Cookie Policy
Last updated: 21 October 2025
This Cookie Policy explains how Integrative Healthcare Solutions Ltd trading as EPOCH DMS ("we", "us", or "our") uses cookies and similar tracking technologies on our websites epoch-dms.com and app.epoch-dms.com (collectively, the "Websites" or "Application").
This policy should be read in conjunction with our Privacy Policy.
What Are Cookies?
Cookies are small text files that are placed on your computer or mobile device when you visit a website. They are widely used to make websites work more efficiently and to provide information to website owners.
Cookies allow websites to:
Remember your preferences and settings
Understand how you use the website
Improve your browsing experience
Show you relevant content and advertisements
Types of Tracking Technologies We Use
1. Cookies
Small text files stored on your device that contain information about your browsing activity.
2. Session Storage and Local Storage
Technologies that store data locally in your browser to enhance functionality and performance.
3. Web Beacons (Pixel Tags)
Small invisible images embedded in web pages and emails that track user behaviour.
4. Session Replay Technologies
Tools that record and replay user interactions with our website to help us improve user experience and identify technical issues.
Categories of Cookies We Use
We use the following categories of cookies on our Websites:
1. Strictly Necessary Cookies
Purpose: These cookies are essential for you to browse the Website and use its features. Without these cookies, services you have requested cannot be provided.
Examples:
Authentication cookies (to keep you logged in)
Security cookies (to protect against fraudulent activity)
Load balancing cookies (to distribute traffic efficiently)
Legal Basis: Legitimate interest – these cookies are necessary to provide the service you have requested.
Can you refuse them? No. These cookies are essential for the Website to function properly.
2. Performance and Analytics Cookies
Purpose: These cookies collect information about how you use our Website, such as which pages you visit most often and if you receive error messages. This helps us improve how the Website works.
Examples:
Google Analytics
Mouseflow (session recording and heatmap technology)
Legal Basis: Consent
Can you refuse them? Yes. You can refuse these cookies using our cookie banner or your browser settings.
Mouseflow
We use Mouseflow, a website analytics tool provided by Mouseflow ApS, to understand how users interact with our Application during the beta testing phase.
What Mouseflow does:
Records user sessions (mouse movements, clicks, scrolling, and page navigation)
Creates heatmaps showing where users click and spend time
Identifies usability issues and technical problems
Helps us improve the user experience
Personal Data processed by Mouseflow:
IP address (anonymized)
Device information (browser type, operating system, screen resolution)
Pages visited and time spent on pages
Mouse movements, clicks, scrolling behaviour, and keystrokes (form fields may be masked)
Session recordings
Important: Mouseflow does NOT record:
Credit card information
Passwords (these are automatically masked)
Sensitive form fields that we have configured to exclude
Data retention: Session recordings are stored for 90 days, after which they are automatically deleted.
Your rights regarding Mouseflow:
You can opt out of Mouseflow tracking by using our cookie banner
You can request deletion of your session recordings by contacting us
Mouseflow complies with GDPR and UK GDPR requirements
Privacy Policy: https://mouseflow.com/legal/privacy-policy/
Data Location: Mouseflow processes data in the EU and USA. Appropriate safeguards are in place for international data transfers.
3. Functionality Cookies
Purpose: These cookies allow the Website to remember choices you make (such as your username, language, or region) and provide enhanced, more personalized features.
Examples:
Preference cookies (remembering your timezone and region)
Language selection cookies
Accessibility preference cookies
Legal Basis: Consent
Can you refuse them? Yes, but this may affect the functionality and user experience of the Website.
4. Targeting/Advertising Cookies
Purpose: These cookies are used to deliver advertisements relevant to you and your interests. They are also used to limit the number of times you see an advertisement and to measure the effectiveness of advertising campaigns.
Examples:
Google Ads cookies
Social media advertising pixels
Retargeting cookies
Legal Basis: Consent
Can you refuse them? Yes. You can refuse these cookies using our cookie banner or your browser settings.
Current status: We do not currently use advertising cookies, but reserve the right to do so in the future. If we implement advertising cookies, we will update this policy and obtain your consent.
Third-Party Cookies
Some cookies on our Website are set by third-party services that appear on our pages. We do not control these third-party cookies and we recommend you check the relevant third party's website for more information.
Third-party services we use:
Service Purpose Privacy Policy
Google Analytics Website usage analytics https://policies.google.com/privacy
Google Workspace Productivity tools (Gmail, Calendar, Drive) https://policies.google.com/privacy
Auth0 / Okta User authentication and registration https://www.okta.com/legal/privacy-policy/
Stripe Payment processing https://stripe.com/gb/privacy
Squarespace Marketing website hosting https://www.squarespace.com/privacy
Zoom Video conferencing https://www.zoom.com/en/trust/privacy/privacy-statement/
Mouseflow Session recording and analytics https://mouseflow.com/legal/privacy-policy/
Mailchimp Email marketing https://www.intuit.com/privacy/statement/
Beta Testing Notice
EPOCH is currently in beta testing. During this phase, we use additional tracking and analytics tools (including Mouseflow) to:
Identify and fix bugs
Understand how users interact with the platform
Gather feedback to improve the user experience
Test new features and functionality
By using the Application during the beta testing phase, you acknowledge that additional monitoring and session recording may take place for the purposes outlined above.
If you do not wish to be tracked during beta testing, you can:
Opt out using our cookie banner
Disable cookies in your browser settings
Contact us to request exclusion from beta tracking
How to Control and Delete Cookies
You have the right to decide whether to accept or reject cookies.
Cookie Banner
When you first visit our Website, you will see a cookie banner that allows you to accept or reject non-essential cookies. You can change your preferences at any time by:
Clicking the "Cookie Settings" link in the footer of our Website
Adjusting your preferences in your user account settings (for app.epoch-dms.com)
Browser Settings
You can also set or amend your web browser controls to accept or refuse cookies. The method for doing this varies from browser to browser. Here are instructions for popular browsers:
Google Chrome: https://support.google.com/chrome/answer/95647
Mozilla Firefox: https://support.mozilla.org/en-US/kb/enhanced-tracking-protection-firefox-desktop
Safari: https://support.apple.com/en-gb/guide/safari/sfri11471/mac
Microsoft Edge: https://support.microsoft.com/en-us/microsoft-edge/delete-cookies-in-microsoft-edge-63947406-40ac-c3b8-57b9-2a946a29ae09
Internet Explorer: https://support.microsoft.com/en-us/topic/description-of-cookies-ad01aa7e-66c9-8ab2-7898-6652c100999d
Opt-Out Tools
You can also opt out of certain types of tracking using these industry tools:
Google Analytics Opt-Out: https://tools.google.com/dlpage/gaoptout
Your Online Choices (EU): https://www.youronlinechoices.com/
Network Advertising Initiative (US): https://optout.networkadvertising.org/
Mouseflow Opt-Out: Available through our cookie banner or by contacting us
Important: If you disable cookies, some features of the Website may not function properly, and your user experience may be affected.
Cookies We Use
Below is a detailed list of the cookies we use on our Website:
Strictly Necessary Cookies
Cookie Name Purpose Duration Provider auth_token Maintains user authentication Session EPOCH session_id Manages user session Session EPOCH csrf_token Protects against cross-site request forgery Session EPOCH load_balancer Distributes traffic across servers Session EPOCH
Performance Cookies
Cookie Name Purpose Duration Provider _ga Google Analytics - distinguishes users 2 years Google _gid Google Analytics - distinguishes users 24 hours Google _gat Google Analytics - throttles request rate 1 minute Google mf_* Mouseflow session tracking 90 days Mouseflow
Functionality Cookies
Cookie Name Purpose Duration Provider user_preferences Stores user preferences (timezone, language) 1 year EPOCH cookie_consent Remembers your cookie preferences 1 year EPOCH
Data Security
We take the security of your data seriously. All cookies are transmitted securely using HTTPS encryption. We implement appropriate technical and organizational measures to protect your data against unauthorized access, alteration, disclosure, or destruction.
International Data Transfers
Some of the third-party services we use (such as Google, Auth0, Stripe, and Mouseflow) may transfer your data outside of the UK and European Economic Area (EEA). When this happens:
We ensure that appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions
We obtain your explicit consent where required
You can find more information about international data transfers in our Privacy Policy
Children's Privacy
Our Website is not intended for children under the age of 18. We do not knowingly collect personal information from children through cookies or any other means. If you are under 18, please do not use our Website or provide any information to us.
Changes to This Cookie Policy
We may update this Cookie Policy from time to time to reflect changes in our practices, technology, legal requirements, or for other operational reasons.
When we make changes, we will:
Update the "Last updated" date at the top of this page
Notify you through the Website or by email (if we have your email address)
In some cases, obtain your renewed consent if required by law
We encourage you to review this Cookie Policy regularly to stay informed about how we use cookies.
Contact Us
If you have any questions about this Cookie Policy or our use of cookies, please contact us:
Email: epoch@ihs.org.uk
Postal Address:
Integrative Healthcare Solutions Ltd
Trading as EPOCH DMS
71-75 Shelton Street
London, WC2H 9JQ
United Kingdom
ICO Registration Number: ZB174951
Your Rights
Under UK GDPR and the Privacy and Electronic Communications Regulations (PECR), you have the following rights regarding cookies:
Right to be informed – You have the right to clear information about how cookies are used (this policy)
Right to consent – You have the right to give or withhold consent for non-essential cookies
Right to withdraw consent – You can withdraw your consent at any time
Right to object – You can object to the use of cookies for certain purposes
Right to complain – You can lodge a complaint with the Information Commissioner's Office (ICO) if you believe your rights have been violated
To exercise your rights or make a complaint:
ICO Website: https://ico.org.uk/make-a-complaint/
ICO Helpline: 0303 123 1113
Contact us: epoch@ihs.org.uk
Glossary
Cookie: A small text file placed on your device by a website
Session Cookie: A temporary cookie that expires when you close your browser
Persistent Cookie: A cookie that remains on your device for a set period or until you delete it
First-Party Cookie: A cookie set by the website you are visiting
Third-Party Cookie: A cookie set by a domain other than the one you are visiting
Tracker: Any technology that tracks user behavior, including cookies, pixels, and scripts
GDPR: General Data Protection Regulation – EU data protection law
UK GDPR: The UK's version of GDPR after Brexit
PECR: Privacy and Electronic Communications Regulations – UK law governing cookies and electronic communications
Session Replay: Technology that records user interactions on a website for analysis
Heatmap: A visual representation of where users click and spend time on a webpage
By using our Website, you acknowledge that you have read and understood this Cookie Policy.