Heartwood Healing Collective, LLC

12720 W North Ave, Bldg B, Suite 103 

Brookfield, WI 53005 

Phone: 414-323-4183 

Email: admin@heartwoodhc.com 

1. Services Offered

Heartwood Healing Collective offers massage and manual therapy, 5-needle acupuncture, yoga classes, live events, self-care classes, and occasional workshops. 

Session durations, pricing, available therapists, package details, and voucher options are subject to change and can be viewed in our client portal and booking engine powered by Pabau. Individual 1-on-1 services are typically scheduled in 60, 75, or 90-minute increments, though exact duration may vary depending on the service. Workshops, self-care classes, and live events range from 60 minutes to full-day or multi-day experiences.

2. Cancellation, Rescheduling, Deposit & No-Show Policy

To secure your appointment, a 30% non-refundable deposit is required at the time of online booking. The deposit is non-refundable for cash but may be transferred as an account credit (valid for 6 months from the original appointment date). 

– Any 1-on-1 appointment that requires a deposit greater than 30% will be clearly stated in the booking engine at the time of booking. 

– No appointment will be reserved until the required deposit is paid in full. 

– Cancellations or rescheduling made more than 48 hours prior to the scheduled appointment will allow the deposit to be converted into an account credit. 

– Cancellations or rescheduling made less than 48 hours before the appointment, or a “no-show,” will result in forfeiture of the full session fee. The deposit will be applied toward the full amount owed, and the client will be responsible for any remaining balance. 

– If Heartwood Healing Collective is able to fill the cancelled time slot, a full credit or refund may be issued at our sole discretion. 

– For workshops, self-care classes, live events, and longer experiences, a separate cancellation policy will be stated on the event page and may differ from 1-on-1 sessions. 

The remaining balance is due at the time of service unless otherwise arranged.

3. Accepted Forms of Payment & Payment Requirements

Heartwood Healing Collective accepts the following forms of payment: 

– Cash 

– Personal checks 

– HSA and FSA cards (where eligible) 

– Debit and credit cards (Visa, Mastercard, American Express, Discover) 

– Apple Pay 

Cash and personal checks are our preferred methods of payment. In lieu of any potential convenience charges or credit card fees (which we do not currently impose), we strongly encourage clients to pay with cash or check whenever possible.

We do not accept insurance. 

Credit and debit card processing (including Apple Pay) is handled securely through our client portal and booking engine powered by Pabau using Stripe. 

Clients must keep a valid credit or debit card on file in their client portal at all times to reserve and book appointments. 

It is the client’s responsibility to confirm eligibility and reimbursement with their HSA/FSA plan administrator. Detailed receipts and transaction history are available directly in the client’s personal portal. 

In the event a check is returned for non-sufficient funds, a $35 returned check fee will be charged. 

Refunds or credits (when issued) will be returned to the original method of payment unless otherwise agreed in writing.

4. Voucher & Gift Certificate Terms

– Vouchers and gift certificates are non-refundable and have no cash value. 

– They are redeemable toward eligible services or packages only, subject to availability. 

– Gratuities are not included and must be paid separately if desired. 

– Vouchers are not valid for product purchases or classes (including yoga classes, self-care classes, or workshops). 

– Vouchers may be shared with another person. 

– Lost or stolen vouchers will not be replaced. 

– Expiration dates, if applicable, will be clearly stated at the time of purchase.

5. Package Terms

Packages are offered at a discounted rate as a commitment to a series of sessions and are subject to the following terms: 

– Packages have no cash value and are non-refundable. 

– Each package is valid only for the specific therapist and type of service clearly specified in the package description at the time of purchase. 

– Packages are not transferable to a different therapist. 

– All packages have an expiration date, which is specific to the package type and clearly communicated at the time of purchase. 

– At the sole discretion of Heartwood Healing Collective, a one-month grace period may be granted upon request. 

– Unused sessions expire after the package expiration date (or grace period, if granted) and are non-refundable. 

– If a session booked with a package results in a no-show or late cancellation (less than 48 hours’ notice), the session will be deducted from the remaining package balance, or the client may pay the full cancellation fee using another payment method. 

– Packages cannot be combined with other offers or discounts unless expressly approved by Heartwood Healing Collective in writing.

6. Health Disclosure & Refusal of Service

Clients must complete an intake form with accurate and complete health information. Lack of disclosure, incomplete disclosure, or dishonest disclosure of relevant health conditions, injuries, medications, or contraindications may result in refusal of service. The client remains responsible for full payment of the scheduled session.

7. Client Conduct

Heartwood Healing Collective is committed to maintaining a safe, professional, and respectful healing environment for all clients and practitioners. 

Any form of unsolicited sexual advances, inappropriate sexual behavior, harassment, threatening actions, or other unacceptable conduct will result in the **immediate termination** of the current session. 

In such cases: 

– The client will be responsible for the full session fee. 

– If the client has a package, they will forfeit all remaining sessions in that package. 

– Any vouchers, gift certificates, or account credits (including those from loyalty points or membership payments) will also be forfeited. 

– Future services may be refused without refund. 

We reserve the right to involve law enforcement if the behavior constitutes a threat to the safety of staff or other clients.

8. Photography & Documentation

Before-and-after photos may be included in session notes and charting only with the client’s explicit written consent. These images remain strictly confidential and are used solely for clinical purposes unless additional written permission is granted for other uses.

9. Liability Waiver & Assumption of Risk

Massage therapy, manual therapy, acupuncture, yoga, and related wellness services involve inherent risks, including but not limited to muscle soreness, bruising, fatigue, or other temporary discomfort. 

I understand and acknowledge that: 

– Massage therapists and practitioners at Heartwood Healing Collective do not diagnose medical conditions and nothing said or done during a session should be construed as a diagnosis or medical advice. 

– These services are not a substitute for professional medical care, diagnosis, or treatment. Clients are advised to consult a qualified physician or healthcare provider for any medical concerns. 

– Accurate and complete health information has been provided and will be promptly updated if my health changes. 

 

By receiving services, I voluntarily assume all risks associated with these services and release Heartwood Healing Collective, LLC, its owners, practitioners, and staff from any liability for injury, loss, or damage (except in cases of gross negligence or willful misconduct) arising from my participation.

10. Appointment Reminders

To help reduce no-shows and late cancellations, appointment reminders are sent via both email and SMS/text message using the contact information provided in your client portal.

11. General Provisions

These Terms of Service constitute the entire agreement between you and Heartwood Healing Collective, LLC. Use of our site and services implies consent to these terms.  If any provision of these terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect. 

These Terms are governed by the laws of the State of Wisconsin. Any disputes arising under these terms shall be resolved in the courts located in Waukesha County, Wisconsin. 

We reserve the right to update these Terms of Service at any time. The most current version will be posted on our website.

 

Last Updated: April 2026