The Well Woman Connection
Educate Empower Support
Privacy Policy
The Well Woman Connection
Privacy Policy | Last updated: 31/03/2026
Howdy — here's the honest version of how I handle your information.
When you share details about your health, your symptoms, and your life with me, that's a big deal and I don't take it lightly. This policy explains exactly what I collect, why, and what I do (and don't do) with it.
The plain-English summary: I collect only what I need to support you well. I never sell your information. You're always in charge of what you share. And if you have questions, just email me — gailrothstein@thewellwomanconnection.com
1. Who We Are
The Well Woman Connection (“we,” “us,” “our”) provides women’s health education and midlife wellness coaching, including online resources, an email newsletter (Pause & Thrive), and 1:1 and group coaching sessions conducted online and, where available, in person.
We are currently based in Ōhope Beach, Bay of Plenty, New Zealand, and are relocating to Arizona, USA in May 2026. We serve clients in New Zealand, the United States, and other locations where coaching is permitted.
Contact us at:
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Website: www.thewellwomanconnection.com
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Phone: +64 027 553 9366 (NZ) / [add Arizona number when available]
2. Not Medical Care — Important Notice
The Well Woman Connection provides education and coaching, not medical, nursing, or mental health treatment. We do not diagnose conditions, prescribe medications, order tests, or provide emergency care. Please continue working with your own licensed healthcare providers for medical advice, diagnosis, and treatment.
3. Which Privacy Laws Apply
Because we operate across jurisdictions, more than one privacy framework may apply to you:
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NZ: New Zealand clients: The New Zealand Privacy Act 2020 applies. Gail Rothstein is the designated Privacy Officer for The Well Woman Connection.
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US: US clients (Arizona and other states): We follow generally accepted US privacy best practices. Arizona does not currently have a single comprehensive consumer privacy law, so we apply a high standard of care regardless.
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Other: Other international clients: If you are located in a jurisdiction with its own privacy laws (for example, the EU/GDPR, Australia, Canada), those laws may also apply. Please contact us if you have specific questions.
By using our website or services, you agree to the practices described in this Privacy Policy.
4. Information We Collect
Contact and identity details
Name, email address, phone number, and similar information when you join our newsletter, download resources, complete a contact form, book a call via Calendly, register for an event, or join the waitlist.
Health and coaching information
Information you choose to share about your health history, menopause or perimenopause symptoms, lifestyle, goals, and preferences so we can tailor coaching and education to you. Please share only what is reasonably necessary — do not send detailed medical records, insurance numbers, or government ID numbers via email or website forms.
Session notes
Notes and documentation from your coaching sessions, including notes created with Heidi Health (see Section 9).
Payment information
If you purchase services, payments are processed through third-party payment providers. We do not store full credit card numbers on our own systems.
Testimonials
If you provide a testimonial, we collect and display it only with your explicit prior consent. We use only real, consented testimonials — never fabricated or anonymised without your knowledge.
Website usage data
Technical information such as IP address, device type, browser, pages visited, and interaction data, collected automatically through cookies and similar technologies when you use our website (see Section 11).
5. How We Collect Information
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When you complete forms on our website (contact forms, newsletter sign-up, booking requests, intake questionnaires, waitlist registrations).
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When you book a session through Calendly.
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When you interact with our Facebook page or attend an event.
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When you communicate with us by email, phone, or other channels.
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During online and in-person sessions, where you share information verbally or in writing, which may be reflected in our notes.
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Automatically, through cookies and similar technologies (see Section 11).
6. How We Use Your Information
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Provide, manage, and personalise coaching services, programs, and resources you request.
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Communicate with you about appointments, reminders, changes, and service-related information.
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Send educational content, newsletters (Pause & Thrive), and occasional updates — only when you have opted in. You can opt out at any time.
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Maintain records for business, legal, and professional purposes.
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Operate, maintain, and improve our website and services.
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Comply with applicable laws, regulations, and requests from authorities where required.
7. Legal Basis and Your Choices
We collect and use personal information:
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With your consent (for example, when you complete forms, sign up for emails, or agree to coaching terms).
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To perform a contract with you (for example, delivering paid coaching services).
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To comply with legal obligations under applicable privacy laws.
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For our legitimate business interests, such as improving our services and protecting our rights.
You can:
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Choose whether to provide information and what to share in coaching sessions.
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Opt out of marketing emails at any time by clicking the unsubscribe link or contacting us.
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Request access to, correction of, or deletion of your personal information (see Section 13).
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Ask us not to use Heidi Health during your sessions at any time (see Section 9).
8. Online Sessions — Zoom
We conduct most 1:1 and group sessions online using Zoom.
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We use basic security settings such as meeting passwords and waiting rooms.
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We do not record sessions by default. If a recording is ever proposed, we will ask for your explicit consent and explain why it is needed and how it will be stored.
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Your privacy during sessions also depends on your own environment. We encourage you to join from a private space and use a secure device.
If you are subject to specific privacy or telehealth regulations in your state or country, you remain responsible for understanding those requirements and deciding whether Zoom-based coaching is appropriate for you.
9. Use of Heidi Health (AI Scribe)
For all 1:1 sessions, we use Heidi Health, an AI-assisted scribe tool, to help create clinical-style notes so that Gail can stay fully present with you instead of typing during your time together.
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Heidi Health is used only as a tool to generate notes and does not store your personal information as a separate patient record or profile.
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The notes it helps to create are stored within our own documentation systems, under our control, and treated like any other coaching or clinical notes.
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After your session, Gail may use these notes to create a clear written recap for your personal use u2014 so you can remember key insights, decisions, and next steps. These recaps are for your information only and are not a substitute for medical records or advice from your healthcare providers.
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Heidi Health does not keep audio recordings of your sessions; any temporary processing of information is solely for the purpose of creating notes for Gail as your provider.
Your choice: If you would prefer Heidi Health is not used during your session, please let Gail know at any time and she will turn it off. This will not affect your ability to receive coaching.
10. Bookings — Calendly
We use Calendly to manage session bookings. When you book a session, Calendly collects your name, email address, and any information you provide in the booking form. Calendly processes this data under its own Privacy Policy, which you can review at calendly.com/legal/privacy-notice.
We receive the booking details and use them only to manage your appointment and communicate with you about it.
11. Website Hosting, Newsletter, Cookies, and Analytics
Our website is hosted on Wix.com. Wix provides our online platform and may store data on secure servers. Our email newsletter (Pause & Thrive) is managed through Wix's built-in email marketing tool.
Our website uses cookies and similar technologies that help the site function, provide security, measure performance, and understand how visitors use the site. Cookies may:
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Remember your preferences and settings.
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Support features such as forms and embedded content.
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Provide aggregated analytics about site traffic and usage.
You can manage cookies through your browser settings and, where available, through the cookie preferences on our site. If you disable cookies, some features may not work optimally.
12. Facebook Page
We operate a Facebook page. When you interact with our page — by liking, commenting, messaging, or engaging with posts — Facebook collects and processes data in accordance with its own Data Policy. We do not control Facebook's data practices.
Information you send us via Facebook Messenger may be used to respond to your enquiry. We may also receive aggregated, anonymised insights about how people engage with our page.
13. How We Share Information
We do not sell your personal information.
We may share your information with:
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Service providers who help us operate our business, including: Wix (website hosting and email marketing), Calendly (session booking), Zoom (online sessions), Heidi Health (AI session notes), and payment processors.
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Professional advisors (legal or accounting) where necessary and appropriate.
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Other health or wellness providers, but only with your knowledge and consent.
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Authorities or third parties, if required by law, court order, or to protect rights or safety.
Where we use service providers, we aim to work with vendors that have appropriate privacy and security protections and limit their use of your data to what is necessary.
14. International Data Transfers
Our service providers may store and process information in the United States, New Zealand, or other countries. Because we serve clients internationally and are in the process of relocating from New Zealand to Arizona (USA), your information may be transferred between jurisdictions where privacy laws differ.
NZ clients specifically: Under the New Zealand Privacy Act 2020, we are required to take reasonable steps to ensure that any overseas recipient of your personal information protects it in a way that is comparable to the Act. By engaging with our services, you acknowledge that your information may be transferred to our service providers in the US and other countries. Where we can, we work with providers who have appropriate data protection measures in place.
15. Data Security
We take reasonable measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction — including using reputable third-party platforms with their own security features, limiting access to personal information to those who need it, and encouraging secure practices during sessions.
However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
16. Data Retention
We keep your personal information only for as long as reasonably necessary to:
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Provide the services you have requested.
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Maintain appropriate business and professional records (generally a minimum of 7 years for health-related records, or as required by applicable professional and legal standards in NZ and the US).
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Comply with legal, accounting, or reporting obligations.
When information is no longer needed, we will securely delete or de-identify it where feasible.
17. Your Rights and How to Contact Us
Depending on where you live and which laws apply, you may have the right to:
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Request access to the personal information we hold about you.
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Ask us to correct or update inaccurate information.
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Ask us to delete certain information, subject to any legal or professional obligations to retain it.
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Withdraw your consent to receive marketing communications at any time.
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Object to certain uses of your information.
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Ask us not to use Heidi Health during your sessions.
NZ clients: You have the right to make a complaint to the New Zealand Privacy Commissioner at privacy.org.nz if you believe your privacy rights have been breached.
US clients: You may have additional rights depending on your state of residence.
To exercise any of these rights or ask questions about this policy, contact:
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Privacy Officer (NZ): Gail Rothstein
18. Children's Privacy
Our services and website are intended for adults. We do not knowingly collect personal information from anyone under 18. If you believe a child has provided us with personal information, please contact us so we can delete it appropriately.
19. Third-Party Links
Our website and emails may contain links to websites or resources operated by third parties (for example, articles, research, or other providers). We are not responsible for the privacy practices or content of those sites and encourage you to review their privacy policies separately.
20. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services, or applicable laws. When we do, we will update the date at the top of this page and, where appropriate, notify you by email or a notice on our website.
The Well Woman Connection
Terms of Use
& Client Agreement
Last updated: March 2026
Howdy — a quick plain-English note before the legal stuff.
These terms exist to make sure we’re both clear on what this coaching relationship is, what it isn’t, and how we’ll handle things like scheduling and payments. My goal is to keep this as straightforward as possible.
Short version: coaching is a collaborative process, not a medical service. You’re in charge of your own decisions. I’m here to educate, support, and walk beside you — not to fix you or tell you what to do.
If you sign a separate Coaching Agreement for a specific program (like the Midlife Moxie Reset), that agreement takes precedence over these general terms for anything program-specific.
1. Who We Are
The Well Woman Connection (“we,” “us,” “our”) provides women’s health education, midlife wellness coaching, and related services, primarily online.
We are currently based in Ōhope Beach, Bay of Plenty, New Zealand, and are relocating to Arizona, USA in May 2026. We serve clients in New Zealand, the United States, and other locations where coaching is permitted.
By using our website, booking a call, or purchasing coaching or programs, you (“you,” “client”) agree to these Terms of Use & Client Agreement.
If you sign a separate written Coaching Agreement for a specific program, that agreement governs that program. Where there is any inconsistency, the Coaching Agreement prevails for that program.
2. Services and Scope of Practice
We provide education and health coaching — not medical, nursing, psychological, or psychiatric treatment. Gail Rothstein is a registered nurse and health coach; coaching sessions are coaching, not clinical consultations.
This means we do not:
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Diagnose health conditions
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Interpret tests in place of your clinician
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Prescribe or adjust medications or supplements
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Provide crisis or emergency care
Nothing on our website, in our sessions, or in any materials we provide is intended to be — or should be taken as — medical or mental health advice, diagnosis, or treatment. You agree to continue working with your own healthcare providers and to seek their input before making changes that could affect your health.
3. The Coaching Relationship
Coaching is a collaborative process that requires your active participation. You are responsible for your own decisions, actions, and outcomes. We cannot and do not guarantee any specific results.
You agree to:
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Attend scheduled sessions on time and prepared
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Be honest about your health, circumstances, and goals
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Take responsibility for implementing (or choosing not to implement) any strategies we discuss
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Let us know if something isn’t working so we can adjust our approach
We agree to:
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Show up prepared and present for every session
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Respect your autonomy and your pace
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Refer you to other professionals when something falls outside our scope
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Keep your information confidential in line with our Privacy Policy
4. Scheduling, Cancellations, and Rescheduling
Sessions are booked using our Calendly scheduling system or as otherwise agreed.
Unless your Coaching Agreement states otherwise:
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You may cancel or reschedule with at least 24 hours’ notice at no charge.
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Sessions cancelled with less than 24 hours’ notice, or missed without notification, may be treated as a completed session and are non-refundable.
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If you are more than [10–15] minutes late, the session will end at the scheduled time and the full session fee applies.
If we need to reschedule, we will give you as much notice as possible and offer a replacement time. There is no charge when we reschedule.
For packaged programs like the Midlife Moxie Reset, the detailed rules in your signed Coaching Agreement apply if they differ from the above.
5. Packages, Payments, and Refunds
Current pricing and payment options are displayed on our website or described in your welcome materials.
Unless your Coaching Agreement states otherwise:
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Payment is due in full at the time of booking, or according to an agreed payment plan.
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All fees are generally non-refundable once a service or package has started, except as required by law.
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If you choose to stop partway through a package, unused sessions are not automatically refunded. At our discretion, we may offer rescheduling or a credit.
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You are responsible for any bank or payment provider fees associated with your payments.
If we cancel a program or are unable to deliver services you have paid for, we will either provide an alternative or refund any unused portion of your fees.
NZ clients: Nothing in this section limits any rights you have under the New Zealand Consumer Guarantees Act 1993 or Fair Trading Act 1986, which cannot be contracted out of in consumer transactions.
6. Online Sessions and Technology
Most services are delivered online via Zoom and other third-party tools.
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You are responsible for having a stable internet connection, a private space, and compatible devices and software.
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We are not responsible for technical issues on your end that prevent you from attending; standard cancellation rules apply.
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We use basic security settings for Zoom sessions (passwords, waiting rooms) and do not record sessions by default. If a recording is ever proposed, we will ask for your explicit consent first.
For all 1:1 sessions, we use Heidi Health, an AI-assisted scribe, to create session notes and written recaps — so Gail can stay fully present with you instead of typing. Heidi does not store your information separately or keep audio recordings. You can ask us to turn it off at any time. See our Privacy Policy and FAQ for full details.
7. Privacy, Confidentiality, and Session Recaps
We handle your personal information in line with our Privacy Policy, which is incorporated into these Terms by reference. Please read it carefully at www.thewellwomanconnection.com/privacy-policy.
We treat what you share in sessions as confidential, with the standard exceptions (for example, if we are required by law to disclose, or if there is a risk of harm to you or others).
After each 1:1 session, Gail may send you a written recap of key insights, decisions, and next steps. These recaps are for your personal reference only — they are not formal medical records and do not replace information from your healthcare providers.
8. Your Health Responsibilities
You understand and agree that:
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You are responsible for your own health and safety at all times.
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You will consult your GP or other licensed providers before making changes that could affect your health, especially regarding medications, supplements, or treatment plans.
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If you experience new, severe, or worsening symptoms, or if you are in crisis, you will seek immediate help from appropriate medical or emergency services.
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You will let us know of any significant changes in your health that may affect our work together.
9. Intellectual Property
All website content, session materials, worksheets, handouts, and programs we provide are our intellectual property, unless otherwise noted.
You receive a personal, non-transferable licence to use them for your own learning and wellbeing. You may not copy, share, sell, or use them to coach others or create competing products without our written permission.
10. Limitation of Liability
Coaching involves personal change, and results vary. You remain responsible for your own health decisions and for consulting your healthcare providers.
To the fullest extent permitted by applicable law, we are not liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of health outcomes, arising out of or related to your use of our website, services, or materials.
Our total liability for any claim related to our services is limited to the amount you paid us for the specific service or package in question.
NZ clients: Nothing in this section limits any rights you have under the New Zealand Consumer Guarantees Act 1993 or Fair Trading Act 1986 that cannot lawfully be excluded.
US clients: Nothing in this section limits liability that cannot be excluded or limited under applicable federal or state law.
11. Age Requirement
You must be at least 18 years old to use our coaching services and this website. We do not knowingly work with or collect personal information from anyone under 18.
12. Changes to These Terms
We may update these Terms from time to time to reflect changes in our services, policies, or applicable law. When we do, we will update the date at the top of this page. Your continued use of our website or services after changes are posted means you accept the updated Terms.
13. Governing Law
These Terms are governed by and construed in accordance with the laws applicable to the location from which we primarily deliver services:
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NZ clients (current): Until April 2026: New Zealand law applies, and any disputes will be subject to the jurisdiction of the New Zealand courts.
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US and international clients (from April 2026): From April 2026 onward: The laws of the State of Arizona, USA apply, without regard to its conflict of law principles. Any disputes will be brought in the state or federal courts located in Arizona.
Nothing in this section affects any non-excludable rights you have under the consumer protection laws of your own jurisdiction.
14. Contact
If you have questions about these Terms, please contact: