Privacy policy

Last updated October 29, 2026

I want you to feel at home here, and part of that is knowing exactly what happens with your information. This page explains it in plain words. If anything is unclear, write to me at hello@holisticbrain.co and I'll answer you myself.

Who I am

The Holistic Brain is my teaching site. I'm Dr. Danielle, and I'm the one who looks after it and the information it holds.

Who the site is for

The Holistic Brain is made for adults. Accounts are for people 18 and over, so if you're younger than 18, please don't create one.

What I keep about you

Your email address. It's how you log in. There are no passwords. You can add a name in Settings if you like; I only use it to greet you in emails. I also keep when your account was made and when you last logged in.
Your login links. When you ask to log in, I email you a link that works once and stops working after 15 minutes. The site keeps only a scrambled copy of each link, never the link itself.
Your lesson progress. Which sections you've marked complete and when, and your quiz answers, along with the question and answer wording, so your record still makes sense if I edit a lesson later. I also keep where you last were in a course and when, so the site can take you back to the exact spot.
Your kit code. If you enter the code from an ʻIliahi Study Collection card, I keep which code your account claimed. The codes themselves are stored only in scrambled form.
Your membership. If you're a member: your plan, whether it's active, when it renews or ends, whether I've marked you certified, and Stripe's reference numbers for your customer record and subscription. Your card details stay with Stripe.
My contact list. I keep one list of everyone on the site, so I can look after you and choose who an email goes to: your name and email, your group (Newsletter, Free, Lifetime, VIP – In training or VIP – Certified), any tags I add (for example, the event where you signed up), how you joined (a free sign-up, one of my sign-up links, a membership invite, checkout, a form on holisticbrain.co, or my own list), when you joined, when you last signed in, and whether you've turned announcement emails off. Only I can see it.
If I added you before you made an account. If you were part of The Holistic Brain before this site opened (for example, as a lifetime member), I keep your name and email on my list, with your group and any tags, so your access is ready the first time you sign in. From then on it is part of your account.
If you're on my newsletter list. If you signed up for my newsletter or bought one of my kits, I may add your name and email from my own lists to this one, in the Newsletter group, and send you my announcement emails from here. You can unsubscribe any time with the link in any of them. If you later make an account, your entry simply becomes part of it.
If you use a form on holisticbrain.co. If you sign up for my newsletter there, I send you one email to check it's your address, and you join my Newsletter group only after you press its button. If you send me a "Work with Dr. Danielle" request, I keep your name, email, organisation, request type and message on your entry in my list so I can reply, and I email you to say it arrived. A request on its own doesn't put you on my newsletter. To keep these forms free of spam, the site briefly keeps a scrambled, unreadable version of your IP address, which is deleted after a day.
Sign-up links. If you joined through one of my sign-up links, I keep which link you used.
Your email preference. Whether you've turned announcement emails off, and a record of which announcement emails were sent to you, so no one gets the same email twice.
Your time zone. Your device tells the site its time zone, so the live-call reminder arrives at 6 pm your time.
Your posts and comments. What you write in #Wins is shown to other members with your first name and last initial. What you write in #Start Here and #Announcements can be seen by anyone signed in to the site, including free accounts, with your first name and last initial. The people who can see a post or comment can also see who hearted it. You can edit or delete your own any time, and I can remove any post or comment.
What you send from Help & ideas. What you type in the Help & ideas chat is sent to Google's AI service to write a reply, along with a short guide about how this site works and whether you have a free account or a membership. It is not given your name, your email address, your study answers, your payments or anything else from your account. Nothing from the chat is kept unless you press "Send to Dr. Danielle" or "Add to the wish list". Then I keep a one-line summary, your last 10 messages and the page you were on, with your account, so I can read it and reply to you by email. Please don't type card numbers, passwords or health details there.
Your Certification workbook. If you're a member working toward your certification: the name you want on your certificate, your goal, whether you want your certification celebrated in #Wins, your three case studies (each client's initials or a code, the wellness program, the essential oils used and the protocol followed, the session dates, the 0 to 5 scores, the emotions ticked, the written answers and your notes), when you submitted it, and any note I send back to you and when. Only you and I can see it.
Your live-call attendance. If you're a member: which live calls you attended. I tick this myself after each call; it counts toward your certification.
Your case-study presentation. If you're working toward your certification: that you presented your case studies on a live call, which call it was, and when I recorded it. I record this myself; I approve your certification after it.
Your final quiz. If you take the Certification final quiz: each attempt's score, whether it passed, when, and your answers along with the question and answer wording.
Your certificate. Once you're certified: your certificate number, your name exactly as it's printed on your certificate, the date it was issued, and when it was emailed to you. Only you and I can see it, unless you leave "Celebrate my certification in #Wins" ticked (see Your Certification workbook below).
Your profile photo. Only if you add one. The site keeps a small copy, without the hidden details phones tuck inside photos (such as where it was taken), and shows it beside your posts: to other members, and in #Start Here and #Announcements to anyone signed in to the site, including free accounts. You can remove it any time, and I can too.

That's it for everyday use of the site. Apart from the optional name and photo, I don't ask for your address, phone number or birthday, and I never ask about your own health. The Certification workbook holds notes about your clients, explained below.

If you join a wellness study

The study keeps a little more, and it is all explained in the study's consent statement before you agree:

Your answers on the feeling scales, at the start, each day and at the end
What you write in the open boxes
Which of your four daily applications you completed
When you submitted each entry
The time zone and reminder time you choose, so your reminder emails arrive when you asked

Your notes aren't read as you write them.

While your study is running, the site knows which answers are yours. That's how it shows you your own cards and results. Thirty days after your study ends, once your answers are safely saved, the link between your email and your answers is deleted. Your answers stay, filed under a participant code with no name attached, and can't be traced back to you afterward. Your study reminder emails are deleted at the same time.

Because of that, I can't pull out one person's study entries once the link is gone. If you'd rather your answers weren't used at all, stop before you finish and tell me.

If you give permission at Day 8, I may share something you wrote, always without your name. If you say no, nothing changes.

Your Certification workbook

Your case studies are about your own clients, so please enter each client by their initials or a code, never their name, and leave out anything that could identify them. Before you write about a client, make sure you have their permission. The site asks you to tick a box to confirm you have it and have removed identifying details.

Only you and I see your workbook. It isn't shown to other members. When you submit it, I read it in full: your application, your three case studies, which lessons you've completed, the live calls you attended and your best final-quiz score. If something needs changing, I send it back with a note that you'll see at the top of your workbook. Your workbook (including when you presented your case studies on a live call), your attendance and your quiz attempts stay with your account until your account is deleted, and Railway's daily backups keep a copy for up to six days after that.

When you complete your certification and I approve your workbook (or, if you were certified before the site made certificates, when you confirm your name), the site makes your certificate with your name as you gave it, the date and a certificate number, and emails it to you as a PDF. If a spelling needs fixing, I correct it and send the corrected certificate; the number and date stay the same. Your certificate stays with your account, and you can download it from the Certification section any time, even if your membership ends.

If you leave "Celebrate my certification in #Wins" ticked in My Application or when you confirm your name, or press "Celebrate my certification in #Wins" on your Certification page, I post a congratulations in #Wins with the name on your certificate and a picture of your certificate (its number and date included), seen by paying members. Untick it, or don't press it, to skip the post. Members can heart and comment on it like any post, and I can edit, hide or remove it. I may also share your celebration outside the site, for example in our WhatsApp group. That link shows only your certificate picture and the post's opening words to anyone who has the link, without logging in. The rest of the post and its comments stay inside the site.

Emails I send

Your login links
If you become a member: a welcome email when you join. Stripe may email you payment receipts.
If you were already a member before this site opened: a personal invite email from me with your own link to bring your membership over.
Announcement emails from me about the courses and the membership: to members, to free and lifetime accounts, and to people on my list (including my newsletter list). They may greet you by your first name, and some I write ahead and schedule to go out later. Every one carries an unsubscribe link.
If you're a member: a reminder the evening before each live call, at 6 pm your time.
If you submit your Certification workbook: the site lets me know by email that it's ready to read. If I send it back to you, you get a short email saying so, with a link to your workbook; my note itself stays inside the site.
If you complete your certification: your certificate, attached as a PDF (and again if I correct it or you ask me to resend it).
During a study: a daily reminder at the time you chose, and a gentle nudge the morning after a day you didn't save. They stop as soon as your study ends or you stop it. Every one carries a "Stop my study" link, plus a sign-in button that works only for you until the end of that study day.
When I draft an email with AI help, only my own instructions are sent to Google's AI service; your name, email address and anything you've shared in the app are never sent to it.

Live calls

Live calls are recorded. The recordings and Google's notes from each call are shown only to members, inside the site.

Cookies

The site uses two small cookies, both just to make it work:

One keeps you logged in for 30 days on the device you use, so you don't need a new link every visit. Logging out ends it.
The other holds your current visit, including a security code that protects your forms, so no other website can send something in your name.

There are no advertising cookies, no tracking and no analytics.

Who helps me run the site

Railway hosts the site and its database, in the United States. Like any website, its server logs briefly record technical details such as your IP address, to keep the site running and secure.
Google Workspace sends my emails, so the emails I send you pass through Google.
Google Drive keeps the live-call recordings and their notes.
Google Fonts supplies the lettering you see on the pages, so your browser asks Google for those fonts when a page loads.
Stripe handles membership payments: your card details go straight to Stripe and never reach this site, which keeps only whether your membership is active and Stripe's reference numbers for your customer record and subscription.

Backups and my records

Railway keeps a daily backup of the site's database for six days, so anything deleted from the site is gone from those backups within about a week.

Finished study answers are also copied into my private records, filed by participant code, with no names or email addresses.

What I never do

I never sell your information or share it for advertising.
I don't use AI to read your study notes or answers.
I never attach your name to anything I share from a study.

Your choices

You can write to me any time at hello@holisticbrain.co to:

see what I hold about you
correct your email address

You can turn announcement emails off and on again any time, in Settings or with the unsubscribe link in any announcement email. Your login links, invites and live-call reminders still reach you either way.

If you'd like your account deleted, email hello@holisticbrain.co and I'll take care of it. For now I do this by hand, and I'll write back to let you know it's done. Your account, your lesson progress, what you sent from Help & ideas, your Certification workbook, your live-call attendance, your final-quiz attempts and your certificate record go with it.

Study answers that are already filed without your name can't be found again, so they stay.

Changes

If I change how I handle your information, I'll update this page and the date at the top.

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