Terms of Service

Last updated: 5 October 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 also offers Clinical Wills, a separate optional service described in section 10.

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 advertising cookies

On policydiary.co.uk we use Google Analytics (to understand how visitors use our website) and the Reddit and Meta (Facebook) pixels (to measure and improve our advertising). None of them load unless you click Accept in our cookie banner. If you decline, or make no choice, they are never loaded. They are not used on your hosted compliance page, your dashboard data or your clients’ information.

Full details, including how to change your choice, are in the Cookies section of our Privacy Policy.

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.

10. Clinical Wills

10.1 What the service is. PolicyDiary Clinical Wills helps you write a clinical will (your plan for your clients if you die or suddenly cannot practise), keep a list of your clients with it, and give your chosen clinical executor a way to open both when the time comes. It is a tool. It is not legal advice, and we are not a party to your clinical will. The signed copy you keep is your clinical will; the online copy is there to help you and your executor.

10.2 Price. The Clinical Will costs £39 a year and renews automatically each year unless you cancel before the renewal date. You can buy it with or without our GDPR & cookie compliance service.

10.3 Encryption. Your answers and your client list are encrypted in your browser before they reach us. We hold them only in that encrypted form and nobody at PolicyDiary can read them. They can be opened only with your Recovery Key or your Executor Access Key, or, if you choose it, as described in 10.6.

10.4 Your keys are your responsibility. We show your keys once, at the end of your will before you pay and print, and never keep a copy. Until you have saved them, your draft can only be opened in the browser you started it in; if that browser forgets it, the draft cannot be recovered and you would start again. You must keep your Recovery Key safe and give your Executor Access Key to your executor yourself; we never send keys by email. If you lose your keys and have not chosen the emergency key, nobody, including PolicyDiary, can open the online copy of your will or client list. Your signed paper copy is not affected.

10.5 Your executor. You choose your clinical executor and are responsible for asking them first. With your agreement we email them an executor pack, remind them to confirm, and tell you what they say. We do not choose, approve or check executors, and we do not step in between you and your executor. When your executor uses their key we tell you straight away; if you set a waiting period, nothing opens until it ends and you can cancel the request during that time.

10.6 The emergency key (optional). When you save your keys you choose whether PolicyDiary’s sealed emergency key may also open your will. It is off unless you choose it. If you choose it and, after your death, both your keys are lost, your executor can ask us in writing, with proof of your death, and we will follow our documented procedure to issue them a new Executor Access Key. We never use it while you are alive, and never for incapacity. We still do not read your will: your executor opens it with the new key. You can change your choice at any time from your dashboard.

10.7 Your certificate. While your Clinical Will is paid for, complete, confirmed by your executor and reviewed within the last 12 months, its public verification page shows it as verified. That page shows your name, the certificate number and its status and dates. It never shows your will’s contents or your executor’s identity.

10.8 If your subscription ends. Your certificate stops showing as verified and our reminders stop, but your executor can still use the executor page, so nobody is locked out when they need it. We keep your encrypted will and client list for 6 years after your Clinical Will subscription ends, then delete them. You can delete them sooner at any time by choosing Start again in your dashboard, or by asking us at hello@policydiary.co.uk.

10.9 Cancellation and refunds. Sections 3 and 4 apply to the Clinical Will as they do to the compliance service. You get access to the will builder as soon as you pay.

10.10 What we cannot do. Because we cannot read your will, we cannot check that it is accurate, complete or suitable for your professional body’s requirements; that is your responsibility. Section 7 applies.