EVERWILLOW LLC
Privacy Policy
Last updated: October 7, 2026
This Privacy Policy explains how Everwillow LLC (“Everwillow,” “we,” “us,” “our”) collects, uses, shares, and protects your information when you visit www.everwillowcare.com (the “Site”), subscribe to our newsletter, book a discovery call, contact us, or become a client. We know that the topics people bring to coaching are personal. We handle your information with care, and we explain here what that means in practice.
Everwillow is a coaching business based in Pittsfield, Massachusetts, USA. For questions or to exercise your rights, email hello@everwillowcare.com. For individuals in the European Economic Area (EEA) and the United Kingdom (UK), Everwillow LLC is the data controller of the information described here.
1. INFORMATION WE COLLECT
Category
Examples
Where it comes from
Contact information
Name, email address, phone number, time zone, city, state, or country
You (contact form, booking, newsletter sign-up, intake, agreement)
Scheduling and communications
Booking details, messages and emails to us, voice notes, session recaps, reminders
You; our scheduling, email, and client platforms
Intake and coaching information
What you share in intake forms, sessions, and between-session messages, including goals, personal circumstances, and our notes about our work together
You; Coach
Sensitive health-related information
Information you choose to share about fertility, pregnancy, loss, postpartum experiences, diagnoses, or medications (see Section 2)
You
Payment information
Name, billing details, card brand and last four digits, payment history, invoices
You; our payment processor. We do not receive or store your full card number
Recordings
Audio or video of a session, only if you sign the optional Session Recording Consent
Coach, with your consent
Technical information
Browser and device type, IP address, approximate location, pages viewed, referring site, cookie identifiers
Collected automatically through the Site and our providers
Social media and public content
Messages or posts that tag or contact @everwillow_coach
You; the platform
2. SENSITIVE INFORMATION
Because of the work we do, you may share health-related and reproductive information with us. We treat that information as sensitive. We collect it only from you, only as needed to provide coaching, and only with your agreement. We do not ask for medical records and ask that you not send them. We do not use sensitive information for advertising, we do not sell it, and we do not share it with advertising networks or data brokers. If you live in a state with a consumer health data law, our Consumer Health Data Privacy Notice also applies to you.
3. HOW WE USE INFORMATION
• To respond to your inquiries and book and run discovery calls and sessions.
• To provide coaching, between-session support, and the materials included in your Package.
• To process payments, manage installments, pauses, upgrades, refunds, and cancellations, and send receipts and reminders.
• To send the newsletter and updates you signed up for. You can unsubscribe at any time.
• To protect the Site, prevent fraud and misuse, and keep our records.
• To understand how the Site is used so we can improve it, using aggregated or limited analytics.
• For Coach’s professional training and credential evaluation, only if you sign the optional Session Recording Consent.
• To meet legal, tax, accounting, and insurance obligations and to establish or defend legal claims.
We do not sell your personal information. We do not share it for cross-context behavioral advertising or use it for profiling that produces legal or similarly significant effects. We do not make decisions about you using automated tools. We do not enter identifiable session content into artificial intelligence tools or use it to train them.
4. LEGAL BASES (EEA AND UK INDIVIDUALS)
Purpose
Legal basis
Providing coaching services, bookings, and payments
Performance of a contract with you, or steps you ask us to take before a contract
Sensitive health-related information you share in coaching
Your explicit consent (GDPR Art. 9(2)(a)), which you may withdraw at any time
Newsletter and marketing emails
Your consent, which you may withdraw at any time
Operating, securing, and improving the Site and services
Our legitimate interests, balanced against your rights
Tax, accounting, and legal records
Legal obligation
Recordings for credential evaluation
Your explicit consent
5. HOW WE SHARE INFORMATION
We share information only as needed with service providers who help us run Everwillow, under their own privacy and security terms, and as described below.
Provider
What they do for us
Information involved
Squarespace
Website hosting, forms, commerce and checkout, analytics
Contact, order, and technical information
Calendly
Discovery-call and session scheduling
Name, email, time zone, booking details
Zoom
Video sessions
Name, email, session audio and video during the session
Stripe, and Found (invoicing)
Payment processing and invoicing
Name, billing details, payment history
Google Workspace (Gmail)
Emails and attachments you send us
PracticeBetter
Coach and client platform for notes, messaging, and agreements
Intake and coaching information, messages, signed agreements
Substack
Newsletter delivery
Email address and subscription activity
Instagram and Linktree
Social media presence and link page
Information you choose to send or post there
We may also disclose information: (a) with your consent; (b) to protect safety if Coach reasonably believes you or another person is in imminent danger, as your Coaching Services Agreement describes; (c) to our attorneys, accountants, insurers, and similar advisors who are bound by confidentiality; (d) when required by law, subpoena, or court order, and we will tell you first when it is lawful and practical to do so; and (e) if Everwillow is sold or reorganized, to the successor, who must honor this policy. We do not share the content of your coaching with anyone else.
6. COOKIES AND ANALYTICS
The Site uses cookies and similar technologies to work properly and to measure traffic. Our Cookie Notice explains which cookies we use and how to control them. Where required, we ask for your consent before using non-essential cookies. We do not use advertising pixels or cookies that share your browsing activity with advertising networks.
7. HOW LONG WE KEEP INFORMATION
Information
How long we keep it
Newsletter and waitlist subscriptions
Until you unsubscribe, plus a record of your consent for as long as the law requires
Discovery call and inquiry information, if you do not become a client
Up to 24 months after our last contact
Intake information, session notes, and messages
Three (3) years after your services end, then deleted or de-identified
Payment, invoice, and tax records
Seven (7) years, as tax and accounting rules require
Session recordings (only with your consent)
Deleted within twelve (12) months after no longer needed for training or credential evaluation, or sooner if you ask
Site analytics
As described in our Cookie Notice
We may keep information longer if needed to resolve a dispute, meet a legal obligation, or enforce our agreements. When we no longer need it, we delete it or remove anything that identifies you.
8. SECURITY
We use reasonable administrative, technical, and physical safeguards to protect personal information, including the personal information of Massachusetts residents as state law requires. These include limiting access to those who need it, using reputable providers with encryption in transit, using strong authentication on our accounts, and keeping devices and software updated. No online system is fully secure, so we cannot guarantee absolute security. If a breach affecting your information occurs, we will notify you and the authorities as the law requires.
9. YOUR RIGHTS AND CHOICES
Depending on where you live, you may have the right to: know what personal information we hold and how we use it; access a copy, including in a portable format; correct inaccurate information; delete your information; withdraw consent; opt out of the sale or sharing of personal information, targeted advertising, or profiling (we do none of these); limit the use of sensitive information; and not be treated unfairly for exercising your rights. EEA and UK individuals may also object to or ask us to restrict processing.
To exercise a right, email hello@everwillowcare.com. We may need to verify your identity before acting, and we will respond within the time the law allows (generally within 45 days, or one month for EEA and UK requests). If we deny a request, you may appeal by replying to our response, and you may contact your state attorney general or, if you are in the EEA or UK, your local data protection authority (in the UK, the Information Commissioner’s Office). You can unsubscribe from marketing emails at any time using the link in each email. We honor browser opt-out signals such as Global Privacy Control.
10. CLIENTS OUTSIDE THE UNITED STATES
We operate from the United States, so if you join from outside the U.S., your information is transferred to and processed in the U.S., where data protection laws may differ from those where you live. Where required, we rely on appropriate safeguards, such as the European Commission’s Standard Contractual Clauses and the UK International Data Transfer Addendum, and on your explicit consent. By joining from outside the U.S., you understand your information will be handled in the U.S. under this policy.
11. CHILDREN
The Site and our services are for adults and are not intended for anyone under 18. We do not knowingly collect information from anyone under 18. If you believe a minor has given us information, contact us and we will delete it.
12. LINKS TO OTHER SERVICES
The Site links to other websites and services. This policy does not apply to them. Please review their privacy policies.
13. CHANGES TO THIS POLICY
We may update this policy from time to time. When we do, we will change the date at the top and, for clients and subscribers, notify you of material changes by email. Continued use of the Site after an update means you accept the revised policy, except where the law requires your consent.
14. CONTACT
Everwillow LLC, Pittsfield, Massachusetts, USA. Email: hello@everwillowcare.com.