Privacy Policy

1. Scope

This policy applies to the Well-Vie iOS app and the app-related services operated for invited Well-Vie members. It does not control a third-party website, meeting platform, replay host, email provider, or other service that you choose to open from a link in the app. Those services apply their own privacy terms.

2. Information we process

We process the following categories of information, depending on how you use Well-Vie.

Account and membership information

• Your email address, invited name, unique account identifier, invitation status, membership role, and account creation/acceptance timestamps.
• Authentication information used for sign-in, including verification codes, session tokens, and related authentication records. Clerk provides the sign-in and verification methods enabled for Well-Vie.

Profile and community information

• The name, optional profile photo, intention, “about” text, support hopes, program path, and optional profile-prompt answers you choose to add.
• Your choice about whether your profile is visible in the Circle member directory.
• Circle group memberships, messages, replies, reactions, shared photos/videos/files, voice notes, sent/read timestamps, expiring typing state, and notification mute settings. An APNs device token is associated with your signed-in account when you enable notifications.
• Circle moderation information, including content revisions, whether a profile is pending, approved, or hidden, the last approved profile snapshot, and administrator review notes and timestamps.
• Blocks you create, and private reports you submit or that concern your profile or chat messages. A report can include its reason, your optional detail, the reported profile or message snapshot and attachments, revision, status, timestamps, and an administrator’s resolution.
• Whether you have completed the first-welcome experience. Your light/dusk appearance preference is stored only on your device and is not sent to the Well-Vie backend.

Wellness and reflection information

• Check-in selections, such as a feeling, a support need, or an optional custom feeling, together with the date and time of the check-in.
• Intentions you save, practices you complete, and completion timestamps.
• Private journal entries, including an optional title, prompt, linked practice, entry text, and timestamps.
• Reset intake answers about what you are looking for, why now, and how you hope to be supported.

These entries may reveal information you consider sensitive, including information about your physical or emotional wellbeing. You choose what to submit.

Founder and administrator content

If you have founder or administrator access, we also process invitations and content you manage, such as guided-practice audio, program images, written practices, prompts, gatherings, replay or join links, curation choices, and associated file and edit metadata.

Information processed automatically

• Product interactions needed to provide the service, such as check-ins, practice completions, saved content, and welcome status.
• Routine network and technical information that Supabase or other infrastructure providers may receive when the app communicates with them, such as IP address, approximate city/country inferred from authentication IP addresses, request time, authentication and request metadata, response or error information, and basic app, browser, or device information. This information is used to deliver, secure, maintain, and troubleshoot the service.

The app does not include advertising SDKs or third-party behavioral analytics SDKs. We do not use information from Well-Vie to track you across other companies’ apps or websites, and we do not show third-party advertising.

The current app does not request your precise location, contacts, HealthKit records, advertising identifier, or payment-card details.

3. How we obtain information

We obtain information:

• From you, when you sign in, complete your profile or intake, check in, journal, save an intention, choose a photo, report or block a member, contact us, or otherwise use the app.
• From an authorized Well-Vie founder or administrator, when they invite you, manage membership, or add program content.
• Automatically from the app and service infrastructure as needed to authenticate requests, provide app features, protect the service, and diagnose failures.

4. How we use information

We use information to:

• Verify invitations, authenticate members, maintain accounts, and provide the app.
• Personalize recommended practices from a member’s check-in selections and display the member’s own reflection history.
• Save journals, intentions, intake responses, profile choices, and practice progress.
• Review new and edited member posts and Circle directory profiles before publishing them, show approved Circle profiles according to each member’s visibility choice, enforce blocks, receive and investigate reports, hide content, prevent misuse, and keep a record of moderation decisions.
• Operate Founder Studio, manage invitations and membership, schedule gatherings, and provide program practices and media.
• Respond to requests, provide support, troubleshoot errors, protect accounts, enforce access controls, prevent misuse, and maintain service reliability.
• Comply with law, respond to lawful process, establish or defend legal claims, and enforce our agreements.

We do not use private journals, intentions, check-ins, or intake responses for advertising.

5. Who can see what

Well-Vie uses authenticated membership checks, database row-level access controls, private file storage, and short-lived signed links. The principal visibility boundaries are:

• Journal entries, intentions, check-in history, and practice completions: available through the app only to the member who created them. They are not available to other members or through Founder Studio.
• Intake responses: available to the member who submitted them and to authorized Well-Vie administrators who use them to provide the program.
• Custom check-in feelings: authorized administrators can see aggregate word-use counts, without a member name attached, to improve curation. Founder Studio does not expose a member-by-member check-in history.
• Profile: you can always see your own current profile. Turning on “Let the circle see me” submits a first profile or changed content for administrator review. Other current members see a profile only after a revision has been approved. If you edit an approved profile, other members may continue to see the last approved snapshot while the new revision is pending. Removing a photo immediately removes its reference from member-visible Circle data and prevents new member signed links. A member link already issued may remain usable until its short expiration; the current iOS app requests no more than five minutes. If visibility is off or an administrator hides the profile, other members do not see it or receive a new signed link. Authorized administrators can access current and previously approved profile information to operate and protect the service.
• Reports and blocks: a member you block cannot see you in the member directory, and you cannot see that member there; you can review and undo your blocks. Blocks also hide each member’s messages, attachments, reactions and presence from the other in shared circle groups. Reports are available to authorized administrators for safety review. The reported member is not shown who submitted the report, and the reporter is not given access to private moderation records or another member’s account information.
• Circle group chat: Current members explicitly added to a circle can access approved messages and shared files in that group through the app, subject to blocks. New members can see earlier approved group history. Normal member messages and edits appear immediately. Server-side text checks may hold flagged text for administrator review; the author can see their own pending messages. Authorized administrators can review pending or reported messages and attachments, including saved report snapshots. Administrator-authored posts publish directly. Group names and member display names are shared within that circle. The profile-directory visibility setting does not hide your name or messages in a group you belong to. Removing a member ends future server access; copies or screenshots already made cannot be recalled.
• Program content: current members can access active practices, guided audio, Reset materials, gatherings, and other shared program content. Authorized administrators manage that content.

These controls do not make Well-Vie end-to-end encrypted. Well-Vie personnel and infrastructure providers with privileged system access may be able to access information when reasonably necessary for security, maintenance, support, legal compliance, or account deletion. Access should be limited to authorized purposes.

A signed file link that was created while an account had access may remain usable until its short expiration, even if membership is removed during that period.

6. Service providers and other disclosures

Supabase

Well-Vie uses Supabase for the application database, internal membership records, private file storage, and server-side Edge Functions. Information described in this policy is transmitted to and processed using the configured Supabase project. Supabase processes this information as a service provider for Well-Vie under its own contractual, security, privacy, and subprocessor terms. You can learn more at Supabase Privacy.

Clerk

Well-Vie uses Clerk for account creation, sign-in, verification, and session management. Clerk processes your account identifier, email address, authentication records, membership role, and technical information needed to provide and secure sign-in. Well-Vie does not send your journal entries, check-ins, or wellness intake answers to Clerk. Clerk processes account data for Well-Vie under our service agreement; see Clerk Privacy for its provider information.

Apple Push Notification service (APNs) delivers optional circle notifications. We send Apple the device token, a generic new-message alert, and circle/message identifiers used to open the conversation. Notification payloads do not contain message text, member names, or shared file links. Your device and Apple control notification presentation and delivery.

Other service providers

We may use limited providers that help deliver authentication email, host the Well-Vie website, provide meeting or replay links, maintain infrastructure, or assist with professional operations. They may process information only for the services they provide to us and under applicable contractual or legal duties. When you voluntarily export a journal or “Looking back” history with the iOS share sheet, the recipient or app you select receives the exported text at your direction.

Legal, safety, and organizational disclosures

We may disclose information when we reasonably believe it is required by law or valid legal process; necessary to protect a person, rights, safety, accounts, or the service; or needed to investigate fraud or misuse. If ownership or operation of Well-Vie changes through a merger, financing, acquisition, reorganization, or sale of assets, information may be transferred subject to appropriate confidentiality and continued notice of applicable privacy practices.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising or targeted advertising.

7. Retention

We retain account and member-created information while the account is active, unless you delete particular content or ask us to delete the account. A journal entry you delete is removed from the active application database. Pending invitation information is retained until the invitation is accepted, revoked, or otherwise no longer needed. Shared program content is retained until an authorized administrator removes or replaces it or it is no longer needed for the program.

Block records remain while a block is active. We retain reports, reported profile and message snapshots, moderation history, and related private evidence for as long as reasonably necessary to review safety concerns, enforce the program’s standards, prevent misuse, resolve disputes, or meet legal obligations. A profile photo you remove or replace, or a chat attachment needed for an open report, can remain in access-restricted storage for those purposes after it is no longer visible to other members. The applicable period can depend on the report, its status, safety needs, provider schedules, and legal requirements. Access is restricted to authorized purposes.

If an administrator deletes an account, moderation decisions that administrator made about other members may remain with the deleted administrator’s identifier removed.

When account deletion succeeds, the active account and associated member-owned application data are permanently removed through the in-app Delete my account action described under Your choices and privacy rights. Limited copies may remain temporarily in encrypted or access-restricted backups, security records, and system logs until the applicable rotation or expiration schedule completes. Backups are kept for disaster recovery rather than ordinary app use. A disaster-recovery restore may temporarily reintroduce older data; restored data remains protected and is subject to applicable deletion obligations. Retention periods for those operational records vary with the record, security need, provider schedule, and legal obligation. We may retain a minimal record longer when reasonably necessary to comply with law, resolve a dispute, prevent fraud or abuse, or enforce an agreement.

8. Security

We use safeguards appropriate to the nature of the service, including HTTPS/TLS transmission, Clerk authentication, membership checks, database row-level access controls, private storage buckets, short-lived signed media links, and server-only credentials for privileged account operations. Access by members and administrators is limited according to role and purpose.

No storage or transmission method is completely secure. Please protect access to your email account and device, open sign-in links only on a device you trust, and contact us if you suspect unauthorized access.

9. Your choices and privacy rights

Depending on where you live, you may have rights to request access, correction, deletion, restriction, objection, portability, or withdrawal of consent, and to appeal a decision about a privacy request. These rights may be subject to legal exceptions.

The app already provides several direct controls:

• Edit your profile and Circle visibility from Your studio.
• Privately report or block a member from that member’s Circle safety menu, and review or undo your blocks from Your studio → Blocked members.
• Delete individual journal entries from Journal.
• Export your journal or full “Looking back” history using the iOS share sheet.
• Permanently delete your account from Your studio → Your Well-Vie → Delete my account.

To make another privacy request, email mckenzie@well-vie.com. Please write from the email connected to your Well-Vie account when possible. We may need to verify your identity before fulfilling a request. We will not discriminate against you for exercising an applicable privacy right.

10. Children

Well-Vie is an invitation-only wellness program intended for adults and is not directed to children under 13. We do not knowingly invite or collect personal information from a child under 13. If you believe a child has provided information, contact us so we can investigate and delete it as appropriate.

11. Wellness is not medical care

12. Processing locations

Well-Vie and its service providers may process information in the United States and other countries where they operate. Privacy laws and government-access rules may differ from those where you live. We use service-provider arrangements and other safeguards required for the processing we undertake.

13. Changes to this policy

We may update this policy as the app, providers, or legal requirements change. We will post the revised policy with a new “Last updated” date and provide additional notice when required.

14. Contact us

For privacy questions or requests, contact:

Well-Vie, a program of McKenzie Cusick Hair LLC
mckenzie@well-vie.com
https://www.well-vie.com