Privacy Policy
Welcome to the privacy policy of epoch-dms.com and app.epoch-dms.com, referred to as “this Application”. This policy will help you understand what data we collect, why we collect it, and what your rights are in relation to it.
Latest update: 1 May 2025
Owner and Data Controller:
Integrative Healthcare Solutions Ltd
Trading under EPOCH DMS
71-75 Shelton Street
London, WC2H 9JQUnited Kingdom
Owner contact email: epoch@ihs.org.uk
Type of Data We Collect
Among the types of Personal Data that this Application collects, by itself or through third parties, there are:
Email address
Usage Data
First name
Last name
Trackers
Data communicated while using the service
IP address
Various types of Data
Contacts permission
Phone permission
Password
Picture
Username
Device information
Language
Geography/region
Contact details
Calendar information
App information
Operating systems
Browser information
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection. Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Application. Unless specified otherwise, all Data requested by this Application is mandatory, and failure to provide this Data may make it impossible for this Application to provide its services. In cases where this Application specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service. Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner. Any use of Cookies – or of other tracking tools — by this Application or by the owners of third-party services used by this Application serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy.
Users are responsible for any third-party Personal Data obtained, published or shared through this Application.
Mode and Place of Processing the Data
Methods of processing
The Owner takes appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorized destruction of the Data. The Data processing is carried out using computers and/or IT-enabled tools, following organisational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types ofpersons in charge, involved with the operation of this Application (administration, sales, marketing, legal, system administration)or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
Place
The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located. Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Retention time
Personal Data shall be processed and stored for as long as required by the purpose for which they have been collected.
The purposes of processing
The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following:
Contacting the User
Handling payments
Collection of privacy-related preferences
Data transfer outside of the UK
Data transfer outside the EU
Device permissions for Personal Data access
Displaying content from external platforms
Registration and authentication
Social features
User database management
Registration and authentication, as provided directly by this Application
Platform services and hosting
Managing web conferencing and online telephony
Managing support and contact requests
Handling activities related to productivity
Content commenting
Detailed information on the processing of Personal Data
Collection of privacy-related preferences
This type of service allows this Application to collect and store Users’ preferences related to the collection, use, and processing of their personal information, as requested by the applicable privacy legislation.
Contacting the User
Contact form
By completing the contact form with their information, the User authorises this Application to use these details to respond to inquiries (like quotes, applications, and any other requests).
Personal Data processed:
Email address
Usage Data
Service provided by this Application; Google LLC US & Google Ireland Ltd
Mailing list or newsletter
By registering on the mailing list or for the newsletter, the User’s email address will be added to the contact list of those who may receive email messages containing information of commercial or promotional nature concerning this Application. Your email address might also be added to this list as a result of signing up for this Application or after making a purchase.
Personal Data processed:
Email address
Trackers
Usage Data
Service provided by this Application; Mailchimp; Google LLC US & Google Ireland Ltd
Content commenting
Content commenting services allow Users to make and publish their comments on the contents of this Application. Depending on the settings chosen by the Owner, Users may also leave anonymous comments. If there is an email address among the Personal Data provided by the User, it may be used to send notifications of comments on the same content. Users are responsible for the content of their own comments. If a content commenting service provided by third parties is installed, it may still collect web traffic data for the pages where thecomment service is installed, even when Users do not use the content commenting service.
Comment system managed directly
This Application has its own internal content comment system.
Personal Data processed:
Trackers
Usage Data
Service provided by this Application
Device permissions for Personal Data access
This Application requests certain permissions from Users that allow it to access the User's device Data as described below.
Device permissions for Personal Data access
This Application requests certain permissions from Users that allow it to access the User's device Data as summarized here and described within this document.
Personal Data processed:
Call permission
Contacts permission
Phone permission
Service provided by this Application
Displaying content from external platforms
This type of service allows you to view content hosted on external platforms directly from the pages of this Application and interact with it. Such services are often referred to as widgets, which are small elements placed on a website or app. They provide specific information or perform a particular function and often allow for user interaction. This type of service might still collect web traffic data for the pages where the service is installed, even when Users do not use it.
Google Calendar widget
Google Calendar widget is a calendar content visualisation service provided by Google LLC or by Google Ireland Limited, depending on how the Owner manages the Data processing, that allows this Application to incorporate content of this kind on its pages.
Personal Data processed:
Trackers
Usage Data
Service provided by Google LLC US; Google Ireland Ltd
Handling activities related to productivity
This type of service helps the Owner to manage tasks, collaboration, and, in general, activities related to productivity. In using this type of service, Data of Users will be processed and may be retained, depending on the purpose of the activity in question. These services may be integrated with a wide range of third-party services disclosed within this privacy policy to enable the Owner to import or export Data needed for the relative activity.
Google Workspace
Google Workspace is an integrated suite of cloud-based productivity, collaboration, and storage services provided by Google LLC or by Google Ireland Limited, depending on how the Owner manages the Data processing. Gmail or other G Suite services are not scanned by Google for advertising purposes. In addition, Google does not collect or use data inside these services for advertising purposes in any other way.
Personal Data processed:
Data communicated while using the service
Trackers
Usage Data
Service provided by Google LLC US; Google Ireland Ltd
Gmail
Gmail is a service that manages email communication provided by Google LLC or by Google Ireland Limited, depending on how the Owner manages the Data processing. Such email communication is not scanned by Google for advertising purposes. In addition, Google does not collect or use data inside this service for advertising purposes in any other way.
Personal Data processed:
Usage Data
Service provided by Google LLC US; Google Ireland Ltd
Calendar tool
Calendar tool is a feature built into this Application that facilitates online scheduling of appointments. You may also connect Google Calendar to this Application.
Personal Data processed:
App information
Browser information
Calendar information
Device information
Email address
First name
Last name
IP address
Operating systems
Service provided by this Application; Google LLC US; Google Ireland Ltd
Handling payments
Unless otherwise specified, this Application processes any payments by credit card, bank transfer, or other means via external payment service providers. In general and unless otherwise stated, Users are requested to provide their payment details and personal information directly to such payment service providers. This Application isn't involved in the collection and processing of such information; instead, it will only receive a notification by the relevant payment service provider as to whether payment has been successfully completed.
Stripe
Stripe is a payment service provided by Stripe Inc.
Personal Data processed:
Company information, if applicable
Email address
Physical address
Phone number
First name
Last name
Trackers
Usage Data
Service provided by Stripe Inc US
Managing support and contact requests
This type of service allows this Application to manage support and contact requests received via email or by other means, such as the contact form. The Personal Data processed depends on the information provided by the User in the messages and the means used for communication (e.g. email address).
Managing web conferencing and online telephony
This type of service allows this Application to manage the deployment, administration, hosting, recording, distribution, and analysis of online telephony and web conferencing in order to communicate with Users. The Personal Data collected depends on the information provided by the Users while using the respective service.
These services may be integrated with a wide range of third-party services to enable the Owner to take subsequent steps with the Data processed - e.g. managing contacts, sending messages, analytics, advertising, and payment processing.
Google Meet
Google Meet is a web conferencing management service provided by Google LLC US and Google Ireland Ltd.
Zoom
Zoom is a web conferencing management service provided by Zoom Video Communications, Inc.
Personal Data processed:
Contact details
First name
Last name
Usage Data
Service provided by Zoom Video Communications, Inc., US; Google LLC US; Google Ireland Ltd
Platform services and hosting
These services have the purpose of hosting and running key components of this Application, therefore allowing the provision of this Application from within a unified platform. Such platforms provide a wide range of tools to the Owner – e.g. analytics, user registration, commenting, database management, e-commerce, payment processing – that imply the collection and handling of Personal Data. Some of these services work through geographically distributed servers, making it difficult to determine the actual location where the Personal Data are stored.
Squarespace
Squarespace is a platform provided by Squarespace, Inc. that allows the Owner to build, run, and host the marketing site for this Application. Squarespace is highly customisable and can host websites from simple blogs to complex e-commerce platforms.
Personal Data processed:
Device information
Geography/region
Language
Trackers
Usage Data
Service provided by this Application; Squarespace, Inc ., US
Registration and authentication
By registering or authenticating, Users allow this Application to identify them and give them access to dedicated services. Depending on what is described below, third parties may provide registration and authentication services. In this case, this Application will be able to access some Data stored by these third-party services for registration or identification purposes. Some of the services listed below may also collect Personal Data for targeting and profiling purposes; to find out more, please refer to the description of each service.
Auth0
Auth0 is a registration and authentication service provided by Auth0, Inc. To simplify the registration and authentication process, Auth0 can make use of third-party identity providers and save the information on its platform.
Personal Data processed:
Email address
Business practice or organization name, if applicable
First name
Last name
Password
Picture and/or logo
Trackers
Various types of Data as specified in the privacy policy of the service
Service provided by Auth0, Inc., US; Auth0, Inc., EU
Registration and authentication provided directly by this Application
By registering or authenticating, Users allow this Application to identify them and give them access to dedicated services. The Personal Data is collected and stored for registration or identification purposes only. The Data collected are only that which is necessary for the provision of the service requested by the Users.
Direct registration
The User registers by filling out the registration form and providing the Personal Data directly to this Application.
Personal Data processed:
Email address
Password
Trackers
Usage Data
Service provided by this Application
Social features
Public profile
Users may have public profiles that other Users can display. In addition to the Personal Data provided, this profile may contain Users' interactions with this Application.
Personal Data processed:
Email address
Username
Service provided by this Application
User database management
This type of service allows the Owner to build user profiles by starting from an email address, a personal name, or other information that the User provides to this Application, as well as to track User activities through analytics features. This Personal Data may also be matched with publicly available information about the User (such as social networks' profiles) and used to build private profiles that the Owner can display and use for improving this Application. Some of these services may also enable the sending of timed messages to the User, such as emails based on specific actions performed on this Application.
Marketing automation processes
The Owner may use automation processes to deliver marketing content. Such processes may involve the collection and processing of Personal Data and the use of Trackers to analyse User behaviour and deliver personalised marketing content.
Personal Data processed:
First name
Last name
Trackers
Usage Data
Service provided by this Application
Information on opting out of interest-based advertising
In addition to any opt-out feature provided by any of the services listed in this document, Users may learn more about how to generally opt out of interest-based advertising within the dedicated section of the Cookie Policy.
Further information about the processing of Personal Data
Push notifications
This Application may send push notifications to the User to achieve the purposes outlined in this privacy policy.
Users may, in most cases, opt out of receiving push notifications by visiting their device settings, such as the notification settings for mobile phones, and then change those settings for this Application, some, or all of the apps on the particular device. Users must be aware that disabling push notifications may negatively affect the utility of this Application.
Preference Cookies
Preference Cookies store the User preferences detected on this Application in the local domain, such as, for example, their timezone and region.
Personal Data collected through sources other than the User
The Owner of this Application may have legitimately collected Personal Data relating to Users without their knowledge by reusing or sourcing them from third parties on the grounds mentioned in the section specifying the legal basis of processing. Where the Owner has collected Personal Data in such a manner, Users may find specific information regarding the source within the relevant sections of this document or by contacting the Owner.
The Service is intended for adults
Users declare themselves to be legal adults according to their applicable legislation. Minors may not use this Application to host their business practice or organization. It is the responsibility of legal adult Practitioners to vet the age of their clients based on the legislation in their jurisdiction.
Selling goods and services online
The Personal Data collected are used to provide the User with services or to sell goods, including payment and possible delivery. The Personal Data collected to complete the payment may include the credit card, the bank account used for the transfer, or any other means of payment envisaged. The kind of Data collected by this Application depends on the payment system used.
Cookie Policy
This Application uses Trackers. To learn more, Users may consult the Cookie Policy.
Further Information for Users in the European Union
Legal basis of processing
The Owner may process Personal Data relating to Users if one of the following applies:
Users have given their consent for one or more specific purposes.
Provision of Data is necessary for the performance of an agreement with the User and/or for any pre-contractual obligations thereof;
Processing is necessary for compliance with a legal obligation to which the Owner is subject;
Processing is related to a task that is carried out in the public interest or in the exercise of official authority vested in the Owner;
Processing is necessary for the purposes of the legitimate interests pursued by the Owner or by a third party.
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular, whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Further information about retention time
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.
Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests pursued by the Owner within the relevant sections of this document or by contacting the Owner.
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfil a legal obligation or upon order of an authority. Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification, and the right to data portability cannot be enforced after the expiration of the retention period.
The rights of Users based on the General Data Protection Regulation (GDPR)
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following, to the extent permitted by law:
Withdraw their consent at any time. Users have the right to withdraw consent where they have previously given their consent to the processing of their Personal Data.
Object to the processing of their Data. Users have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent.
Access their Data. Users have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing, and obtain a copy of the Data undergoing processing.
Verify and seek rectification. Users have the right to verify the accuracy of their Data and ask for it to be updated or corrected.
Restrict the processing of their Data. Users have the right to restrict the processing of their Data. In this case, the Owner will not process their Data for any purpose other than storing it.
Have their Personal Data deleted or otherwise removed. Users have the right to obtain the erasure of their Data from the Owner.
Receive their Data and have it transferred to another controller. Users have the right to receive their Data in a structured, commonly used, and machine-readable format and, if technically feasible, to have it transmitted to another controller without any hindrance.
Lodge a complaint. Users have the right to bring a claim before their competent data protection authority.
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organisation governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data. If any such transfer takes place, Users can find out more by checking the relevant sections of this document or enquire with the Owner using the information provided in the contact section.
Details about the right to object to processing
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
How to exercise these rights
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Suchrequests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Userswith the information required by law. Any rectification or erasure of Personal Data or restriction of processing will becommunicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this provesimpossible or involves disproportionate effort. At the Users’ request, the Owner will inform them about those recipients.
Transfer of Personal Data outside of the European Union
Data transfer abroad based on consent
If this is the condition for Data transfer, Personal Data of Users shall be transferred from the EU to third countries only if the User has explicitly consented to such transfer, after having been informed of the possible risks due to the absence of an adequacy decision and appropriate safeguards. In such cases, the Owner shall inform Users appropriately and collect their explicit consent via this Application.
Transfer of Personal Data outside of the United Kingdom
Data transfer abroad based on consent (UK)
If this is the condition for Data transfer, Personal Data of Users shall be transferred from the UK to third countries only if the User has explicitly consented to such transfer, after having been informed of the possible risks due to the absence of an adequacy decision and appropriate safeguards. In such cases, the Owner shall inform Users appropriately and collect their explicit consent via this Application.
Additional information about Data collection and processing
Legal action
The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application or the related Services. The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
Additional information about the User's Personal Data
In addition to the information contained in this privacy policy, this Application may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
System logs and maintenance
For operation and maintenance purposes, this Application and any third-party services may collect files that record interaction with this Application (System logs) or use other Personal Data (such as the IP Address) for this purpose.
Information not contained in this policy
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
Changes to this privacy policy
The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Application and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the top. Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.
Definitions and legal references
Personal Data (or Data)
Any information that directly, indirectly, or in connection with other information — including a personal identification number —allows for the identification or identifiability of a natural person.
Usage Data
Information collected automatically through this Application (or third-party services employed in this Application), which caninclude: the IP addresses or domain names of the computers utilised by the Users who use this Application, the URI addresses (Uniform Resource Identifier), the time of the request, the method utilised to submit the request to the server, the size of the filereceived in response, the numerical code indicating the status of the server's answer (successful outcome, error, etc.), the countryof origin, the features of the browser and the operating system utilised by the User, the various time details per visit (e.g., the timespent on each page within the Application) and the details about the path followed within the Application with special referenceto the sequence of pages visited, and other parameters about the device operating system and/or the User's IT environment.
User
The individual using this Application, who, unless otherwise specified, coincides with the Data Subject.
Data Subject
The natural person to whom the Personal Data refers.
Data Processor (or Processor)
The natural or legal person, public authority, agency, or other body that processes Personal Data on behalf of the Controller, as described in this privacy policy.
Data Controller (or Owner)
The natural or legal person, public authority, agency, or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data, including the security measures concerning the operation and use of this Application. The Data Controller, unless otherwise specified, is the Owner of this Application.
This Application
The means by which the Personal Data of the User is collected and processed.
Service
The service provided by this Application or by another User on this Application, as described in the relative terms (if available) and on this site/application.
European Union (or EU)
Unless otherwise specified, all references made within this document to the European Union include all current member states of the European Union and the European Economic Area.
Cookie
Cookies are Trackers consisting of small sets of data stored in the User's browser.
Tracker
Tracker indicates any technology — e.g. cookies, unique identifiers, web beacons, embedded scripts, e-tags, and fingerprinting — that enables the tracking of Users, for example by accessing or storing information on the User’s device.
Legal information
This privacy policy relates solely to this Application, if not otherwise stated within this document.
How can we help?
What you can do
Your data
Ask us to know and access the information we hold on you
Ask us to correct the information we hold on you
Ask us to be forgotten (delete the information we hold on you)
Ask to port your data to another service
In case of issues
While we strive to create a positive user experience, we understand that issues may occasionally arise between us and our users. If this is the case, please feel free to contact us.
Contact us
epoch-dms.com
app.epoch-dms.com
Owned by:
Integrative Healthcare Solutions Ltd
Trading under EPOCH DMS
71-75 Shelton Street
London, WC2H 9JQUnited Kingdom
Owner contact email: epoch@ihs.org.uk