HolistiMatch

Privacy Policy

HolistiMatch Ltd ("HolistiMatch", "we", "us", "our") respects your privacy and is committed to protecting your personal data. This policy explains what information we collect when you use holistimatch.com, why we collect it, how we use it, and what rights you have.

We are the data controller for the personal data described in this policy.

HolistiMatch Ltd
Company number: 16671358
Registered in England and Wales
Contact: hello@holistimatch.com

1. What information we collect

We currently collect personal data in two places on our website.

If you join our waitlist, we collect your email address. Optionally, and only if you choose to tell us, we also collect:

  • What you would like support with, chosen from a short list of general themes, or described in your own words. Some of these themes, for example physical pain or hormonal imbalance, count as health information under data protection law, which we treat with extra care, see the legal basis section below.
  • Whether you would prefer in-person or online sessions
  • Your general area, such as your town or city, if in-person sessions matter to you. We do not ask for a full address here.

None of these three fields are required to join the waitlist, they exist only to help us understand what people are looking for.

If you apply to join HolistiMatch as a practitioner, we collect:

  • Your full name
  • Your email address
  • Your modality or modalities (the type of holistic or energy healing work you practise)
  • Your years of practice
  • Your credentials and qualifications
  • Your website or social media links, if you provide them
  • A short description of your approach to your work, in your own words

If your application is approved and you go on to build your practitioner profile, we collect further information, including:

  • A profile photo
  • A link to a video you have chosen to share, if you provide one
  • Your full address, kept for our internal records only
  • A longer written introduction to you and your approach
  • Details of the services you offer, including descriptions, durations, and prices
  • Your full list of credentials and qualifications
  • Practice details, such as whether you offer in-person or virtual sessions, the languages you speak, and who you work with

We also create an account for you, protected by a password, so you can log in to build and manage your profile.

We do not currently collect payment information or any information about your own clients. The only health-related information we collect is the optional waitlist field described above, which you control entirely.

2. How we use your information

We use the information you give us to:

  • Let you know when HolistiMatch launches, if you have joined the waitlist
  • Understand, in general terms, what kind of support the people on our waitlist are looking for, so we can decide which practitioners to prioritise recruiting and, in future, build a proper matching experience
  • Review your application to become a HolistiMatch practitioner, and get in touch with a decision
  • Let you build, manage, and update your practitioner profile through your account
  • Review your submitted profile personally before it is shown publicly on HolistiMatch
  • Show your approved profile to visitors to our website, so they can find and get in touch with you
  • Contact you about your application, your profile, or your account
  • Keep basic records of who has applied to the platform and the outcome of that application

We review every practitioner application and every practitioner profile personally. We do not use automated decision-making to approve or reject applications or profiles.

3. Our legal basis for using your information

Under UK data protection law, we rely on:

  • Consent. When you submit your email to our waitlist or submit a practitioner application, you are actively choosing to give us that information.
  • Legitimate interests. Reviewing practitioner applications and building a directory of practitioners is a core, expected part of what HolistiMatch does, and processing this data is necessary for that purpose.
  • Explicit consent, for health-related information. If you choose to tell us what you would like support with on our waitlist, and your answer touches on health information, for example physical pain or hormonal imbalance, we rely on your explicit consent to that specific question. This field is entirely optional, and choosing to answer it is how you give us that consent. We only ever use this information to understand general demand and are not making any decisions, automated or otherwise, based on it.

You can withdraw your consent at any time by emailing hello@holistimatch.com and asking us to remove you.

4. How long we keep your information

Waitlist emails are kept until we launch and you become an active user, or until you ask us to remove you, whichever comes first.

Practitioner applications are kept for as long as needed to review them and, if approved, to set up your practitioner profile. If your application is not approved, we keep a basic record of the decision for up to 12 months and then delete the application details, unless you ask us to delete it sooner.

Practitioner profiles are kept for as long as you remain an active HolistiMatch practitioner. We can temporarily hide your profile from public view at any time, for example if you pause your work with us, without deleting your information. If you leave HolistiMatch, or ask us to, we permanently delete your profile, your photo, and your account access.

5. Who we share your information with

We do not sell your information, and we do not share it with third parties for marketing purposes.

We use a small number of trusted service providers to build, host, and run our website and database on our behalf. These providers act as data processors on our behalf and are contractually required to protect your data. Our database is hosted in Ireland, within the European Union.

We may also need to share information if required by law, for example in response to a valid request from a regulator or law enforcement.

What becomes visible to the public. Once we personally approve your practitioner profile, some of your information is shown publicly on HolistiMatch to help visitors find and get in touch with you. This includes your photo, your first name and the first letter of your surname only, your video if you provided one, your written introduction, your services, your credentials, and your general practice details. We never publish your full surname, your email address, or your full address, these stay private to us.

6. International transfers

Your data is stored in Ireland, within the European Union. The UK government recognises the EU's data protection standards as offering an equivalent level of protection to UK law, so no additional safeguards are required for this transfer.

7. Cookies

Our website currently only uses cookies that are strictly necessary for it to function, for example to keep the site running smoothly as you fill in a form. We do not currently use analytics, advertising, or tracking cookies. If this changes in the future, we will update this policy and ask for your consent where required.

8. Your rights

Under UK data protection law, you have the right to:

  • Ask us what personal data we hold about you
  • Ask us to correct inaccurate data
  • Ask us to delete your data
  • Ask us to restrict how we use your data
  • Object to us using your data
  • Ask us to provide your data in a portable format

To exercise any of these rights, email us at hello@holistimatch.com. We will respond within one month.

If you are unhappy with how we have handled your data, you also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office ( ico.org.uk).

9. Children

HolistiMatch is intended for adults. We do not knowingly collect personal data from anyone under 18. If you believe a child has given us personal data, please contact us and we will delete it.

10. Changes to this policy

We may update this policy as HolistiMatch grows, for example when we introduce bookings, payments, or client matching. We will update the date at the top of this page whenever we make changes, and let you know if the changes are significant.

11. Contact us

If you have any questions about this policy or how we handle your data, email us at hello@holistimatch.com.