Nova - Privacy Policy

Purpose & Scope
Nova by MP LLC is committed to protecting the privacy, confidentiality, and security of all client information while providing professional holistic wellness services. Because the majority of services are provided virtually, this policy applies to all electronic, digital, verbal, and written interactions, including video sessions, online scheduling platforms, website use, email, and text communication.

This policy applies to all clients, prospective clients, website users, and all records maintained by Nova by MP LLC, including those handled by the owner, contractors, or authorized support staff.

Definitions
For the purposes of this policy, “Personal Data” means any information that identifies or can reasonably be linked to an individual, including name, email address, phone number, mailing address, payment information, online identifiers, intake forms, appointment history, session notes, and written or electronic communications. “Service” refers to all wellness services, virtual sessions, digital communications, scheduling systems, and website access provided by Nova by MP LLC. “Service Providers” means trusted third-party companies that assist with payment processing, scheduling, website hosting, bookkeeping, email communication, or analytics. “Usage Data” refers to information collected automatically through website access, such as IP address, browser type, device information, pages visited, and time spent on the site.

Information Collection, Use & Confidentiality
Nova by MP LLC collects personal information solely for the purpose of providing and improving wellness services, maintaining records, processing payments, scheduling appointments, communicating with clients, ensuring website functionality, and complying with legal obligations. This may include contact information, intake documentation, session notes, payment information, appointment details, and communications.

Certain technical information may be collected automatically when visiting the website, including IP address, browser type, device identifiers, and website usage patterns. This information is used for website functionality, analytics, security monitoring, and improving user experience.

Client information is treated as confidential and is never sold. Personal data is only shared with trusted service providers necessary to operate the business, such as payment processors or scheduling platforms, and only for legitimate business purposes. Information may also be disclosed with written client consent, when required by law, or if there is concern of harm to the client or others.

Nova by MP LLC does not diagnose, treat, or provide medical care. All services are educational and wellness-based in nature.

Cookies & Website Tracking
The Nova by MP LLC website may use cookies or similar technologies to enhance functionality, analyze traffic, and improve user experience. Cookies are small data files stored on a user’s device. Clients may disable cookies through their browser settings; however, certain website features may not function properly if disabled. Cookies are not used for selling personal information.

Legal Basis for Processing
Personal data is processed based on client consent, performance of a service agreement, compliance with legal obligations, and legitimate business interests such as improving services and maintaining security.

Data Storage, Retention & Security
Reasonable administrative, technical, and physical safeguards are used to protect client information, including password-protected devices and accounts, limited record access, secure storage systems, and avoidance of unsecured public networks when accessing data.

Because services are delivered virtually and utilize third-party platforms, information may be stored on secure servers located outside a client’s state. By using services, clients consent to such storage and transfers with reasonable safeguards in place.

Client records and personal information are retained only as long as necessary to provide services, comply with legal requirements, resolve disputes, and enforce agreements. Usage data is generally retained for shorter periods unless required for security or compliance purposes.

In the unlikely event of a data breach, affected individuals will be notified promptly and appropriate corrective action will be taken.

Virtual Services & Electronic Communication
Most services are conducted virtually through secure video conferencing platforms. While reasonable safeguards are used, no electronic communication system can be guaranteed completely secure. By scheduling services and providing contact information, clients consent to electronic communication for scheduling, session links, reminders, and general communication.

Clients are responsible for ensuring they have a private location, secure internet connection, and appropriate technology for virtual sessions. Nova by MP LLC is not responsible for service interruptions caused by client internet connectivity or technical issues on the client’s end.

Client Rights
Clients have the right to respectful, professional, and non-judgmental care; clear information regarding services and fees; privacy and confidentiality; access to personal records as permitted by law; correction of inaccurate information; request deletion of personal information subject to legal retention requirements; withdraw consent for communications; opt out of marketing emails; request information regarding categories of data collected and its use; decline or discontinue services at any time; and assert their rights without retaliation.

Requests regarding personal data must be submitted in writing and identity verification may be required. Nova by MP LLC will not deny services or provide a different level of service for exercising privacy rights.

Client Responsibilities
Clients are responsible for providing accurate and complete intake information, maintaining updated contact information, arriving on time, adhering to scheduling policies, maintaining a valid card on file, and communicating relevant changes in health or personal circumstances.

Appointments, Intake & Scheduling
All required intake forms must be completed prior to the first appointment. Appointments are not confirmed until completed documentation is received. Nova by MP LLC reserves the right to cancel or reschedule appointments if documentation is incomplete.

Clients arriving more than 15 minutes late, including for virtual sessions, may be required to reschedule and may be subject to the cancellation policy. Repeated cancellations may result in restricted scheduling, same-day booking requirements, or discontinuation of services.

Cancellation & No-Show Policy
Cancellations made less than 24 hours in advance are subject to 50 percent of the session fee. No-shows are subject to 100 percent of the session fee. If the practitioner is able to reschedule the missed or late-cancelled appointment within two weeks, the fee may be waived at discretion. If the rescheduled appointment is later cancelled or missed, the original fee and any additional applicable fee may be charged.

Payment & Card on File Policy
Payment is due at the end of services or prior to the appointment if paying online. Accepted payment methods include cash, Venmo, and major credit or debit cards. Checks are not accepted unless pre-approved. Nova by MP LLC does not bill insurance or submit insurance claims. Clients are responsible for full payment regardless of insurance coverage.

A valid credit or debit card must be kept on file and will only be charged with client approval after services, in the case of a no-show or late cancellation, or if an outstanding balance remains unpaid.

Rates are subject to change and may be adjusted based on operational or cost-of-living increases. Rates include applicable sales tax, credit card processing fees, and tip consideration. Tips are appreciated but never required.

Services for Minors
Clients under 18 years of age must have written parental or guardian consent prior to receiving services. Nova by MP LLC does not knowingly collect personal information from children under 13 without verified parental consent. If such information is discovered without proper consent, it will be deleted promptly.

Wellness Consultation Waiver
By receiving services, clients acknowledge that services are educational and focused on holistic wellness for energetic and spiritual well-being. Services are not intended to replace professional counseling, therapy, psychological care, or medical treatment and do not involve diagnosing, preventing, treating, or prescribing remedies for disease.

Minnesota Client Bill of Rights
In accordance with Minnesota Statutes §146A.11 for unlicensed complementary and alternative health care providers, clients have the right to practitioner identification and contact information; information regarding qualifications and approach; complete information about services and expected duration; courteous treatment free from verbal, physical, or sexual abuse; confidentiality of records; access to records as permitted by law; information about alternative services; freedom to choose or change practitioners; the right to refuse services; the right to assert rights without retaliation; and information on how to file a complaint.

Third-Party Websites
The website or communications may contain links to third-party websites. Nova by MP LLC is not responsible for the privacy practices of external websites and encourages clients to review their privacy policies.

Policy Updates
Nova by MP LLC reserves the right to update this Privacy Policy and Client Agreement at any time. Updated policies will be made available upon request or posted as appropriate.

Acknowledgment & Consent
By scheduling or receiving services with Nova by MP LLC, clients acknowledge that they have read, understand, and agree to this Privacy Policy, Client Agreement, Wellness Consultation Waiver, and the Minnesota Client Bill of Rights.

2/2026