Privacy notice

Edward Crouch IP is responsible for the personal information used by this service. Questions, requests or concerns can be sent to ed@theindependentperson.co.uk.

Depending on the service used, this may include names, email addresses, local-authority details, case references or initials, enquiry text, appointment details, panel roles and availability. Users should not enter a complainant’s full name or other sensitive information where the form asks for a reference or initials.

The private practice account can connect a Google Account so that Edward can select a calendar, check availability and create, reschedule or cancel meetings. The app accesses the connected account’s email address, calendar list, free/busy information and events on calendars owned by that account. It may also create Google Meet details for a booked meeting.

When Edward chooses Import from Gmail on the private Add case screen, the app searches recent messages involving the selected Local Authority’s saved email domain. It reads only the messages returned by that search and uses clear, explicit details to suggest entries for the case form. Unclear or conflicting details are left blank for Edward to review and complete.

Public visitors do not connect their Google Account to this site. Their contact and meeting details are used only to arrange the meeting and communicate about it.

Google data and email content are not sold, used for advertising or used to train AI models. Email content is not retained as a separate copy by the importer; only case details Edward reviews and saves are retained in the case record. Use of information received from Google APIs complies with the Google API Services User Data Policy, including its Limited Use requirements.

Google user data is disclosed only where necessary to provide the calendar and meeting-booking service. It may be shared with the following recipients for these limited purposes:

• Google services, to read the selected calendar, check free/busy information, create, update or cancel meetings and Google Meet details, and search recent Gmail messages when Edward requests a case import.
• Cloudflare, which hosts and secures the service and stores the encrypted Google connection and the minimum calendar data needed to operate it.
• Resend, which delivers service emails and may process the recipient address, meeting time and Google Meet link included in those messages.
• Meeting attendees chosen by Edward, to whom Google may send the meeting invitation, updates, cancellation details and Google Meet link.
• Regulators, courts or public authorities only where disclosure is required by law.

Google user data is not shared with any other third party, sold, rented, used for advertising or used to train AI models. Cloudflare and Resend act only as service providers and may process data outside the United Kingdom using the contractual and other safeguards required by UK data-protection law.

Google access and refresh tokens are encrypted before storage. The connection controls and Gmail importer are available only after practice login. When Edward disconnects Google, the app asks Google to revoke the connection and removes the stored connection record.

The public site uses Cloudflare for hosting and security checks and Resend to deliver service emails. Information is shared with service providers only where needed to host, secure and operate the service.

Information is used to answer enquiries, provide case-status and availability services, arrange and manage meetings or panels, maintain practice records, prevent abuse and meet legal or professional obligations. The lawful basis will depend on the service and may include performance of a contract, legitimate interests, legal obligations or consent where appropriate.

The Google connection is retained until it is disconnected. Other records are kept only for as long as reasonably needed for the service, practice administration and applicable legal obligations. Panel-planner records can be deleted earlier by the verified Complaints Manager and are otherwise scheduled for deletion 30 days after the arranged panel date. A request for access, correction or deletion can be made using the contact address above.

Subject to UK data-protection law, individuals may ask for access to their information, correction, deletion, restriction or a copy, and may object to some uses. A complaint can also be made to the UK Information Commissioner’s Office.