Last Updated: February 14, 2026

Overview

PracticeOps AI ("we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, and protect your personal information when you participate in our therapy practice research study.

Information We Collect

When You Book a Research Call:

Name

Email address

Phone number (if provided)

Practice name and location

Appointment date and time preferences

During Research Calls:

Information about your therapy practice operations

Operational challenges you're experiencing

Current systems and processes you use

Audio/video recordings (with your explicit consent)

Automatically Collected:

Website visit data (pages viewed, time spent)

Device type and browser information

IP address and general location data

How We Use Your Information

We use your information to:

Schedule and conduct research calls

Send appointment confirmations and reminders

Analyse operational challenges across therapy practices

Compile aggregated research findings

Share research insights with study participants

Develop solutions for UK therapy practices

We will never:

Sell your personal information to third parties

Share your individual responses publicly

Use your information for marketing without consent

Identify you personally in published research findings

Data Storage and Security

Your information is stored securely using industry-standard encryption

Calendar bookings are managed through GoHighLevel (GHL), a secure CRM platform

Video calls are conducted via Zoom with encryption enabled

Call recordings (if consent given) are stored securely and deleted after transcription

Access to your data is limited to authorised research personnel only

Data Retention

Contact information: Retained for the duration of the research study (February - March 2026) and up to 12 months after for follow-up communications

Research call data: Anonymised and aggregated for research findings; individual identifiable data deleted within 90 days of call completion

Website analytics: Retained for 12 months

Email communications: Retained until you unsubscribe or request deletion

Your Rights (UK GDPR)

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

Access: Request a copy of the personal data we hold about you

Rectification: Request correction of inaccurate information

Erasure: Request deletion of your personal data

Restriction: Request we limit how we use your data

Portability: Request your data in a transferable format

Objection: Object to processing of your data

Withdraw consent: Withdraw consent for research participation at any time

To exercise these rights, email: [email protected]

Research Participation

Participation in this research is entirely voluntary

You may withdraw at any time without explanation

Withdrawal will result in deletion of your identifiable data

Aggregated/anonymised data already compiled cannot be removed

You can request that call recordings be deleted before transcription

Third-Party Services

We use the following third-party services:

GoHighLevel (CRM & Calendar):

Stores contact and booking information

Zoom (Video Calls):

Hosts research calls (recordings optional)

Google Workspace (Email):

Email communications

These services are GDPR-compliant and process data according to their own privacy policies.

Our website uses minimal cookies:

Essential cookies: Required for booking calendar functionality

Analytics cookies: Track website usage (anonymised)

You can disable cookies in your browser settings, though this may affect website functionality.

Research Findings

All published research findings will be anonymised

Individual practices will not be identifiable

Quotes may be used with attribution as "Practice Owner, [Location]" only

You can request specific information remain confidential

Research findings will be shared with all study participants

Children's Privacy

This research study is intended for therapy practice owners and professionals only. We do not knowingly collect information from individuals under 18.

Changes to This Policy

We may update this Privacy Policy periodically. Changes will be posted on this page with an updated "Last Updated" date. Continued use of our website after changes constitutes acceptance of the updated policy.

Questions about this Privacy Policy or your data?

Email: [email protected]
Name: Stevie McLaughlin
Business Name: PracticeOps AI
Location: East Kilbride, Scotland

Complaints

If you believe your data protection rights have been violated, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

ICO Website: https://ico.org.uk/make-a-complaint/
ICO Helpline: 0303 123 1113

Consent

By booking a research call or submitting your information through this website, you consent to the collection and use of your information as described in this Privacy Policy.

PracticeOps AI | Research Study: February - March 2026

SIMPLIFIED VERSION (IF YOU WANT SHORTER)

If the above feels too long for a research study, here's a condensed version:

Last Updated: February 14, 2026

What We Collect

When you book a research call, we collect your name, email, phone number, and practice information. During calls, we discuss your practice operations (with optional recording if you consent).

How We Use It

We use your information to:

Schedule research calls

Send reminders and confirmations

Compile anonymised research findings

Share insights with study participants

We never sell your data or identify you personally in published findings.

Your Rights

You can request access, correction, or deletion of your data at any time. Email: [email protected]

Research participation is voluntary and you can withdraw anytime.

Data Security

Your information is stored securely using:

GoHighLevel (calendar/CRM) - GDPR compliant

Zoom (video calls) - encrypted

Google Workspace (email) - secure

All services comply with UK data protection laws.

Data Retention

Contact information retained during the research study (Feb-March 2026) and up to 12 months after. Individual call data anonymised within 90 days.

Contact

Questions? Email [email protected]

Complaints about data handling can be made to the ICO: https://ico.org.uk/

By booking a research call, you consent to this Privacy Policy.