Who we are
Wellbeing Technologies Ltd is responsible for the personal information described here. We are registered in England and Wales, company number 14148172. Our VAT number is 447380381 and ICO registration number is ZB645964. Our registered office is 1a Downton Road, Swindon, England, SN2 5JP.
Contact info@wellbeingtech.co about privacy or your information. This policy covers this website and its account services. It does not cover patient data processing in a released desktop product.
What we collect
Enquiries contain the name, email address, optional organisation, subject and message you provide. Accounts contain an email address, optional profile details and the records needed to manage access. Support records contain your messages, our responses and timestamps. Licence records may identify your account, permitted product and access dates.
Our hosting and account providers also process technical information needed to run and protect the service, such as connection details and authentication events. Our application uses a keyed, short-lived representation of your connection address for abuse limits; it does not put the raw address in enquiry records.
Please do not submit patient information, scans, health records or sensitive personal information. The website has no patient-file upload facility.
Why we use it
We use enquiry details to answer you and discuss requested services. Where you ask about a possible purchase, this may be necessary to take steps at your request before a contract. For other business enquiries and service security, our intended basis is our legitimate interests in responding to people and protecting the service.
We use account and support information to provide the account services you request, administer agreed access and keep the service secure. Contract necessity applies where an account service forms part of our agreement with you; legitimate interests apply to service administration and abuse prevention where appropriate.
Acknowledging this policy does not give marketing consent. These forms do not subscribe you to marketing. We do not use your enquiry to make automated decisions with legal or similarly significant effects.
Services that process information
The website is hosted on Vercel. When contact and portal services are enabled, Supabase provides account authentication and database storage. When enquiry notifications are enabled, Resend sends a copy of your enquiry to our business mailbox, which is hosted by Zoho Mail. Emails you send us directly are also handled through Zoho Mail. Authentication messages use the separate email service configured for the account system. Access is limited to service operation and authorised people handling enquiries or support.
Provider locations, email delivery arrangements and contractual safeguards must be confirmed before the account services are opened. Online enquiries are available. Customer account registration remains closed. We do not claim that all processing is UK-only.
Where information is transferred outside the UK, the applicable arrangement must provide the safeguards required for that transfer. We can provide details of the providers and transfer arrangements in use on request.
How long we keep it
Our proposed operating schedule is to remove ordinary enquiries after 12 months, and closed support conversations after 24 months. Open support matters are kept while they are being resolved. Account and licence information is kept while needed to provide or administer the account and any agreed access.
Deletion may be delayed where a record is needed for a legal obligation, an active dispute or security investigation. Backup copies follow the provider’s backup cycle. We review retention and deletion arrangements as services develop. This schedule does not mean all copies, including provider backups, disappear immediately.
Optional website analytics
With your consent, we use Google Analytics 4 to understand visits to public pages and whether visitors choose to contact us. It processes cookie identifiers, page views, broad device and country information, referral sources and limited interaction events. Google receives technical connection information when your browser contacts its service. We do not send your name, email, organisation, message, enquiry reference or patient information to Analytics.
We record a business enquiry event only after our server confirms receipt, and exclude privacy requests. Page addresses sent by our integration omit query strings and fragments; referral addresses are reduced to their origin. We do not use advertising personalisation, Google Signals, session recordings or an account User-ID. Portal, API and admin pages are excluded from tracking.
Google Analytics is provided by Google and can involve processing outside the UK. See Google’s privacy policy and Google’s data processing terms, including its transfer provisions. Our GA4 property is configured for two-month event and user data retention; aggregated reports can remain longer.
Your choice is optional. Google Analytics does not load before acceptance or after rejection. You can withdraw consent through Cookie settings, which stops future collection and removes accessible Analytics cookies. Withdrawal does not erase information already collected. Browsing and enquiries work without analytics.
Cookies and local storage
We store your analytics choice in this browser for up to 180 days. If you accept, Analytics cookies last up to 180 days; your browser may shorten this. Essential account cookies are used only when account services are available and you sign in. See our cookie information for details.
Your choices and rights
Depending on the circumstances and lawful basis, you can ask for access, correction, erasure, restriction or portability of your information. You can object to processing based on legitimate interests. We will consider the request and explain any applicable limits. You may withdraw analytics consent at any time using Cookie settings. This does not affect the lawfulness of processing before withdrawal.
You can export your account information or submit a deletion request through the portal when account services are available. You can also email us without creating an account. We may need to check your identity before releasing or changing information.
You may complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint. You do not need to contact us first to use that right.
Keeping information secure
We use access restrictions and technical safeguards to protect the information we hold. No internet transmission or storage system can be guaranteed completely secure. If you think your account or information has been compromised, contact us using the details above.
Changes to this policy
We will update this page when the service or its data handling changes. Material changes affecting existing account holders will be communicated through an appropriate account or email notice. The date at the top identifies this version.