White Fire Wellness Privacy Policy

1. Who we are

White Fire Wellness is a wellness spa and movement studio in Columbia Falls, Montana, operated by White Fire Wellness, LLC. In this policy, "White Fire," "we," "us," and "our" mean White Fire Wellness, LLC.

This policy explains how we collect, use, and protect personal information when you visit whitefirewellness.com, book or buy through our booking platform, or visit us in the studio. Your trust matters to us, and we've tried to write this in plain language.

2. Information we collect

We collect only what we need to care for you and run our studio well:

Contact details: your name, email address, phone number, and similar details you share when you book, buy, join a membership, sign up for our emails, or contact us.

Booking and purchase history: the services, classes, packages, memberships, and products you book or buy, along with appointment dates and related notes.

Payment information: payments are processed through Momence and its payment service providers. White Fire does not store your full payment card number.

Health, intake, and waiver information: for services such as physical therapy, massage, lymphatic drainage, aesthetics, and movement classes, we may ask about your health history, conditions, medications, goals, and consent, and ask you to sign waivers. We handle this information confidentially and use it to provide safe and appropriate services and meet related record-keeping obligations. We do not use health, intake, or waiver information for advertising.

Device and website data: when you visit our website, we and our partners may automatically collect information such as your IP address, browser and device type, pages viewed, links clicked, and the site that referred you, using cookies, pixels, and similar technologies (see "Cookies and advertising" below).

3. How we use your information

We use personal information to:

• book, confirm, and remind you about appointments, classes, and memberships;
• provide your treatments safely and tailor them to you;
• process payments, refunds, gift cards, and memberships;
• respond to your questions and requests;
• send you news, offers, and updates if you've chosen to receive them (you can opt out at any time);
• show our ads on social media and search platforms and measure their effectiveness, using website activity as described under Cookies and advertising;
• understand how our website is used so we can improve it;
• keep our studio, website, and clients secure, and meet our legal and record-keeping obligations.

4. Who we share information with

We share personal information with service providers and practitioners as needed for the purposes described in this policy:

Momence, for booking, scheduling, memberships, payments, client records, intake forms, waivers, and communications. Momence processes client information on our behalf to deliver these services and uses payment and other service providers to support its platform. Momence also describes its own platform-related information practices in its privacy policy: Momence Privacy Policy

Meta (Facebook and Instagram) and Google, for advertising and related measurement. Our website currently uses the Meta Pixel to collect website activity data. We do not upload client contact lists to these platforms for custom audiences or include client records, contact details, health information, intake responses, or waiver information in our pixel data. Website activity data is described under Cookies and advertising.

Momence, for email and text communications, including service reminders and marketing messages where you have chosen to receive them.

Practitioners and authorized staff, including independent contractors, who provide or support your services. Access to treatment and intake information is limited by treatment responsibilities and the information needed to provide or support your care.

We may also share information if required by law, to protect the safety of our clients, staff, or others, or as part of a sale or transfer of our business, in which case this policy would continue to apply to your information.

5. What we never do

We do not sell your personal information. We do not share health, intake, or waiver information with advertising or analytics platforms, use it for advertising, or use it to build advertising audiences. We do not upload client contact lists for advertising audiences.

6. Licensed practitioners and your health information

White Fire Wellness works with licensed practitioners, including physical therapists and massage therapists, to provide certain services. Staff and independent contractor permissions are assigned on a treatment basis, giving each person access only to the information needed for their role in providing or supporting your services. Health, intake, and waiver information is handled confidentially. We do not use it for advertising or share it with advertising partners.

Treatment risks, informed consent, and liability are addressed in separate documents, including intake forms, treatment-specific consent forms, and service waivers, which you will be asked to review and sign before receiving care. This privacy policy covers how your information is collected, used, stored, and shared, not the terms or risks of treatment itself.

7. Cookies and advertising

Our website uses cookies, pixels, tags, and similar technologies. Some support site functionality, while others help measure website use and advertising performance. Our website currently uses the Meta Pixel. Meta may receive technical and browsing information such as IP address, browser and device information, cookie identifiers, and pages viewed. We do not include client contact details, client records, health information, intake responses, or waiver information in pixel data.

These technologies may help advertising platforms show ads to website visitors and measure ad performance. Platforms may combine website activity with information they already hold under their own privacy policies. This privacy policy does not itself provide consent to optional advertising where separate consent is required. Any required consent is requested separately.

You can limit advertising-related tracking through the following controls, or contact us to request an opt-out of targeted advertising. Where our website provides privacy or cookie controls, you can also use those controls.

Browser settings: most browsers let you block or delete cookies. Some parts of the site may not work as smoothly if you do.

Meta (Facebook and Instagram): manage how Meta uses your activity for ads at https://www.facebook.com/adpreferences, or in your Facebook or Instagram settings.

Google (including Google Ads and YouTube): manage your ad settings at https://myadcenter.google.com.

Digital Advertising Alliance: opt out of interest-based ads from participating companies at https://optout.aboutads.info, or learn more at https://aboutads.info.

8. Email and text messages

If you sign up for our emails, we'll send you studio news, offers, and wellness updates. You can unsubscribe at any time using the link at the bottom of any email, or by contacting us.

If you agree to receive text messages from us, you can opt out at any time by replying STOP. Message and data rates may apply. Consent to marketing texts is never a condition of purchase.

Even if you opt out of marketing, we may still contact you about your appointments, purchases, or account.

9. How long we keep information

We keep personal information only as long as we need it for the purposes described in this policy, including providing your services, keeping accurate client and treatment records, and meeting legal, tax, insurance, and professional record-keeping requirements, including any minimum retention periods required by Montana law for health and treatment records. When we no longer need it, we delete it or make it anonymous.

10. How we protect your information

We use reasonable administrative, technical, and physical safeguards and limit staff and independent contractor access to information needed for their assigned treatment responsibilities. We use Momence for booking, payments, communications, and client records. Momence describes security measures including encryption in transit and at rest where technically feasible, along with access controls and other safeguards. No method of storing or transmitting information is completely secure.

11. Guests under 18

Our spa services and movement classes are available to guests age 16 and older. Guests ages 16 and 17 require authorization from a parent or legal guardian before participating. The parent or legal guardian must complete or authorize the applicable intake, consent, and waiver documents. We may collect the parent or guardian’s name, contact details, relationship to the guest, and authorization records to administer these requirements. Information about minors is subject to the same confidentiality and access restrictions described in this policy. Our website is not directed to children under 13, and we do not knowingly collect personal information online from children under 13. If you believe a child under 13 has provided information to us, please contact us so we can address it and delete it as appropriate.

12. Your privacy rights

Depending on where you live, you may have rights over your personal information, including the right to:

• access the personal information we hold about you;
• correct information that is inaccurate;
• delete your personal information;
• opt out of targeted advertising (and of any sale of personal information, which we do not do).

To make a request, email us at info@whitefirewellness.com or call 406-471-8848. We may need to verify your identity before acting on a request. If we decline your request, you may ask us to reconsider by replying to our response. We will not treat you differently for exercising your privacy rights. Some records may need to be kept by law even after a deletion request.

13. Consumer health data

We collect health-related information that you provide in connection with your requested services, including intake responses, relevant health history, treatment information, and consent records. We use this information to provide and support your services, maintain appropriate records, and meet applicable obligations. We share it only with authorized practitioners, staff, and service providers as needed for those purposes, or as otherwise described for legal and safety purposes in this policy. We do not sell it or share it with advertising partners. Depending on applicable law, you may have rights to access or delete this information or withdraw consent to its collection or sharing. Contact us using the details below to make a request. Withdrawal may affect our ability to provide services that require this information, and some records must be retained to meet legal or professional obligations.

14. Changes to this policy

We may update this policy from time to time. When we do, we'll post the new version on this page and update the effective date at the top. If we make significant changes, we'll let you know in a clear way, such as on our website or by email.

15. Contact us

If you have questions about this policy or your information, we'd love to hear from you:

White Fire Wellness, LLC

72 Windfield Ln, Columbia Falls, Montana 59912

Email: info@whitefirewellness.com

Phone: 406-471-8848

Website: whitefirewellness.com