Terms of Service

Last updated: 10 April 2026

These terms govern your use of PolicyDiary, operated by PHD Interactive Ltd, Monomark House, 27 Old Gloucester Street, London, WC1N 3AX. By creating an account or using PolicyDiary, you agree to these terms.

Questions? Contact us at hello@policydiary.co.uk.

1. What PolicyDiary does

PolicyDiary scans your therapy practice website, collects information about your practice, and generates GDPR compliance documents tailored to your situation. These documents include a privacy policy, cookie policy, data retention policy, GDPR statement, and Appropriate Policy Document. We host these documents on a dedicated compliance page and provide a cookie consent banner embed.

PolicyDiary is a compliance tool. It does not constitute legal advice. You are responsible for ensuring your compliance with UK GDPR, the Data Protection Act 2018, and the Data (Use and Access) Act 2025. We recommend reviewing your generated documents and seeking independent legal advice if you have specific concerns.

2. Subscription and payment

PolicyDiary is offered on an annual subscription basis at £24 per year. Payment is processed securely by Stripe. Your subscription renews automatically each year unless cancelled before the renewal date.

The cookie consent banner installation service (where purchased) is a one-off payment of £9.99.

3. No refund policy

PolicyDiary generates and delivers your compliance documents immediately upon payment. Because the service is delivered digitally and in full at the point of purchase, you lose your right to cancel under the Consumer Contracts Regulations 2013 once document generation has begun.

By completing your purchase, you expressly acknowledge and consent to the immediate delivery of the digital service and confirm that you understand you will lose your right to a 14-day cooling-off period as a result.

This does not affect your statutory rights where services are faulty or not as described. If you believe your documents were incorrectly generated due to a fault on our part, contact us at hello@policydiary.co.uk within 14 days and we will investigate and regenerate your documents as appropriate.

Copy-paste policy: PolicyDiary documents are generated specifically for your practice and are licensed for your use only. You may not copy, resell, or distribute your generated documents for use by another practice or business. Each practice requires its own subscription.

4. Cancellation

You may cancel your subscription at any time from your dashboard or by contacting us. Cancellation takes effect at the end of your current billing period. You will retain access to your documents and compliance page until the end of the period you have paid for.

We may cancel or suspend your account if you breach these terms, provide false information during onboarding, or use PolicyDiary for any purpose other than your own therapy practice.

5. Your responsibilities

You are responsible for:

• Providing accurate information during onboarding and intake
• Reviewing your generated documents before publishing or relying on them
• Keeping your documents up to date by regenerating when your practice changes
• Registering with the ICO as a data controller if required
• Complying with UK GDPR, DPA 2018, PECR, and DUAA 2025 independently of this service
• Responding to client complaints and data subject requests in accordance with the law

6. Intellectual property

Your generated documents are created for your practice and you own the content once generated. The PolicyDiary platform, branding, software, and systems remain the property of PHD Interactive Ltd.

The "Compliance by PolicyDiary" attribution on your hosted compliance page may not be removed while your subscription is active.

7. Limitation of liability

PHD Interactive Ltd provides PolicyDiary on an "as is" basis. While we take care to generate accurate and compliant documents, we cannot guarantee that your generated documents will be sufficient for your specific legal or regulatory circumstances. We are not liable for any fines, penalties, or losses arising from your use of PolicyDiary or reliance on the generated documents.

Our liability to you is limited in all circumstances to the amount you have paid us in the 12 months preceding any claim.

7a. Analytics and tracking

We use Google Analytics and Google Tag Manager on policydiary.co.uk to understand how visitors use our website. These tools may set cookies and transfer anonymised data to Google LLC (USA). Under the Data (Use and Access) Act 2025, statistical analytics cookies do not require prior consent, but you may opt out at any time via your browser settings or Google's opt-out tool at tools.google.com/dlpage/gaoptout.

We do not use advertising or retargeting cookies. Data collected via Google Analytics is anonymised and used only to improve our service.

8. Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Changes to these terms

We may update these terms from time to time. We will notify you by email of any significant changes. Continued use of PolicyDiary after notification constitutes acceptance of the updated terms.