Privacy policy

Last updated: May 2026

This privacy policy explains how Ellira collects and uses personal information through the public website at ellira.uk.

This policy applies only to the public Ellira website. It does not cover use of the Ellira application by customers, practice staff, therapists, clients or other authorised users. The application is covered separately by customer agreements and application-specific privacy information.

About this website

Ellira is a management tool for psychotherapeutic counselling practices.

The controller for personal information collected through this website is:

Ellira
Email: privacy@ellira.uk

What personal information we collect

Depending on how you use the website, we may collect:

• your name;
• your email address;
• your organisation or practice name;
• your phone number, if you provide it;
• the content of any enquiry or message you send to us;
• technical information such as IP address, browser type, device information, referring page and approximate location;
• cookie and analytics information, where cookies are enabled.

Please do not send confidential therapy, clinical, client or patient information through the public website contact form or general enquiry channels.

How we collect personal information

We try to keep the information on this website accurate and up to date, but we do not guarantee that all content will always be complete, current or error-free.

We collect information when you:

• submit a contact form;
• email us;
• request a demo or further information;
• interact with website analytics or cookie tools;
• use links to third-party services such as scheduling tools.

We may also receive limited technical information automatically when your browser loads the website.

How we use your information

We use website personal information to:

• respond to enquiries;
• provide information about Ellira;
• arrange demos or follow-up conversations;
• understand how the website is used;
• improve the website, content and user experience;
• protect the website from misuse or technical issues;
• keep appropriate business records.

Lawful basis

We rely on the following lawful bases under UK data protection law:

Legitimate interests

We use personal information to respond to business enquiries, operate the website, improve our services, and protect the website from misuse.

Contract or steps before entering into a contract

Where your enquiry relates to purchasing, subscribing to or evaluating Ellira, we may use your information to take steps before entering into a contract.

Consent

Where required, we rely on consent for non-essential cookies, analytics or marketing communications.

Legal obligation

We may use or retain information where necessary to comply with legal, regulatory, tax or accounting obligations.

Cookies and analytics

We use cookies and similar technologies as described in our Cookie policy.

Essential cookies may be used to make the website work properly. Non-essential cookies, such as analytics or marketing cookies, will only be used where required consent has been given.

Sharing your information

We may share personal information with trusted service providers who help us operate the website and respond to enquiries. These may include:

• website hosting providers;
• email and communication providers;
• analytics providers;
• scheduling tools, if used;
• professional advisers, such as accountants or legal advisers;
• regulators or authorities, where required by law.

We do not sell your personal information.

Third-party services

The website may link to third-party services such as Calendly, FreeAgent, HMRC-related information, or other integration partners.

If you follow a third-party link or use an embedded third-party tool, that third party may process your information under its own privacy policy.

International transfers

Some service providers may process personal information outside the United Kingdom.

Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place, such as UK-approved contractual protections or use of providers operating under recognised transfer mechanisms.

How long we keep your information

We keep website enquiry information only for as long as reasonably necessary.

As a guide:

• general enquiries may be kept for up to 2 years;
• sales or demo enquiries may be kept for up to 2 years;
• information connected with a customer relationship may be kept for the duration of that relationship and for a reasonable period afterwards;
• technical logs are usually kept for a shorter period unless needed for security or troubleshooting.

We may keep some information for longer where required for legal, tax, accounting or dispute-resolution purposes.

Your rights

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

• ask for a copy of your personal information;
• ask us to correct inaccurate information;
• ask us to delete your information;
• object to certain uses of your information;
• ask us to restrict how we use your information;
• ask for your information to be transferred to another provider;
• withdraw consent, where we rely on consent.

These rights do not apply in every situation.

To exercise your rights, contact us at privacy@ellira.uk

Complaints

Please contact us first if you have concerns about how we use your personal information.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

Changes to this policy

We may update this policy from time to time. The latest version will be published on this page.