Privacy Policy

Our Contact Details

Name: Dietetically Speaking

E-mail: maeve@dieteticallyspeaking.com

The Type of Personal Information We Collect

We currently collect and process the following information:

IP Address
Information via cookies (unless cookies are disabled)
If you subscribe to our mailing list: name and email address
If you avail of our services or work for us on a contractual basis: personal identifiers, contacts and characteristics (for example, name and contact details)
If you enquire or avail of our clinical services: personal identifiers, contacts, health and nutrition information

How We Get the Personal Information and Why We Have It

Most of the personal information we process is provided to us directly by you for one of the following reasons:

When you visit this website, your IP address is anonymised before this is shared with Google Analytics (in order to monitor broad trends). This means that no data is collected which could identify an individual. Certain information is also collected using JavaScript, such as: the browser type and version, time zone setting, operating system and platform, information about your visit, including specific webpages on the site, clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs).
This website uses cookies – these are small text files which are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences, store information for things like shopping baskets, and provide anonymised tracking data to third party applications like Google Analytics. As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.
If you choose to subscribe to our mailing list, your email address is added to a secure list within our MailChimp account so that we can send you emails. All subscribers to this email list are clearly informed about how their data will be used, stored, processed and tracked using the MailChimp service on my newsletter sign-up notice before choosing whether to opt-in or not. This highlights that subscribers will be sent my monthly newsletter, as well as information and offers from time to time which I feel may be of interest. Subscriber’s email addresses are used for no other purposes than those outlined above, and you are free to opt-out at any time. Verifiable consent is obtained using a General Data Protection Regulation (GDPR) compliant sign-up form which stores permission data in list export files (as advised by the MailChimp service). A double opt-in method is also used to ensure explicit consent is obtained for the subscription. All subscribers are free to change their information or opt-out from my newsletter at any time.
If you avail of any of Dietetically Speaking’s Services, relevant information which is needed to complete these services may be collected. For example: contact and enquiry details to facilitate communication, details needed for invoicing, information about a project, or information needed for completing an individual nutritional assessment. We give you our Terms and Conditions (for consultancy) or client consent form (for individual nutritional advice) before gathering this information.
If you work for Dietetically Speaking on a contractual basis, we will request your contact information and other relevant information needed in order to carry out the agreed tasks.

We use the information that you have given us in order to:

Optimise the functionality and content of this website
Facilitate business functioning
Provide products and services (if you have opted in to these)

We may share this information with our admin and/or clinical freelancers where appropriate in order to optimise our service.

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases:

What we do	Lawful basis
Provide clinical dietetic services and keep your clinical records	Contract (Article 6(1)(b)), because we need your information to provide the service you have asked for. Because this includes health information, we also rely on the provision of health care by a professional subject to a duty of confidentiality (Article 9(2)(h)).
Respond to your enquiries and take steps before you become a client	Contract (steps taken at your request before entering into a contract) or legitimate interests (Article 6(1)(f)), as appropriate. If you use our enquiry form on our website, we also rely on your explicit consent for any health information you include (Article 9(2)(a)).
Keep records for the periods required by the HCPC and CORU, and keep accounting and tax records	Legal obligation (Article 6(1)(c))
Send you our newsletter and marketing emails	Consent (Article 6(1)(a)). You can withdraw consent at any time by unsubscribing or emailing maeve@dieteticallyspeaking.com.
Use non-essential cookies and analytics	Consent (Article 6(1)(a)), via our cookie banner.
Run and improve our website and business	Legitimate interests (Article 6(1)(f)). We balance this against your rights and interests.
Work with freelancers and contractors	Contract (Article 6(1)(b)) and legal obligation (Article 6(1)(c)) for payment and tax records.
Optional use an AI Scribe in clinical sessions	Explicit consent (Article 6(1)(a) and Article 9(2)(a)). You can decline or withdraw at any time.

If you would like more detail on any of these, please contact maeve@dieteticallyspeaking.com.

Health information

Information about your health and nutrition is “special category data” under UK GDPR, which means it needs extra protection. We process it because it is necessary for the provision of health care and treatment by health professionals who are subject to a duty of confidentiality (UK GDPR Article 9(2)(h), read with Schedule 1 of the Data Protection Act 2018). Our dietitians are registered with the HCPC and/or CORU and are bound by professional confidentiality obligations. Where we use the AI Scribe, we rely on your explicit consent (Article 9(2)(a)).

We only share your health information with other healthcare professionals involved in your care with your consent, unless we are legally required, or have a duty of care, to share it (for example, where there is a risk of serious harm).

Enquiries Through Our Booking Form

When you send an enquiry through the booking form on our website, we receive:

Your name and email address
Your answers to the form’s questions. These include your phone number and how you heard about us. They can also include information about your health, such as what you would like support with and any medical diagnoses or conditions you choose to tell us about.
Whether you ticked the box agreeing to us keeping your enquiry for 90 days, and the box to join our mailing list if you chose to

We use this information only to reply to your enquiry, match you with a suitable dietitian and arrange your free discovery call.

Because an enquiry can include information about your health, we ask for your explicit consent before you send it. The form cannot be sent unless you tick the box agreeing to us keeping the information you share. Our lawful bases are taking steps at your request before you become a client (Article 6(1)(b)) and, for any health information, your explicit consent (Article 9(2)(a)). You can withdraw your consent at any time by emailing maeve@dieteticallyspeaking.com, and we will delete your enquiry. You can also contact us to get a copy of your enquiry.

How we keep your enquiry:

Your enquiry is stored on our website, which is hosted by Krystal in the UK. Your answers are encrypted, and only members of our team with administrator access to our website can read them.
We do not use an outside form service, and your answers are not shared with anyone outside our team.
Your enquiry is deleted from our website automatically 90 days after you send it.
When you send an enquiry, we receive an email letting us know. It contains your name, your contact details, whether the enquiry is for someone under 18, and any dietitian you asked to work with. It does not contain information about your health. These emails are kept in the same way as the contact details of other people who enquire about our services (see “For those who enquire or avail of our clinical services” above).
If you go on to become a client, the information we need to provide your care becomes part of your clinical record, which is kept as described above.

Joining Our Mailing List

Joining our mailing list is optional and separate from your enquiry. If you tick that box, your name and email address are sent to Mailchimp, which emails you to confirm before you are added (double opt-in). You can unsubscribe at any time.

Preventing Spam

To stop automated spam, the form limits how many enquiries can be sent from one internet connection. To do this, we keep a scrambled code made from your IP address, rather than the address itself, for one hour, after which it is deleted. The form does not set any cookies.

How We Store Your Personal Information

Your information is securely stored.

In order to prevent unauthorised access or disclosure, we have procedures to safeguard and secure the information we collect. This includes prioritising internet security and the security of the electronic devices used to process personal data. For example, computer firewalls, all electronic devices used are password protected and never left unlocked if unattended, and encryption methods are also used such as FileVault. Regular reviews of the security processes at Dietetically Speaking occur.

This website is secure and encrypted. For additional security and GDPR compliance, the IP addresses of those who visit this site are immediately anonymised before being shared with Google Analytics via this method. Dietetically Speaking is hosted on Servers at Krystal.com which is secure and GDPR compliant.

Contact details of email subscribers are stored by the MailChimp service which is GDPR compliant. This information is kept until the individual unsubscribes or requests for their information to be deleted.

All personal, business and consultancy information is handled confidentially; and sensitive information is encrypted for additional security.

Information obtained from freelance and contractual workers for Dietetically Speaking is stored securely in our Google Workspace. This will be deleted a year after the end of the working arrangement, unless requested prior to this.

Any contact received on our social media accounts is also handled securely and confidentially in line with the GDPR. We delete any social media messages upon request from the individual concerned.

For those who enquire or avail of our clinical services:

The contact details of those who enquire about services from Dietetically Speaking (usually in the form of names and email addresses) will be stored for no longer than one year following our last correspondence, or until a company or individual requests that they are deleted.

Service providers used to store and process information related to carrying out clinical dietetic services all have robust security procedures in place and are GDPR-compliant. These service providers include: Halaxy, Heidi Health AI Scribe and Fathom AI (used by some of our freelance dietitians) for record-keeping, email hosting via Krystal, Acuity Scheduling booking software, Tutor LMS for online courses, WooCommerce and Stripe for secure payments, Signal and Recovery Record for coaching and communication and GDPR-compliant video conferencing software.

Some of our service providers process data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations, the UK-US Data Bridge, or the UK International Data Transfer Agreement/Addendum.

By instructing us to provide clinical services to you, your data will be stored for eight years in accordance with the HCPC and CORU Standards for Records and Record-Keeping. For clients under the age of 18, records will be kept until your 25th birthday.

As part of the provision of clinical services, we communicate with relevant members of our client’s healthcare team with consent. However, we have a duty of care to contact relevant authorities if you disclose information which suggests that you may be at risk of harming others.

How We Use AI Tools

We use AI tools to support our work.

AI Scribes (Heidi Health and Fathom): With your agreement, your dietitian uses an AI scribe, either Heidi Health or Fathom depending on the dietitian, to transcribe sessions and help draft your notes. It processes audio and transcripts, which may include health information. Fathom stores data in the United States. You can decline or withdraw at any time without affecting your care, and your dietitian will write notes manually instead.
Claude (by Anthropic): We use this for business tasks such as planning content and emails. We do not enter client names, contact details or health information into it.

Your dietitian reviews and approves all AI-generated notes, and all Claude-assisted content is reviewed by our team. No decisions about your care are made solely by AI. We do not enter your name into the AI Scribe, and recordings and transcripts are deleted once your note is finalised. Our lawful basis for the AI Scribe is your explicit consent.

To opt out or ask questions, email maeve@dieteticallyspeaking.com.

Your Data Protection Rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at maeve@dieteticallyspeaking.com if you wish to make a request.

How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to our data controller Maeve Hanan at maeve@dieteticallyspeaking.com

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Last Updated October 2026