Heartwood Healing Collective, LLC 

12720 W North Ave, Bldg B, Suite 103 

Brookfield, WI 53005 

Phone: 414-323-4183 

Email: admin@heartwoodhc.com 

This Privacy Policy is posted on our website and explains how Heartwood Healing Collective collects, uses, and protects your personal and health information.

Use and Disclosure of Health Information

By receiving services at Heartwood Healing Collective, you consent to the use or disclosure of your identifiable health information for the purposes of: 

– Providing treatment to you 

– Obtaining payment for services 

– Conducting wellness care operations (such as scheduling, quality improvement, and administrative functions)

Confidentiality 

All information you share with us is kept strictly confidential, except in the limited circumstances described below. We will not release your information to any third party without your written authorization, unless required or permitted by law.

Limits to Confidentiality

Information may be disclosed without your consent in the following situations: 

1. There is convincing evidence that you are in immediate danger to yourself or others. In such cases, legal action may be taken for your protection and the protection of others.
2. You are involved in a medical emergency that requires disclosure to protect your health or safety.
3. We have reasonable cause to suspect child abuse, neglect, or threat of abuse/neglect. Wisconsin law requires us to report this immediately to the appropriate county child protective services or law enforcement agency.
4. We have reasonable cause to suspect abuse, neglect, self-neglect, or exploitation of an elder (age 60+) or adult-at-risk. Wisconsin law may require us to report this to the local elder/adult-at-risk agency, county department, or law enforcement.
5. Staff of Heartwood Healing Collective are subpoenaed or ordered by a court of law to release your information.

Data Storage and Security 

All client data is stored electronically in our secure client portal powered by Pabau, which is protected with two-factor authentication (2FA). We use reasonable safeguards to protect your information.

Managing Your Information and Communication Preferences 

You can manage your personal information, update your details, and adjust your communication preferences (including email and SMS notifications) directly in your secure Pabau client portal. This includes the ability to control what types of reminders and communications you receive.

Access to Records 

If you request a copy of your records, chart notes, or treatment notes, we will make them available to you directly in your Pabau client portal.

Appointment Reminders 

To help reduce no-shows and late cancellations, appointment reminders are sent via both email and SMS/text message to the contact information you provide.

Photography & Session Notes 

Before-and-after photos or other images may be taken only with your explicit written consent and will be used solely for clinical charting and session notes. These remain strictly confidential unless you provide additional written permission for other uses.

Your Rights 

You have the right to request access to or copies of your records, request corrections to inaccurate information, or request restrictions on certain uses or disclosures of your information. You may also revoke consent for specific disclosures (except where action has already been taken). 

To exercise these rights or for any questions about our privacy practices, please contact us at admin@heartwoodhc.com.

We reserve the right to update this Privacy Policy at any time. The most current version will always be available on our website. This policy is governed by the laws of the State of Wisconsin.

Last Updated: April 2026