Last updated May 1, 2026
We are James Rodney Petty, doing business as Soulful CRM ("Company," "we," "us," "our"). We operate the website https://www.soulfulcrm.com and any other related products and services that refer or link to these legal terms (collectively, the "Services").
Soulful CRM is a cloud-based customer relationship management platform designed to help spiritual and wellness practitioners manage client information, track sessions, generate AI-assisted summaries, accept client bookings, send emails and SMS messages to clients, automate practice communications, and connect external services via webhook integrations.
You can contact us by phone at 818-724-7408, or by email at hello@soulfulcrm.com
These Legal Terms constitute a legally binding agreement between you and Soulful CRM concerning your access to and use of the Services. By accessing the Services, you have read, understood, and agreed to be bound by all of these Legal Terms. IF YOU DO NOT AGREE, YOU MUST DISCONTINUE USE IMMEDIATELY.
The Services are intended for users who are at least 18 years old. Persons under the age of 18 are not permitted to use or register for the Services.
Soulful CRM is a cloud-based CRM platform for managing client information, tracking sessions, generating AI-assisted summaries, accepting direct client bookings, sending practitioner-to-client emails and SMS messages, automating practice-related communications, and connecting third-party services via inbound and outbound webhook integrations. The Service is intended for organizational, administrative, and informational purposes only. Soulful CRM does not provide medical, legal, or licensed professional services.
Soulful CRM offers a free tier and paid subscription tiers. The free tier permits management of up to 30 clients and includes session logging and basic client notes. AI features — including AI session recaps, AI client summaries, follow-up suggestions, and next session ideas — are available exclusively on paid plans. The practitioner client email feature, including the ability to send emails to clients and configure automated email triggers, is available on paid plans only. Feature availability is enforced at the server level and may change with notice.
Soulful CRM is not designed, certified, or approved for the storage, management, or processing of Protected Health Information (PHI) as defined under HIPAA, or for any use subject to HIPAA. Users agree not to upload, store, or transmit any PHI or sensitive medical records through the Service. While practitioners may enter general wellness session notes, these notes must not include clinical diagnoses, medical records, or other content that constitutes PHI. Soulful CRM disclaims all liability for any such use of the platform.
The Service uses artificial intelligence to generate session recaps, client summaries, follow-up suggestions, and related outputs based on notes you provide. These AI-generated outputs are provided for informational and organizational purposes only. They may not be accurate, complete, or suitable for your specific situation. All AI-generated content should be reviewed by you before use or sharing. Soulful CRM assumes no liability for decisions made based on AI-generated outputs.
AI outputs are not used to make automated decisions with legal or significant effect on you or your clients. They are informational tools displayed to you for your discretionary review and use only.
Soulful CRM provides practitioners with an optional public booking page that allows clients to schedule sessions directly. By enabling this feature, practitioners acknowledge that their booking page is publicly accessible and that client information submitted through bookings — including name, email address, phone number, and session notes — will be stored within their Soulful CRM account.
Practitioners are solely responsible for managing their availability, honoring bookings made through the platform, and communicating with clients regarding any changes or cancellations. Soulful CRM does not send automated booking confirmation emails by default. Where SMS notifications are enabled by the practitioner, a single confirmation SMS may be sent to the client's provided phone number. Soulful CRM bears no responsibility for missed sessions or scheduling disputes.
Client data submitted through the booking form is subject to the practitioner's own privacy obligations toward their clients. Practitioners are responsible for ensuring they have appropriate consent to collect and store client information in accordance with applicable laws.
Paid plan subscribers may use Soulful CRM to send emails directly to their clients from within the platform. These emails are sent from hello@soulfulcrm.com on behalf of the practitioner, with the practitioner's account email address set as the reply-to address. Clients who reply to these emails will reach the practitioner directly.
Practitioners may create reusable email templates and configure automated email triggers that fire when specific events occur — such as a client being added, a session being logged, or an appointment being booked. These triggers fire only for the practitioner's own clients and only when the client has an email address on file.
By using the client email feature, practitioners represent and warrant that:
Soulful CRM reserves the right to suspend or terminate access to the client email feature for any user found to be in violation of these requirements or applicable law. Practitioners are solely liable for the content of emails they send through the platform.
Practitioners may optionally enable SMS booking confirmation messages sent to clients via Twilio. By enabling this feature, practitioners represent and warrant that:
Practitioners who use their own Twilio credentials are solely responsible for their Twilio account, associated billing, and compliance with Twilio's terms of service and applicable law. Soulful CRM bears no liability for SMS delivery failures, carrier fees, or regulatory violations arising from a practitioner's use of the SMS feature.
Soulful CRM provides inbound and outbound webhook integration capabilities that allow practitioners to connect third-party services such as Zapier and Squarespace.
Inbound webhooks allow external services to submit client intake data directly to your Soulful CRM account via a secured endpoint authenticated with a unique per-user secret token. By enabling inbound webhooks, practitioners acknowledge that data submitted via this endpoint will be stored in their account as client and session records, and that they are responsible for ensuring any third-party service sending data to their endpoint does so with appropriate client consent.
Outbound webhooks allow Soulful CRM to transmit event data — including client information, session metadata, booking confirmations, and billing events — to a URL configured by the practitioner. By enabling outbound webhooks, practitioners acknowledge that client and billing data will be transmitted to the configured endpoint. Practitioners are solely responsible for the security, privacy compliance, and appropriate use of any third-party service they connect via outbound webhooks. Soulful CRM is not liable for data breaches, misuse, or regulatory violations arising from a practitioner's outbound webhook configuration.
Webhook secrets must be kept confidential. Practitioners should revoke and regenerate their webhook secret immediately if they believe it has been compromised. Soulful CRM reserves the right to disable webhook access for any account found to be misusing these features.
Soulful CRM includes a system-level automated email engine that sends transactional and onboarding-related emails to registered users (practitioners) based on account activity, inactivity, or defined time delays. These system emails are sent from hello@soulfulcrm.com using Resend, a third-party email delivery provider.
By creating an account, you consent to receiving onboarding, product update, and account-related emails from Soulful CRM. This includes the following behavioral trigger emails sent during your trial period based on your onboarding progress:
Each of these emails is sent at most once per user. Every system email includes a one-click unsubscribe link in compliance with the CAN-SPAM Act. You may opt out of non-essential automated communications at any time by clicking that link — no login required. Strictly transactional emails (password reset, billing notifications) cannot be opted out of as they are necessary to operate your account.
Soulful CRM may track whether system emails are opened using a standard tracking pixel. This data is used solely to measure the effectiveness of our communications and improve the product. It is never sold or shared with third parties for marketing purposes.
Soulful CRM tracks certain in-app events — such as creating a client, logging a session, or generating an AI recap — for the purpose of personalizing your onboarding experience and delivering relevant guidance. Specifically, eight named milestone events are recorded in our database at most once per user. These same events are also transmitted server-side to PostHog, our product analytics provider, to measure activation rates and improve the onboarding experience. This data is used internally and is never sold or shared for advertising. You may request deletion of this data at any time by deleting your account or contacting us directly. Full details are in our Privacy Policy.
In addition, general ongoing activity events — such as creating a client, logging a session, generating an AI recap, or upgrading your subscription — are tracked to power the automated email trigger system described in this section. A full description of events collected, their purpose, and retention periods is available in our Privacy Policy at soulfulcrm.com/privacy.
You may request deletion of all onboarding event data at any time by deleting your account or contacting us at hello@soulfulcrm.com.
Users are solely responsible for all data, content, and information they input, upload, or store within the Service, including all client email content, SMS message configurations, webhook payloads, and automated trigger configurations. Users agree not to submit any content that is unlawful, harmful, confidential without authorization, or in violation of any applicable regulations or third-party rights. Soulful CRM does not actively monitor user content and disclaims responsibility for user-submitted data.
Users may request deletion of their account and associated data at any time through the account settings page. Upon account deletion, Soulful CRM will take reasonable steps to delete user data from active systems within a commercially reasonable timeframe, except where retention is required for legal, security, or operational purposes. Certain residual data may remain in backups for up to 90 days before being permanently deleted.
When you use Soulful CRM to store, manage, and process personal information about your own clients — including names, contact details, session notes, booking records, webhook intake submissions, SMS communications, and email communications — you are acting as the data controller for that information. Soulful CRM acts as the data processor, processing your clients' personal information only on your instruction and only as necessary to provide the Service.
As the data controller, you agree to:
Soulful CRM processes client data entered by practitioners only as instructed through use of the Service features. We do not use your clients' data for any independent commercial purpose and do not share it beyond the subprocessors identified in our Privacy Policy who are necessary to deliver the Service.
Subprocessors involved in data processing include: Supabase (database storage), Vercel (hosting), Resend (email delivery), Twilio (SMS delivery), OpenRouter / Anthropic / OpenAI / Mistral (AI recap generation, when triggered by you), and Stripe (payment processing). A current list of subprocessors and their roles is maintained in our Privacy Policy at soulfulcrm.com/privacy.
You indemnify Soulful CRM against any claim, liability, or regulatory action arising from your failure to meet your obligations as data controller, including claims brought by your clients regarding their personal information, and any regulatory action arising from your use of the webhook, SMS, or email features.
We own or are the licensee of all intellectual property rights in our Services, including all source code, databases, functionality, software, website designs, text, and graphics (collectively, the "Content"), as well as the trademarks, service marks, and logos (the "Marks").
Subject to your compliance with these Legal Terms, we grant you a non-exclusive, non-transferable, revocable license to access the Services solely for your internal business purposes. Any breach of these Intellectual Property Rights will constitute a material breach and your right to use the Services will terminate immediately.
For intellectual property requests, contact: hello@soulfulcrm.com
By using the Services, you represent and warrant that:
You may be required to register to use the Services. You agree to keep your password confidential and will be responsible for all use of your account and password. We reserve the right to remove, reclaim, or change a username you select if we determine it is inappropriate, obscene, or otherwise objectionable.
We accept the following forms of payment: Visa, Mastercard, American Express, Discover.
You agree to provide current, complete, and accurate purchase and account information for all purchases. We may change prices at any time. All payments shall be in US dollars. All payments are processed through Stripe. Soulful CRM does not store full payment card information.
Your subscription will continue and automatically renew unless canceled. Subscriptions renew automatically at the end of each billing period (monthly or annually) until cancelled. You will be charged the applicable subscription fee to your payment method on file at the start of each new billing period. Cancellation takes effect at the end of the current billing period and you will retain access until that date. No partial refunds are issued for unused time.
You may downgrade your account to the free plan at any time. If you are currently in a free trial, the downgrade takes effect immediately and trial access ends at the time of the request. If you are on an active paid plan, you will retain full access until the end of your current billing period, after which your account will move to the free plan. Upon downgrading, access to AI features and the client email feature will be removed. Client records and session history are retained and remain accessible on the free plan up to the 30-client limit.
Users who sign up during the beta period and qualify for the early adopter pricing tier will have their subscription rate locked at the beta price for as long as their account remains active and in good standing. Soulful CRM reserves the right to modify beta pricing terms with 30 days written notice.
We offer a 14-day free trial to new users. The account will not be charged and the subscription will remain on the free plan until upgraded to a paid version at the end of the free trial.
All purchases are non-refundable. You can cancel your subscription at any time by logging into your account. Your cancellation will take effect at the end of the current paid term. Questions? Email hello@soulfulcrm.com
We may make changes to the subscription fee and will communicate any price changes to you in accordance with applicable law.
You agree not to:
When you create or submit content through the Services — including client notes, session records, booking information, email template content, automated trigger configurations, webhook payloads, and SMS notification settings — you represent and warrant that your contributions do not infringe third-party intellectual property rights, are not false or misleading, do not violate any applicable law or regulation, and do not include offensive or harmful content.
You and Soulful CRM agree that we may access, store, process, and use any information and personal data you provide in accordance with the Privacy Policy and your choices. By submitting suggestions or feedback, you agree we can use such feedback for any purpose without compensation. You retain full ownership of all your contributions, including client records, session notes, email templates, and any custom content you create within the platform.
The Services integrate with third-party providers including Stripe (payments), Resend (email delivery), Anthropic, OpenAI, Mistral and OpenRouter (AI processing), Supabase (database hosting), Vercel (application hosting), and PostHog (product analytics and session recordings). These providers operate under their own terms of service and privacy policies. Soulful CRM is not responsible for the practices of these third-party services. Use of the Services constitutes acknowledgment and acceptance of these integrations.
We reserve the right to monitor the Services for violations, take appropriate legal action against violators, restrict access to the Services, and otherwise manage the Services to protect our rights and ensure proper functioning.
We care about data privacy and security. Please review our Privacy Policy at soulfulcrm.com/privacy. By using the Services, you agree to be bound by our Privacy Policy. The Services are hosted in the United States.
These Legal Terms shall remain in full force and effect while you use the Services. We reserve the right to deny access, terminate your account, or delete your content at any time without warning at our sole discretion. If we terminate your account, you are prohibited from registering a new account without our permission.
We reserve the right to change, modify, or remove the contents of the Services at any time without notice. We cannot guarantee the Services will be available at all times and are not liable for any loss caused by inability to access the Services.
These Legal Terms are governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law principles.
The parties agree to first attempt to negotiate any dispute informally for at least thirty (30) days before initiating arbitration.
If informal negotiations fail, disputes will be resolved by binding arbitration under the Commercial Arbitration Rules of the American Arbitration Association (AAA). Arbitration will take place in Los Angeles, California. No class action arbitrations are permitted.
Disputes involving intellectual property rights, theft, piracy, invasion of privacy, or injunctive relief are not subject to arbitration.
We reserve the right to correct any errors, inaccuracies, or omissions and to change or update the information on the Services at any time without prior notice.
THE SERVICES ARE PROVIDED ON AN AS-IS AND AS-AVAILABLE BASIS. TO THE FULLEST EXTENT PERMITTED BY LAW, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. WE MAKE NO WARRANTIES ABOUT THE ACCURACY OR COMPLETENESS OF THE SERVICES' CONTENT, INCLUDING AI-GENERATED CONTENT, BOOKING AVAILABILITY, EMAIL DELIVERY, SMS DELIVERY, WEBHOOK TRANSMISSION, OR THE RESULTS OF ANY AUTOMATED TRIGGERS OR INTEGRATIONS.
IN NO EVENT WILL WE BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, EXEMPLARY, INCIDENTAL, SPECIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF DATA, MISSED BOOKINGS, UNDELIVERED EMAILS, UNDELIVERED SMS MESSAGES, FAILED OR MISFIRED WEBHOOK TRANSMISSIONS, MISFIRED EMAIL TRIGGERS, AI OUTPUT ERRORS, DATA BREACHES AT THIRD-PARTY WEBHOOK ENDPOINTS, OR DAMAGES ARISING FROM CLIENT COMMUNICATIONS SENT THROUGH THE PLATFORM. OUR LIABILITY TO YOU FOR ANY CAUSE WILL AT ALL TIMES BE LIMITED TO THE AMOUNT PAID BY YOU TO US DURING THE SIX (6) MONTH PERIOD PRIOR TO ANY CAUSE OF ACTION ARISING.
You agree to defend, indemnify, and hold us harmless from any loss, damage, liability, or claim arising from: your use of the Services; breach of these Legal Terms; violation of third-party rights; use of the booking, client email, SMS, or webhook features in a manner that harms your clients or violates applicable law; any email or SMS content you send through the platform; your failure to secure your webhook credentials; your configuration of outbound webhooks to non-compliant endpoints; your failure to fulfill your obligations as data controller as described in Section 2; or any harmful act toward another user or client.
We maintain certain data you transmit to the Services for managing performance, including client records, session notes, booking history, email send logs, email template content, automated trigger configurations, webhook configuration, SMS settings, and onboarding event data. You are solely responsible for all data you transmit. We shall have no liability for any loss or corruption of such data. We perform regular backups but you are encouraged to maintain your own records of important client information.
Visiting the Services, sending us emails, and completing online forms constitute electronic communications. You consent to receive electronic communications and agree they satisfy any legal requirement that such communications be in writing. This includes automated onboarding and transactional emails sent by Soulful CRM as part of the platform's email automation system.
California residents have specific rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA). These rights — including the right to know, right to delete, right to correct, right to limit use of sensitive personal information, right to opt out of sale or sharing, and right to non-discrimination — are described in full in our Privacy Policy at soulfulcrm.com/privacy.
If any complaint with us is not satisfactorily resolved, you can contact the Complaint Assistance Unit of the Division of Consumer Services of the California Department of Consumer Affairs at 1625 North Market Blvd., Suite N 112, Sacramento, California 95834 or by telephone at (800) 952-5210.
These Legal Terms and any policies posted by us constitute the entire agreement between you and us. Our failure to exercise any right shall not operate as a waiver. If any provision is determined to be unlawful or unenforceable, the remaining provisions remain in full effect.