Privacy
Your words stay between us.
This page explains what we collect when you write to us, why we collect it, and how to ask us to change or delete it.
Last updated 1 September 2026
Who we are and who to contact
Roots to Rubies [legal entity name — confirm], based in Aotearoa New Zealand. Our privacy officer is Tera Warner, who handles privacy questions, access requests, and complaints. Reach them at hello@rootstorubies.com.
What we collect, and whereIPP 1, 3
- The contact form — your name, email address, and message.
- The Sleep Reset sign-up — your email address.
- The Signal Assessment — your account details and your answers about your eight signals.
- Coaching — what you discuss with your coach and any notes kept.
- Events and purchases — your name, email, and billing details.
- Automatically — IP address, device and browser, pages visited, in our host’s server logs.
Health information
The Signal Assessment asks about your sleep, energy, cycle, mood, digestion, and stress. Notes you send us often touch on the same things. Our coaches do not diagnose or prescribe; what you share is used only to guide the work you do with us.
Your answers and notes are seen only by the coach you work with and the small team who supports her. They are never used to target marketing, never published, and never shared without your explicit permission. Testimonials appear on this site only with the client’s consent. We keep health information only as long as we are working together, then delete it as set out in section 07.
Why we collect itIPP 1
- Your contact details — so we can write back to you.
- Your Sleep Reset email — so we can send you your code and the next Reset dates.
- Your assessment answers — so your coach can see your Signal Map before your call.
- Coaching notes — so your coach can pick up where you left off.
- Billing details — so we can take payment and keep the records the law requires.
Who else holds itIPP 11
We use a small number of services to run Roots to Rubies. Each holds only what passes through it:
| Who | What they hold | Where |
|---|---|---|
| Netlify | Hosts this website. Server logs, IP addresses, form submissions. | United States |
| Replit | Runs the Signal Assessment and stores the answers. | United States |
| Clerk | Accounts and sign-in for the assessment. Email addresses, authentication data. | United States |
| Google Workspace | Our email. Anything you write to us sits here. Call bookings via Google Calendar. | United States |
| Odoo | Event registrations, purchases, contact records. | [confirm region] |
| [Payment processor] | Card details, which we never see or store ourselves. | [confirm] |
| [Email sender] | The Sleep Reset sequence and any other list mail. | [confirm] |
We never sell your information, and none of these services may use it for their own marketing.
Information that leaves New ZealandIPP 12
Most of the services above are hosted in the United States, so nearly everything we collect leaves New Zealand. Before using each one we satisfied ourselves that it protects your information to a standard comparable to the Privacy Act 2020.
How long we keep itIPP 9
- Contact form notes — [e.g. 12 months after our last exchange — confirm].
- Assessment answers and coaching notes — [e.g. 12 months after we finish working together — confirm].
- Mailing list membership — until you unsubscribe.
- Purchase records — 7 years, as New Zealand tax law requires.
How we keep it safeIPP 5
Everything you send us travels encrypted. Access is limited to the people who need it to do their work, and your assessment account is protected by its sign-in. We are a small team without formal certifications, and we don’t claim otherwise.
Seeing and correcting your informationIPP 6, 7
You can ask for a copy of everything we hold about you, and ask us to correct anything that’s wrong. Write to our privacy officer at hello@rootstorubies.com. We’ll respond within 20 working days, as the Privacy Act requires — usually much sooner.
Cookies and tracking
This website sets no cookies and runs no analytics or advertising trackers. The Signal Assessment sets session cookies so you can stay signed in, and our events pages set their own cookies for registration and checkout. None are used for advertising.
Marketing and unsubscribing
You join the Sleep Reset list by giving us your email on the sign-up form — we never add anyone another way. Every email we send has a working unsubscribe link, and leaving takes one click, anytime, as New Zealand’s Unsolicited Electronic Messages Act requires.
Complaints
If you’re unhappy with how we’ve handled your information, come to us first: hello@rootstorubies.com. If we can’t put it right, you can complain to the Office of the Privacy Commissioner, free of charge.
If you are in the EU or UK
Some of our community lives outside New Zealand. If you’re in the EU or UK, additional rights under the GDPR may apply to you, and health information there needs your explicit consent — which is why the assessment asks before you begin. [Whether GDPR fully applies is under legal review — confirm with a lawyer.]
Changes to this policy
The date at the top of this page tells you when it last changed. If we change it in a way that matters — new services, new uses of your information — we’ll say so by email or with a notice on this site, not silently.