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Online Practitioners

Run your entire practice from anywhere

Therapists & Counsellors

Less admin. More time with clients

Holistic Practitioners

Everything your practice needs, in one place

Bodywork Practitioners

Bookings, notes, and billing — sorted

Website

Launch a professional website & booking page with zero coding.

Smart Calendar

Manage sessions, reminders & rescheduling — no overlaps, ever.

Client Communication

Stay connected with clients via secure messaging & video.

Insurance Support

Validate, submit, and track insurance claims — all built in.

AI & Automation

Automate admin tasks, reminders, and documents effortlessly.

Data & Insights

Track revenue, retention & performance with clear dashboards.

Invoicing & Finance

Automate invoicing, payment tracking, and financial reports.

Documents

Send, sign, and store contracts & consent forms digitally.

Notes

Write and store session notes securely — fast, structured, private.

Telehealth

See clients face-to-face from anywhere — no third-party app needed.

Privacy Policy

Effective Date: 16 March 2026 | Last Updated: 25 April 2026

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Welcome to My Well OPS. We are committed to protecting your privacy and ensuring your personal data is handled responsibly. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website (mywellops.com) and related services.

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By using our platform, you agree to the terms of this policy.

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1. Summary of Key Points

  • What data do we collect? Names, contact details, usage data, and session information you provide or that is automatically collected.
  • Sensitive data? We minimise sensitive data shared with third-party processors and handle health-adjacent content with care.
  • Third-party services? Yes. We use Google Gemini, OpenAI GPT-4, AWS, Twilio, SendGrid, and Google Calendar (optional integration) to power, host, and deliver platform features. See Section 6 for full details.
  • How is data used? To deliver and improve our services, communicate with you, and meet legal obligations.
  • Who do we share data with? Trusted service providers, AI partners, infrastructure providers, and legal authorities where required — all under binding agreements.
  • Your rights? Access, correction, deletion, and portability rights apply depending on your location.
  • Contact: info@mywellops.com
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2. What Information Do We Collect?

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2.1 Information You Provide

We collect information when you register, submit a form, subscribe to updates, or contact us. This may include:

  • Full name
  • Email address
  • Phone number
  • Company or practice name
  • Job title
  • Communication preferences

All information you submit must be accurate and kept up to date.

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2.2 Automatically Collected Data

When you visit our platform, we automatically collect:

  • IP address
  • Browser type and version
  • Device details and operating system
  • Pages visited and session duration
  • Referring URLs
  • Approximate location data
  • Device data (e.g. mobile carrier, browser language)
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2.3 Cookies

We use cookies and similar tracking technologies to enhance functionality and understand usage patterns. You can manage cookie preferences via your browser settings.

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2.4 Data from Third-Party Sources

We may obtain limited data from public records, social media platforms, or legally authorised data providers to improve our services.

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3. How Do We Use Your Information?

  • Provide, operate, and improve our platform and services
  • Respond to enquiries and support requests
  • Send service updates and marketing communications (with consent)
  • Maintain website security and perform analytics
  • Manage customer accounts and subscriptions
  • Comply with legal and contractual obligations
  • Power AI-assisted features such as document automation, session notes, and admin tools
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4. Legal Bases for Processing

  • Consent — Where you have given clear permission (e.g. newsletter sign-up, AI feature use)
  • Contract — When processing is necessary to deliver our services
  • Legal obligation — When required to comply with applicable laws
  • Legitimate interest — To improve our services, where your rights do not override ours
  • Vital interest — In rare cases where necessary to protect life or safety
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5. Sharing Your Information

We do not sell your personal data. We may share information with:

  • Service providers (e.g. email platforms, CRM tools, hosting providers)
  • AI service providers — Google Gemini and OpenAI GPT-4 (see Section 6)
  • Cloud infrastructure providers — Amazon Web Services / AWS (see Section 6)
  • Communication providers — Twilio (video calls) and SendGrid (email delivery)
  • Calendar integration — Google Calendar (only when you choose to connect it; see Section 6.6)
  • Marketing agencies or advertising partners, where applicable
  • Legal authorities when required by law or court order
  • Third parties in the event of a business transfer or acquisition

All partners are bound by contractual obligations to maintain confidentiality and comply with applicable data protection laws.

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6. AI Services, Cloud Infrastructure & Third-Party Integrations

Transparency Notice: My Well OPS uses third-party AI, infrastructure, and communication services to power and deliver the platform. The specific services and their data handling are detailed below.

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6.1 Google Gemini

  • Provider: Google LLC
  • Purpose: Used to assist with AI-powered features within My Well OPS, including automated document generation, content suggestions, and administrative assistance.
  • Data handling: Data processed via Google Gemini is subject to Google’s Privacy Policy.
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6.2 OpenAI ChatGPT / GPT-4

  • Provider: OpenAI, L.L.C.
  • Purpose: Used to assist with AI-generated content, document drafting, automation tasks, and other intelligent features within the platform.
  • Data handling: Data processed via OpenAI is subject to OpenAI’s Privacy Policy.
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6.3 Amazon Web Services (AWS)

  • Provider: Amazon Web Services, Inc.
  • Purpose: AWS is our cloud infrastructure provider. All platform data — including user accounts, session information, and uploaded documents — is stored and processed on AWS servers.
  • Data handling: Data stored on AWS is subject to Amazon’s Privacy Notice. AWS is certified under ISO 27001, SOC 2, and GDPR-compliant frameworks.
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6.4 Twilio

  • Provider: Twilio Inc.
  • Purpose: Twilio powers our video calling and telehealth features, enabling secure real-time video sessions between practitioners and clients.
  • Data handling: Data processed via Twilio is subject to Twilio’s Privacy Policy.
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6.5 SendGrid

  • Provider: Twilio SendGrid (a Twilio Inc. service)
  • Purpose: SendGrid is used to deliver transactional and marketing emails from the platform, including appointment reminders, notifications, and account communications.
  • Data handling: Data processed via SendGrid is subject to Twilio SendGrid’s Privacy Policy.
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6.6 Google Calendar API & Google User Data

  • Provider: Google LLC (Google Calendar API)
  • Purpose: When a therapist chooses to connect their Google Calendar to My Well OPS, we use the Google Calendar API to: (a) read existing busy/free time on the therapist’s primary calendar so we can show accurate availability and prevent double-booking, and (b) create, update, and delete calendar events that correspond to therapy sessions booked, rescheduled, or cancelled inside My Well OPS.
  • Scopes requested: https://www.googleapis.com/auth/calendar.readonly (read busy/free time and event metadata) and https://www.googleapis.com/auth/calendar.events (create, update, and delete events for booked sessions). These are the minimum scopes required for two-way calendar sync; we do not request broader Google scopes.
  • What we store: OAuth refresh tokens (encrypted at rest), the IDs of calendar events we create on the therapist’s behalf, and busy/free metadata (start time, end time, an indicator that a slot is busy). We do not store the contents, attendees, or descriptions of events that were not created by My Well OPS.
  • Use limitations. My Well OPS’ use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, Google user data is not used to develop, improve, or train generalised AI/ML models, is not shared with third parties for advertising purposes, and is not sold. Human access to Google user data is limited to a small number of authorised employees for support, abuse, and security investigations, subject to appropriate confidentiality obligations.
  • Revoking access. You can disconnect Google Calendar at any time from within My Well OPS (Settings → Integrations) or from your Google account at myaccount.google.com/permissions. When you disconnect, we delete the stored refresh token and stop syncing.
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6.7 Data Minimisation & Third-Party Use

  • We do not share sensitive personal health data with any third-party provider beyond what is strictly necessary to deliver the requested feature.
  • You may opt out of AI-powered features at any time by contacting us at info@mywellops.com.
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7. Cookies & Tracking Technologies

We use cookies to:

  • Improve user experience and remember preferences
  • Track usage patterns for analytics and performance
  • Enable essential platform functionality

You may disable cookies through your browser settings. Some features may not function correctly without cookies.

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8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. When data is no longer needed, we securely delete or anonymise it.

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9. Data Security

We implement appropriate technical and organisational measures including:

  • HTTPS encryption across all platform pages
  • Strict access controls and role-based permissions
  • Monitoring and alerting tools
  • Data stored securely on AWS infrastructure
  • GDPR and healthcare privacy standard compliance

No system guarantees absolute security. You access the platform at your own risk.

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10. Your Rights

Depending on your location, you may have the right to:

  • Access — request a copy of the data we hold about you
  • Rectification — correct inaccurate or incomplete data
  • Erasure — request deletion of your data
  • Restriction — limit how we process your data
  • Portability — receive your data in a machine-readable format
  • Object — object to processing based on legitimate interests or direct marketing
  • Withdraw consent — at any time where processing is based on consent

To exercise any of these rights, contact us at info@mywellops.com. We will respond within 30 days.

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11. International Data Transfers

Your data may be transferred to and processed in countries outside your jurisdiction, including via AWS data centres and AI service providers. Where such transfers occur, we ensure appropriate safeguards are in place, including standard contractual clauses approved by relevant data protection authorities.

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12. Children’s Privacy

Our services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a minor, contact us immediately at info@mywellops.com.

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13. Updates to This Policy

We may update this Privacy Policy periodically. When we make significant changes, we will notify you via email or a prominent notice on our website. Continued use of our platform after changes constitutes acceptance of the updated policy.

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14. Contact Us

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© 2026 My Well OPS. All rights reserved.
This policy is governed by the laws of England and Wales.