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.

This policy should be read alongside our Terms of Service, which set out the rules for using HolistiMatch.

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 first name, your surname, and your email address, so we can personally match you with a suitable practitioner and get in touch about your place on the waitlist. 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 personally match you and understand what people are looking for.

If you join the waitlist, you will also receive a copy of our free guide, The Body Knows, by email and as an immediate download on screen. This is included automatically as part of joining the waitlist, under the same consent described in this policy, it is not a separate marketing list and does not come with any extra emails beyond what this policy describes.

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
  • Confirmation that you hold professional indemnity and public liability insurance, your insurer's name, your policy number, your policy expiry date, and a copy of your certificate of insurance. We keep this for our own internal verification only, it is never shown publicly
  • 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
  • Updated insurance details, if your policy renews or changes
  • 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 that you set yourself and can reset at any time, so you can log in to build and manage your profile.

We do not currently collect payment information, any information about your own clients beyond what is described above, or the content of your video sessions.

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
  • Personally match you with a practitioner we believe is a good fit, and share a limited set of your waitlist details with them so they can prepare to support you, see section 5 for exactly what is shared
  • Send you the free guide you are offered when you join the waitlist
  • If you are matched and go ahead with a session, provide a secure video link for that session, see section 5 for how this works
  • 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
  • Review your application to become a HolistiMatch practitioner, and get in touch with a decision
  • Check that practitioners hold adequate professional insurance before approving them to join HolistiMatch, and keep a record of their policy details so we can follow up when a policy is due to expire
  • 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, every practitioner profile, and every match personally. We do not use automated decision-making anywhere on HolistiMatch.

To reduce the amount of personal information sent by email, our match notification emails avoid including sensitive details in the email body itself, these are only visible once you or your practitioner have logged in.

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, building a directory of practitioners, confirming that a practitioner holds adequate insurance before they are listed, and personally matching waitlist members with a suitable practitioner are core, expected parts of what HolistiMatch does, and processing this data is necessary for those purposes.
  • 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 use this information to personally match you with a suitable practitioner, and, if we do, we share it, along with your first name, the first letter of your surname, and your general area, with that practitioner so they can prepare to support you. We do not use this information for any other purpose, and matching is always carried out personally by a member of our team, never by automated decision-making.

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 details are kept until we launch and you become an active user, or until you ask us to remove you, whichever comes first.
  • Match records, meaning which practitioner you were matched with and any note shared with them, are kept for as long as you remain in contact with that practitioner through HolistiMatch, or until you ask us to delete them.
  • Practitioner applications, including any insurance details and certificate you provide, 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, including insurance details, 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, your insurance documents, 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, database, email, and video calling 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.

If we match you with a practitioner, we share your first name, the first letter of your surname, your general area, what you have told us you would like support with, and a short personal note from our team, with that specific practitioner only, so they can prepare to support you. We never share your full surname, your email address, or your full address with a practitioner.

If you take part in a video session, the call itself runs through a trusted video calling technology partner, who acts as a data processor on our behalf to connect you and your practitioner securely online. We do not record, store, or have access to the content of any video or audio from your session.

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, your full address, or your insurance details (including your insurer, policy number, or certificate), 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 further automate client matching. We will let you know if a change is significant.

11. Contact us

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