-4861