Privacy Policy

Introduction

This Privacy Policy explains how WellnessHQ Private Limited collects, uses, shares, stores, and protects personal data when you use the WellnessHQ website, platform, forms, communications, booking flows, practitioner onboarding tools, and related services.

By using WellnessHQ, you acknowledge that your personal data will be handled as described in this Privacy Policy.

Personal Data We Collect

Depending on how you use WellnessHQ, we may collect:

• Identity details: name, profile name, age or age range where required, gender where voluntarily provided, profile photo, and professional identity.
• Contact details: email address, phone number, WhatsApp number, address, city, state, and country.
• Account details: login details, account preferences, profile settings, and communication preferences.
• Practitioner details: qualifications, certifications, licenses, experience, specialisations, profile bio, program offerings, pricing, schedules, payout details, tax details, and supporting documents.
• Booking details: program selected, session date/time, location, attendance, cancellations, refunds, support requests, and communications.
• Payment-related details: transaction ID, payment status, amount, taxes, refunds, payout information, and payment method metadata. We do not intend to directly store full card details.
• Wellness-related information: information you voluntarily provide about your fitness level, wellness goals, dietary interests, injuries, pregnancy-related concerns, health preferences, mental wellbeing interests, or similar information relevant to program participation.
• Communications: messages, forms, feedback, support requests, complaints, survey responses, testimonials, reviews, and email or WhatsApp interactions.
• Technical data: IP address, device details, browser type, operating system, pages viewed, referring links, approximate location, log data, cookies, and analytics data.
• Marketing data: campaign source, preferences, consents, opt-outs, and engagement with emails, messages, or ads.

Sensitive Personal Data

Some information shared with WellnessHQ or practitioners may be sensitive, including health, wellness, counselling, psychology, nutrition, fitness, lifestyle, injury, pregnancy, or mental wellbeing information.

We collect or process such information only where it is relevant to platform use, program participation, safety, support, legal compliance, or where you voluntarily provide it. You should avoid sharing sensitive information unless it is necessary for the relevant program or support request.

Practitioners are responsible for handling information shared with them in accordance with applicable law, professional obligations, confidentiality duties, and WellnessHQ policies.

How We Collect Personal Data

We may collect personal data:

• Directly from you when you create an account, submit a form, book a program, contact support, or communicate with us.
• From practitioners when they create profiles, programs, resources, or communications.
• From users who interact with practitioner listings or programs.
• Through website analytics, cookies, pixels, logs, and similar technologies.
• From third-party tools used for forms, calendars, payments, hosting, email, WhatsApp, analytics, customer support, or marketing.
• From publicly available sources where relevant for practitioner verification, outreach, or safety.

How We Use Personal Data

We may use personal data to:

• Provide, operate, maintain, and improve WellnessHQ.
• Create and manage user and practitioner accounts.
• Onboard practitioners and manage practitioner profiles.
• Publish and manage programs, sessions, schedules, bookings, resources, and communications.
• Process payments, refunds, payouts, invoices, platform fees, and payment disputes.
• Facilitate communication between users, practitioners, and WellnessHQ.
• Provide customer support and resolve complaints.
• Personalise user experience and recommend relevant programs.
• Send service messages, confirmations, reminders, policy updates, and support messages.
• Send marketing communications where permitted by law and user preferences.
• Analyse usage, performance, demand, conversion, and product improvement opportunities.
• Prevent fraud, misuse, spam, security incidents, and unsafe activity.
• Enforce terms, policies, and legal rights.
• Comply with applicable law, tax, accounting, regulatory, and lawful request obligations.

Legal Basis And Consent

Where required under applicable law, we rely on your consent to process personal data. We may also process personal data where necessary to provide requested services, perform a contract, comply with legal obligations, protect rights and safety, prevent fraud, or pursue legitimate business purposes in a lawful manner.

You may withdraw consent where applicable by contacting us at info@wellnesshq.in. Withdrawal of consent may affect your ability to use certain features, such as bookings, practitioner onboarding, payments, support, or communications.

Sharing Of Personal Data

We may share personal data with:

• Practitioners, where necessary for bookings, program delivery, communication, attendance, safety, or support.
• Users, where necessary to show practitioner profiles, programs, schedules, content, reviews, or service information.
• Payment processors and financial partners.
• Hosting, cloud, database, security, and infrastructure providers.
• Email, SMS, WhatsApp, customer support, calendar, forms, analytics, marketing, and communication tools.
• Professional advisers, accountants, auditors, lawyers, insurers, and compliance consultants.
• Law enforcement, regulators, courts, government authorities, or others where required by law.
• Successors or potential successors in connection with merger, acquisition, financing, restructuring, or sale of business assets.

We do not sell personal data in the ordinary sense. If WellnessHQ later uses advertising technologies that involve sharing data for targeted advertising, the Privacy Policy and Cookie Policy should be updated accordingly.

Google Calendar Integration And Google User Data

Practitioners may choose to connect their Google Calendar account to WellnessHQ. WellnessHQ requests access only after the practitioner selects the option to connect Google Calendar and completes Google's consent process.

When a practitioner connects Google Calendar, WellnessHQ may access and process:

• The email address associated with the connected Google account.
• Google Calendar free/busy availability for the time period being checked.
• Calendar events created or managed by WellnessHQ, including the event title, description, start time, end time, event identifier, and Google Meet conference details.
• OAuth access tokens, refresh tokens, granted scopes, and token expiry information required to maintain the connection.

WellnessHQ uses this information only to:

• Check whether the practitioner's Google Calendar is busy during a proposed session time and prevent scheduling conflicts.
• Create, update, or delete calendar events resulting from scheduling actions taken in WellnessHQ.
• Create a unique Google Meet link when the practitioner enables an online session.
• Maintain and troubleshoot the Google Calendar connection requested by the practitioner.

WellnessHQ does not use Google Calendar data for advertising, does not sell Google user data, and does not use it to build advertising profiles. Free/busy responses are used to evaluate availability and are not used to read unrelated event titles, descriptions, attendees, or other event content.

WellnessHQ stores the connected account email and OAuth credentials needed to maintain the integration. Access to these credentials is limited to authorised systems and personnel that require it to provide or support the integration. Calendar event identifiers and Google Meet links created for WellnessHQ sessions may be retained with the relevant session or booking record for scheduling, communication, support, and record-keeping purposes.

Google Calendar data may be transmitted to Google to perform the practitioner's requested calendar action and to infrastructure providers that process data on WellnessHQ's behalf under appropriate confidentiality and security obligations. Google Meet links and relevant session details may be shared with the practitioner and participating client as necessary to deliver the session.

A practitioner can disconnect Google Calendar through WellnessHQ. Disconnecting removes the stored OAuth connection credentials from WellnessHQ and stops future Calendar access through that connection. The practitioner may also revoke WellnessHQ's access from their Google Account permissions. Disconnecting does not automatically delete calendar events that were already created in Google Calendar or session records that WellnessHQ must retain for legitimate business or legal purposes.

WellnessHQ's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements: https://developers.google.com/terms/api-services-user-data-policy

Cross-Border Transfers

Some service providers may process or store data outside India. Where personal data is transferred outside India, WellnessHQ will take steps required under applicable law and use reasonable safeguards to protect the data.

Data Retention

We retain personal data for as long as reasonably necessary for:

• Providing services.
• Maintaining accounts and records.
• Completing bookings and payments.
• Resolving disputes.
• Supporting users and practitioners.
• Legal, tax, accounting, audit, fraud prevention, and compliance purposes.
• Enforcing terms and protecting rights.

When personal data is no longer required, we will delete, anonymise, or securely restrict it, subject to technical and legal constraints.

Security

We use reasonable technical and organisational safeguards to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

However, no website, platform, payment flow, communication tool, or internet transmission is completely secure. Users and practitioners are responsible for using strong passwords, protecting login details, and avoiding unnecessary sharing of sensitive information.

User Rights

Depending on applicable law, you may have rights to:

• Access personal data we hold about you.
• Correct inaccurate or incomplete data.
• Request deletion of personal data.
• Withdraw consent where processing is based on consent.
• Raise a grievance or complaint.
• Nominate another individual to exercise rights in the event of death or incapacity, where applicable law provides such right.

To exercise rights, contact info@wellnesshq.in. We may need to verify your identity before acting on a request.

Marketing Communications

We may send marketing communications by email, WhatsApp, SMS, phone, or other channels where permitted by law and your preferences.

You can opt out of marketing communications by using the unsubscribe or opt-out method provided in the message, changing preferences where available, or contacting info@wellnesshq.in.

You may still receive service-related communications such as booking confirmations, payment notices, security alerts, policy updates, and support messages.

Children's Privacy

WellnessHQ is not intended for children. We do not knowingly collect personal data from children without appropriate consent. If you believe a child has provided personal data without required consent, contact us at info@wellnesshq.in.

If WellnessHQ launches programs for minors, this Privacy Policy should be updated and additional consent, safety, moderation, and data protection processes should be implemented before launch.

Cookies And Analytics

We may use cookies, pixels, analytics tools, and similar technologies as described in the Cookie Policy. You can manage cookies through browser settings and, where available, the website's cookie consent tool.

Grievance Contact

For privacy questions, complaints, or rights requests, contact:

Grievance / Privacy Contact: [Insert name or role]
Email: info@wellnesshq.in

You may contact WellnessHQ for:

• Privacy requests.
• Data correction or deletion requests.
• Consent withdrawal requests.
• Account issues.
• Booking issues.
• Payment, refund, or payout concerns.
• Practitioner complaints.
• Safety concerns.
• Misleading claims.
• IP or copyright complaints.
• Technical support.

Please include your full name, email and phone number linked to the account or booking, booking ID or program name if relevant, practitioner name if relevant, description of the issue, supporting screenshots or receipts where available, and desired resolution.

WellnessHQ will try to acknowledge complaints within 5 business days and resolve them within a reasonable period depending on issue complexity, practitioner response, payment provider timelines, and applicable law. Privacy and data rights requests may require identity verification.

If you are not satisfied with the response, you may request escalation by replying to the same email thread with "Escalation Request" in the subject line.

Changes To This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on the website with a revised "Last updated" date.