Privacy policy

Who I am

Ivytone is a trading name of Oscar Coates, a sole trader in the UK. I am responsible for the personal information described here.

You can contact me by email at oscarcoates@ivytone.co.uk, by phone on 07565 950535, or by post at Longdown Hollow, Hindhead Road, Haslemere, Surrey, GU26 6AY.

What I collect

If you complete the audit form, I collect the answers you give about your clinic, plus your name and contact details. That means your name, your clinic’s name, your email address, your phone number if you give it, and your answers about how many practitioners work at the clinic, who handles enquiries and admin, how enquiries and bookings reach you, which booking system and other tools you use, what takes up the team’s time, how the team uses AI tools, what you would like from the audit, and anything else you choose to add. These are questions about your business and the tools you use. The form doesn’t ask about patients.

When you send the form, Netlify also records your IP address, your browser details, the page you sent it from and the time.

If you book a call, the booking calendar records your name, your email address and the time you choose.

If you email or call me, I keep a record of what we discussed so that I can follow up.

Patient information

The audit never needs patient information, and I won’t ask for it. Please don’t include patient names or any health information in the form or in messages to me. If any reaches me by mistake, I delete it.

How I use it

I use your information only to carry out your audit and to contact you about it. That includes arranging the calls, preparing and presenting your plan, and sending your written summary.

I use it because you have asked me for an audit, and because you agreed to this when you ticked the box on the form. You can withdraw that agreement at any time by emailing oscarcoates@ivytone.co.uk.

Who else handles it

I don’t sell or share your information. A few services help me run the audit and handle information on my behalf, only to provide their service:

• Netlify hosts this website and receives the audit form.
• Calendly runs the booking calendar.
• Google Meet hosts the calls.
• My email provider stores the emails we exchange.

Some of these providers may store data outside the UK. Where they do, they rely on the safeguards that UK data protection law requires.

How long I keep it

I keep your form answers and my notes for as long as I need them to carry out the audit and follow up, and no longer than 12 months after we last spoke, unless we start working together. You can ask me to delete them sooner.

Cookies and analytics

This website doesn’t set cookies.

The booking page you see after sending the form shows a calendar provided by Calendly. It loads as soon as that page opens, and Calendly may set its own cookies when it does. Calendly’s cookie notice explains these. The calendar is filled in with the name and email you gave on the form, to save you typing them again.

Your rights

You can ask me to see, correct or delete your information at any time by emailing oscarcoates@ivytone.co.uk. You can also object to how I use it or ask me to limit it.

If you’re unhappy with how I’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk. I’d appreciate the chance to put it right first.

Changes to this policy

If this policy changes, I’ll update it here and change the date at the top.