Privacy Policy
Last Updated: September 20, 2026
Heartwise Animal Wellness, LLC respects your privacy and is committed to handling your personal information responsibly when you visit our website, book a session, complete an intake form, make a payment, or communicate with us.
This Privacy Policy should be read together with the Heartwise Animal Wellness Terms & Conditions.
Key Points
We collect information needed to schedule and provide remote animal communication and energy wellness services.
We do not sell or rent your personal information.
Information about your animal, including photographs and wellness details, is used for session preparation and service delivery and is not used publicly without your permission.
We use third-party providers, including Squarespace, Acuity Scheduling, payment processors, and email providers, to operate our business.
Depending on where you live, you may have rights to access, correct, delete, or restrict the use of your personal information.
1. Information We Collect
Heartwise Animal Wellness may collect personal information that you voluntarily provide, including:
Your name
Email address
Phone number
Billing information
Appointment and scheduling information
Information submitted through contact forms
Information submitted through intake forms
Information about your animal
Photographs of your animal
Information about your animal’s behavior, health, medications, veterinary care, or wellness concerns
Questions or messages you submit
Session-related communications and notes
Information necessary to process payments or respond to requests
We may also collect certain technical information automatically when you visit the website, such as:
IP address
Browser type
Device type
Pages visited
Referring website
Approximate geographic location
Website usage and interaction data
Information collected through cookies, Squarespace, analytics tools, or similar technologies
Please provide only information that is relevant to your requested service. Heartwise does not intentionally request or require sensitive personal information about you when it is not necessary for the service.
2. How We Use Your Information
Heartwise Animal Wellness may use your information to:
Schedule and manage appointments
Provide animal communication and energy wellness services
Prepare for your session
Communicate with you before and after appointments
Send appointment confirmations, reminders, and follow-up messages
Process payments
Provide session notes or related materials
Respond to questions or contact requests
Maintain business, tax, accounting, and financial records
Improve website functionality and client experience
Protect against fraud, misuse, or security concerns
Investigate and respond to suspected security incidents
Comply with applicable legal or regulatory obligations
Enforce our Terms & Conditions and other agreements
Heartwise does not sell or rent your personal information.
Marketing and Service Communications
Service-related emails may be sent because they are necessary to perform a service you requested or because they support Heartwise’s legitimate business interests, such as appointment administration, client communications, and service follow-up.
Marketing or promotional emails will be sent only where permitted by applicable law, generally based on your consent or an existing customer relationship with an option to opt out.
You may unsubscribe from marketing communications at any time by using the unsubscribe option provided or by contacting us. Opting out of marketing communications will not prevent us from sending transactional, appointment-related, security, or other service messages necessary to provide services you requested.
3. Animal Information and Photographs
Heartwise Animal Wellness may request information about your animal, including:
Photographs
Behavioral observations
Medical history
Medications
Veterinary information
Wellness concerns
Information about the animal’s environment, relationships, or life changes
This information is used for session preparation and service delivery.
Photographs and session information will not be used publicly for marketing, social media, testimonials, educational content, or promotional purposes without your permission.
Information about an animal may be associated with identifying information about the animal’s owner or caregiver. We handle that information as personal information where applicable.
Animal information, including information about an animal’s health, behavior, or care, may be considered sensitive in some jurisdictions when it is linked to an identifiable client. Heartwise uses such information only for the purposes described in this Privacy Policy or as otherwise permitted by law.
4. Intake Forms and Session Information
Information submitted through intake forms is used to understand your concerns, prepare for your appointment, and provide the requested service.
Because intake forms may include information related to an animal’s medical history, medications, behavior, or veterinary care, clients are encouraged to provide only information relevant to the requested service.
Heartwise Animal Wellness is not a healthcare provider or veterinary medical provider. Information submitted through forms or communications, and any session notes created by Heartwise, should not be treated as a human healthcare record, veterinary medical record, diagnosis, or professional behavioral evaluation.
Heartwise does not intentionally seek personal medical information about clients. If you voluntarily provide personal health information about yourself, we may use it only as reasonably necessary to respond to your communication or provide the requested service, subject to applicable law.
5. Scheduling Through Acuity
Heartwise Animal Wellness may use Acuity Scheduling, a Squarespace service, to manage appointments, intake forms, reminders, and related communications.
When you book an appointment, information you provide may be processed and stored by Squarespace and Acuity in accordance with their own privacy practices.
This may include:
Contact information
Appointment details
Intake form responses
Animal information
Payment-related information
Communications associated with your booking
Heartwise does not control the privacy practices, security measures, or data-retention practices of Squarespace, Acuity, or other third-party providers. You should review their applicable privacy policies and terms.
6. Payments
Payments may be processed through third-party payment providers integrated with Squarespace, Acuity, or another booking or payment platform.
Heartwise Animal Wellness does not generally receive or store your complete credit or debit card information.
Payment providers may collect and process information necessary to complete your transaction in accordance with their own privacy policies and security practices.
Heartwise may receive limited payment-related information, such as:
Payment status
Transaction date
Amount paid
Payment method type
Billing name or contact information
Information needed to resolve a payment question or dispute
7. Email Communications
If you book a session, submit a contact form, or otherwise communicate with Heartwise Animal Wellness, we may send service-related emails such as:
Booking confirmations
Appointment reminders
Intake form requests
Payment receipts
Session follow-up messages
Responses to questions
Important service updates
Privacy, security, or Terms & Conditions notices
If Heartwise offers marketing or promotional emails, you may unsubscribe from those communications at any time using the unsubscribe option provided or by contacting us.
Transactional and appointment-related messages may still be sent when necessary to provide services you requested, comply with legal obligations, protect security, or manage your account or appointment.
8. Cookies and Analytics
The Heartwise Animal Wellness website may use cookies or similar technologies to:
Support website functionality
Remember preferences
Understand visitor activity
Improve website performance
Analyze how visitors interact with the website
Help protect the website from fraud or misuse
Squarespace and other integrated services may also place cookies or similar technologies on your device.
Depending on your browser settings and location, you may be able to limit, block, or delete cookies. Disabling cookies may affect certain website features.
Cookie Consent
A cookie consent banner is enabled on the Heartwise Animal Wellness website.
Where required by applicable law, including for visitors in the European Union or United Kingdom, non-essential cookies and analytics technologies will be used only after obtaining the required consent.
Visitors may manage cookie preferences through the cookie banner (where available) or through their browser settings.
Do Not Track and Global Privacy Control
Some browsers offer a “Do Not Track” setting. Heartwise does not currently act on browser Do Not Track signals because the website does not track visitors across third-party websites for advertising. Visitors may manage cookies through the cookie banner (where available) or through their browser settings.
Some browsers and browser extensions also support the Global Privacy Control (GPC) signal. Squarespace does not currently provide GPC support on this website. Heartwise does not sell personal information and does not share personal information for cross-context behavioral advertising, so there is no sale or sharing to opt out of through GPC at this time.
If Heartwise’s practices change, or if GPC support becomes available for the website, this section will be updated.
9. Third-Party Services
Heartwise Animal Wellness may use third-party services to operate the website and provide client services, including:
Squarespace
Acuity Scheduling
Payment processors
Video conferencing providers
Email providers
Analytics services
Cloud storage providers
Business productivity tools
Security, fraud-prevention, or website-performance providers
These third parties may process information according to their own privacy policies and terms.
Heartwise is not responsible for the privacy or security practices of third-party websites or services. You should review the privacy policies of third-party services before providing information through them.
10. How We Share Information
Heartwise Animal Wellness does not sell or rent your personal information.
We may share information when reasonably necessary to:
Provide requested services
Process payments
Operate the website or scheduling system
Send appointment reminders or service communications
Work with trusted service providers
Store, secure, or manage business information
Comply with applicable law, court orders, subpoenas, or legal processes
Protect the rights, property, safety, or security of Heartwise, its clients, or others
Prevent fraud, misuse, or unauthorized activity
Resolve payment disputes or enforce agreements
Respond to an emergency or protect someone from harm
Third-party service providers receive only the information reasonably necessary for the services they perform, subject to their own privacy terms and applicable contractual or legal obligations.
Business Transfers
If Heartwise Animal Wellness is sold, merged, reorganized, restructured, or transfers some or all of its assets, personal information may be transferred as part of that transaction.
If ownership or control changes in a way that materially affects how personal information is handled, Heartwise will provide notice as required by applicable law. The successor organization may handle personal information according to an updated privacy policy or other legally permitted notice.
No Public Use Without Permission
Heartwise will not publicly use client stories, session details, animal photographs, testimonials, or identifying information for marketing, social media, educational content, or promotional purposes without prior permission.
11. Data Retention
Heartwise Animal Wellness retains personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer period is required or permitted by law.
Our current intended retention periods are:
Appointment and client records, including session notes: approximately three years after the client’s last session
Payment, tax, and accounting records: approximately seven years, or another period required for tax, accounting, financial, or legal purposes
Marketing contact details: until consent is withdrawn, the individual unsubscribes, or the information is no longer reasonably needed
Website analytics data: according to the retention settings of the applicable analytics provider
Contact form and inquiry information: for as long as reasonably necessary to respond, provide services, maintain records, or resolve disputes
Information may be retained for longer when needed to:
Comply with law
Meet tax or accounting obligations
Resolve disputes
Enforce agreements
Establish, exercise, or defend legal claims
Prevent fraud or misuse
Respond to a security incident
Protect the rights, safety, or property of Heartwise or others
Information that is no longer needed may be deleted or securely disposed of when reasonably practical.
12. Data Security and Security Incidents
Heartwise Animal Wellness takes reasonable administrative, technical, and organizational measures to protect personal information from unauthorized access, misuse, loss, alteration, or disclosure.
However, no method of internet transmission, electronic communication, or digital storage can be guaranteed to be completely secure. By using this website or submitting information electronically, you acknowledge the inherent risks associated with online communication.
Security Incidents and Breach Notification
If Heartwise becomes aware of a security incident affecting personal information, Heartwise will:
Investigate the incident
Take reasonable steps to contain and mitigate the incident
Work with applicable service providers or security professionals as appropriate
Preserve relevant information needed for investigation and compliance
Notify affected individuals and relevant authorities when and as required by applicable law
Any required notification will be provided without undue delay, subject to reasonable delays permitted by law, including delays necessary to investigate the incident, restore system integrity, or assist law enforcement.
13. Your Privacy Choices
Depending on applicable law and your location, you may have the right to request:
Access to certain personal information held about you
Information about the categories and purposes of processing
Correction of inaccurate information
Deletion of certain personal information
Restriction of certain processing
A portable copy of certain personal information
Information about how your data is used or disclosed
Withdrawal of consent where processing is based on consent
Objection to certain processing
Opting out of optional marketing communications
Opting out of the sale or sharing of personal information where applicable
Limitation of the use or disclosure of sensitive personal information where applicable
Some information may need to be retained for legitimate business, tax, accounting, legal, security, or contractual reasons.
To make a privacy-related request, contact Heartwise using the information in Section 17. We may need to verify your identity before completing a request.
We will respond within the timeframe required by applicable law. If additional time is permitted or reasonably necessary, we may explain the reason for the delay.
Appeals
If Heartwise denies all or part of a privacy request, we will explain the reason to the extent required by applicable law.
You may appeal a denied request by contacting Heartwise using the contact details in Section 17 and identifying the request you wish to appeal. Heartwise will review the appeal and respond within the timeframe required by applicable law.
13.1 European Union and United Kingdom Privacy Rights
If the EU General Data Protection Regulation or UK General Data Protection Regulation applies to your information, Heartwise Animal Wellness, LLC is the data controller responsible for determining the purposes and means of processing your personal information.
Controller:
Heartwise Animal Wellness, LLC
Amanda Bate
Email: amanda@heartwiseanimalwellness.com
The categories of personal information we may process include:
Identifiers and contact information
Booking, appointment, and payment information
Communications and inquiry information
Intake form information
Information about your animal
Animal photographs
Information about your animal’s behavior, health, medications, veterinary care, or wellness concerns
Session-related information and notes
Technical, device, usage, and cookie information
We may process this information for the purposes described in this Privacy Policy, including providing services, scheduling appointments, processing payments, communicating with clients, maintaining records, improving the website, preventing fraud, and complying with legal obligations.
Depending on the circumstances, our legal bases for processing may include:
Performance of a contract: processing information necessary to book and provide a requested service, communicate with you about that service, process payment, and provide session notes
Consent: processing based on your consent, including optional marketing communications, non-essential cookies, or permission to use a testimonial, photograph, story, or other content publicly
Legitimate interests: operating and improving the business, maintaining security, preventing fraud, managing client relationships, sending necessary service communications, keeping appropriate records, and defending legal claims, provided those interests do not override your rights
Legal obligation: processing necessary to comply with tax, accounting, legal, regulatory, court, or law-enforcement requirements
You may have the right to:
Request access to your personal information
Request correction of inaccurate or incomplete information
Request deletion of personal information
Request restriction of processing
Object to certain processing
Request data portability where applicable
Withdraw consent at any time when processing is based on consent
Lodge a complaint with a supervisory authority in the country where you live, work, or believe a violation occurred
Withdrawing consent does not affect the lawfulness of processing that occurred before withdrawal. It may not be possible to provide certain services if information necessary for those services is deleted or restricted.
Heartwise does not use personal information for automated decision-making or profiling that produces legal or similarly significant effects.
13.2 California Privacy Rights
If you are a California resident and the California Consumer Privacy Act, as amended by the California Privacy Rights Act, applies to Heartwise’s processing of your information, you may have the following rights, subject to applicable exceptions:
The right to know about personal information collected, used, disclosed, or otherwise processed
The right to request access to certain personal information
The right to request deletion of personal information
The right to correct inaccurate personal information
The right to opt out of the sale or sharing of personal information
The right to limit the use or disclosure of sensitive personal information in circumstances covered by applicable law
The right not to receive discriminatory treatment for exercising privacy rights
Heartwise does not sell personal information.
Heartwise does not share personal information for cross-context behavioral advertising.
Heartwise may disclose information to service providers or contractors that help operate the website, scheduling system, payment process, communications, analytics, security, storage, or other business functions. These disclosures are for business purposes and are not intended to constitute a sale or sharing for cross-context behavioral advertising.
Categories of Information Collected
Depending on how you interact with Heartwise, we may collect the following categories of California personal information:
Identifiers: name, email address, phone number, account or booking identifiers, IP address, and similar contact information
Commercial information: appointment history, services purchased, payment status, and transaction information
Internet or other electronic network activity: browsing activity, pages viewed, referring website, device information, and website interactions
Geolocation information: approximate geographic location derived from technical information
Audio, electronic, visual, or similar information: photographs of animals and electronic communications submitted by clients
Inferences: information reasonably inferred from communications, booking information, intake responses, or service history
Sensitive personal information, where applicable: information that may be treated as sensitive under California law, such as certain account, payment, or precise-location information if collected through a third-party provider
Animal information, health-related details about an animal, and intake content may be sensitive in some jurisdictions. Heartwise uses such information for session preparation, service delivery, client communications, records, and related business purposes.
These categories may be collected from you directly, automatically through the website or devices you use, or from third-party providers involved in scheduling, payment, communications, analytics, or website operation.
To exercise California privacy rights, contact Heartwise at amanda@heartwiseanimalwellness.com. We may need to verify your identity before completing a request.
Where required by law, Heartwise will honor a valid Global Privacy Control signal as an opt-out from the sale or sharing of personal information. Because Heartwise does not sell or share personal information for cross-context behavioral advertising, there may be no separate sale or sharing activity to stop.
Heartwise will not discriminate against you for exercising privacy rights. We may, however, provide different prices or service levels where permitted by law and reasonably related to the value of information or services involved.
14. Children’s Privacy
Heartwise Animal Wellness services and website are intended for adults.
Under the Terms & Conditions, clients must be at least 18 years old, or the age of majority in their jurisdiction, to book and pay for services.
Heartwise does not knowingly collect personal information directly from anyone under 18. Heartwise does not knowingly collect personal information from children under 13, consistent with the Children’s Online Privacy Protection Act and related requirements.
If a minor’s animal is to receive a Heartwise service, the booking and all information must be provided by the minor’s parent or legal guardian. The parent or legal guardian is responsible for the booking, payment, information submitted, and decisions regarding the animal’s care.
If you believe a child has provided personal information through this website without appropriate parental or legal-guardian involvement, please contact Heartwise. We will take reasonable steps to investigate and delete the information when appropriate and required by law.
15. External Links
The Heartwise Animal Wellness website may contain links to external websites, including scheduling platforms, payment services, social media platforms, educational resources, or other third-party websites.
Heartwise is not responsible for the content, security, accessibility, availability, or privacy practices of those websites.
Visitors should review the terms and privacy policies of third-party websites before providing personal information.
16. Changes to This Privacy Policy
Heartwise Animal Wellness may update this Privacy Policy from time to time to reflect changes in business practices, technology, legal requirements, or services.
Updates will become effective when the revised Privacy Policy is posted on the website, unless a different effective date is stated.
The “Last Updated” date at the top of this page will indicate the most recent revision. Where required by law, Heartwise will provide additional notice of material changes.
17. Contact
If you have questions about this Privacy Policy, want to exercise a privacy right, wish to appeal a denied request, or want to make a privacy-related request, please contact:
Heartwise Animal Wellness, LLC
Amanda Bate
Email: amanda@heartwiseanimalwellness.com
Website: www.heartwiseanimalwellness.com
Heartwise may need to verify your identity before responding to a privacy request.
By using this website, submitting information, or booking a service, you acknowledge that you have reviewed this Privacy Policy. Your use of the website and services is also subject to the Heartwise Animal Wellness Terms & Conditions.