Privacy Policy

Effective date: 09 December 2025

This Privacy Policy describes how Crystal Calm Studio ("we", "us", or "our") collects, uses, discloses, and protects personal information when you use our website crystalcalm.com and our services (the "Services"). This policy applies to all services delivered online and to in‑person services provided at our office on Vancouver Island, British Columbia, Canada.

1. What We Collect

Information you provide directly:

Contact details (name, email, phone, date of birth).
Account/profile information if you create a member account.
Booking and appointment information (dates, times, services requested).
Intake form responses, session notes, personal history, or other sensitive information you share during channeling, coaching, or Reiki sessions.
Payment information (processed by third‑party payment processors; we do not store full card numbers).
Any messages, chat transcripts, or files you send via WhatsApp as part of a session.

Information collected automatically:

Website usage data (pages visited, IP address, browser, device type, timestamps).
Cookies and analytics data

Third‑party sources:

Information from service providers we use (Wix, payment processors such as Square/PayPal, WhatsApp/Messenger, analytics providers).

2. How We Use Your Information

We use personal information to:

Provide, schedule, and manage sessions (remote and in‑person).
Communicate appointment confirmations, reminders, changes, and follow‑ups.
Maintain records of sessions, including any notes necessary for continuity of service.
Process payments, refunds, and receipts.
Improve our services and website experience.
Send marketing communications only where you have consented; you may opt out at any time.

3. WhatsApp / Messaging Platform Notes

Sessions run through WhatsApp (text‑chat) when that is the agreed channel. WhatsApp is a third‑party service owned by Meta; messages are transmitted via and stored by that provider according to their terms and policies.

WhatsApp uses end‑to‑end encryption for messages between participants, but backups (e.g., cloud backups) or certain integrations may not be encrypted, and message metadata or copies may be stored on third‑party servers or cross‑border.

By booking and communicating via WhatsApp you consent to using this third‑party service and to the storage/processing of messages by WhatsApp/Meta and any related providers as described in their privacy policies.

If you do not want to use WhatsApp for sessions or to have chat transcripts stored by a third party, contact us before booking so we can discuss alternative arrangements (for example, a phone call, secure video session on another platform).

4. Sensitive Information

Information shared during channeling, coaching, or Reiki sessions (spiritual, emotional, personal details) is treated with care and is considered sensitive.

We collect and retain such information only as necessary for providing services and for legitimate administrative reasons (e.g., continuity of care). You should avoid sharing information you strongly wish not to be recorded; if you have concerns, raise them before the session.

5. Legal Basis & Jurisdiction

For residents of Canada and other jurisdictions, we process personal information for the performance of a contract (to deliver booked services), with consent (for marketing or optional data collection), and for legitimate business interests (to operate and improve the service), and are subject to applicable laws.

This policy is governed by applicable Canadian federal and provincial privacy laws; if your jurisdiction has additional rules, you may have extra rights.

6. Third‑Party Processors & Cross‑Border Transfers

We use service providers (Wix, payment processors, WhatsApp/Meta, analytics providers). These providers may store and process data outside Canada. By using our Services you acknowledge and consent to such transfers.

We seek to use reputable providers and take reasonable contractual/technical measures to protect your information.

7. Security

We implement reasonable technical and administrative measures to protect personal data (access controls, secure transmissions where available).

No system is perfectly secure; we cannot guarantee absolute security. If a data breach occurs, we will notify affected individuals and authorities as required by law.

8. Data Retention

We retain personal and session records only as long as necessary for the purposes described and to meet legal or business requirements.

9. Access, Correction & Deletion

You may request access to, correction of, or deletion of your personal information. Some information may need to be retained to meet legal obligations (e.g., tax or recordkeeping requirements).

To make a request, contact us using the details below. We may require verification of identity before responding.

10. Limits to Confidentiality & Mandatory Disclosures

We aim to keep session information confidential except where disclosure is required or permitted by law (for example: risk of serious harm to self/others, court orders, or mandatory reporting obligations). If such a situation arises we will disclose only the information required and will inform you when appropriate.

11. Children / Minors

Our services are intended for adults (18+). If sessions for minors are offered, consent and record access will be handled in accordance with applicable laws and our intake procedures; please discuss prior to booking.

12. Payments & Receipts

Payments are processed by third parties (Wix/Square/PayPal). Refunds and disputes are handled according to our Refund & Cancellation Policy. We do not store complete payment card details on our servers.

13. Cookies & Tracking

We use cookies and similar technologies for site functionality and analytics. You can manage cookie preferences through your browser.

14. International Clients

If you reside outside Canada, note that data processing and storage may occur in Canada or other countries through our service providers. By using our Services you consent to such processing.

15. Changes to This Policy

We may update this policy. The "Effective date" will reflect the latest update. We will provide notice where required by law.

16. Contact

For privacy questions, access requests, or complaints:

Crystal Calm Studio

Violet Vopni

Email: violet@crystalcalm.ca

Phone: 431-971-1031

Address: Nanaimo, British Columbia, Canada