Privacy & Cookie Policy
Who we are
Health Champions International Limited (company no. 14712139), of Pinehill Farm, Main Street, Carlton Scroop, United Kingdom, NG32 3AU (“we”, “us”) is the controller of personal information collected through this website, which runs training, community and directory services for professionals and organisations involved in health support.
What we collect
We may collect your name, email address, phone number, organisation, country and any message you send through forms. When you email us directly, we keep that correspondence to handle your request. Technical logs (such as IP address, browser type and approximate region) help us secure the site and fix errors. We do not use those logs to build individual advertising profiles on this site.
Why we use it
We use contact details to reply to enquiries, deliver newsletters you have opted into and administer programmes you join. We use analytics in aggregate to see which pages are useful and where navigation should improve. If we ever need to use your information for a new purpose, we will explain that clearly and, where required, ask for your consent.
AI and automated tools
We use AI tools, including our assistant MEG, to help us understand and respond to the people we work with and to run our services well. For example, AI may help us understand what you are looking for when you send an enquiry or give feedback (and ask you a relevant follow-up question), help our team read and reply to messages, answer questions in our website chat, and help our team organise enquiries and plan follow-ups. Where we use an external AI provider (currently Google Gemini), only the information needed for the task is sent, and it is processed to produce a response for us. When you give feedback in your own words, only those words (and which of our programmes you were interested in) are sent, not your contact details. We don't use what you write to train AI models.
- AI supports our team; it doesn't make decisions about you. Anything that affects you, such as whether we contact you again, is decided by a person or by the choices you make.
- Please don't include health or other sensitive personal details in messages or free-text answers unless you need to. Where there's a choice of listed answers, you can pick one of those instead of writing your own.
- AI is part of how we handle enquiries and run our services, so we don't offer a separate version without it. If you'd rather we didn't use your information in this way, you can ask us to stop and to delete your details (see “Your choices” below).
Sharing and retention
We work with trusted service providers (for example email delivery and secure hosting) who process data on our instructions and may be located outside your country with appropriate safeguards. We keep information only as long as needed for the purpose it was collected, unless a longer period is required by law or for legitimate disputes. For example, invoices and other financial records, and signed agreements, are kept for six years, as accounting law requires and in case of a claim, even if you ask us to delete your details; we remove everything else and keep only what those records need.
Your choices
You can unsubscribe from marketing emails at any time using the link in the message. You may ask to access, correct or delete personal information we hold, subject to legal exceptions. If you have a concern, please contact us first so we can try to resolve it.
Connected services (Zoom, Google, Calendly)
If you are a member of our team using the Health Champions CRM, you can choose to connect your own Zoom, Google or Calendly account under Settings, Connections. We use each connection only as follows:
- Zoom: we create scheduled meetings on your Zoom account when you book a call in the CRM, and move or delete only those meetings when you reschedule or cancel the call in the CRM. We check those same meetings for changes you make in Zoom (moved, deleted or restored) so the CRM stays in step. We read your Zoom name, email and user id to show which account is connected. We do not read your other meetings, recordings, chats or contacts.
- Google: we add an entry to your Google Calendar for each call or meeting booked with you in the CRM (with a Google Meet link when that's how it takes place), and move or remove only those entries when the booking is rescheduled, cancelled or handed to someone else. We check those same entries for changes you make in Google Calendar (moved, deleted or restored) so the CRM stays in step. For bookings that come through Calendly, we check whether Calendly has already added the booking to your calendar, so it's never there twice. We read your Google name and email to show which account is connected. If you allow it, we also check when your calendar is busy (only the busy times, not what the events are or who they're with) so the CRM doesn't offer appointment times you already have taken. We do not read, list or change any of your other calendar events.
- Calendly: we receive your Calendly bookings (and cancellations) so that appointments made through your Calendly appear in the CRM, and we cancel a booking in Calendly when you delete it in the CRM. If the person who booked is not yet in the CRM, we add them as a new contact using the details they gave Calendly.
How we handle data from connected services
We store the access tokens for these services securely on our servers and use them only for the purposes above. We do not sell this data, use it for advertising, or use it to train AI models, and we do not share it except with the service providers that host our systems. You can disconnect any service at any time in the CRM under Settings, Connections, which deletes the stored tokens (for Google it also revokes our access). You can also revoke access from your Zoom, Google or Calendly account settings; when you remove the app in Zoom, Zoom notifies us and we delete your stored Zoom tokens automatically.
Health Champions CRM's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.
Updates
We may update this policy when our services or the law changes. The “Last updated” date at the top will change when we publish a revision. Continued use of the site after a material change means you acknowledge the updated policy.