How we use your information
This privacy notice sets out how the United Kingdom Association for Gestalt Practitioners (UKAGP) complies with the General Data Protection Regulation (GDPR) and manages the protection of members personal information in carrying out its activities as set out in the UKAGP Constitution.
The UKAGP does not collect sensitive data such as racial/ethnic origin, political opinions, religious beliefs, membership of trade union, physical/mental health, sexual orientation, or criminal records.
Third Parties Sharing of information
The UKAGP does not sell, rent or otherwise share or disclose private, personally identifiable information to third parties or with any other organisations, except if required by law or through the expressed and clear consent of its members.
How we use your information
The UKAGP makes lawful use of members’ personal data based on members consent to use their information only for purpose that the data was provided, as follows:
The UKAGP stores the following details in order to process membership:
Name; Postal Address; Email Address; Telephone Number; Training Organisation; date joined
The information the UKAGP collects is intended to deliver member benefits. This information is used in order to contact members regarding their membership; to provide subscription renewals; to email or communicate information about the UKAGP conferences or the wider Gestalt field; and, for the UKAGP newsletter.
We use a third party provider, Mailchimp, to deliver our newsletter. We gather statistics such as ‘email opening’ and ‘link clicking’, using industry standard technologies to help us monitor and improve our newsletter and the service we offer to members. Mailchimp apply international privacy standards to keep information secure, in this case your email address. Please see Mailchimp’s Privacy Notice for more information.
Members who do not wish to receive email notifications may have their data deleted for this purpose by sending an email to the UKAGP Administrator at firstname.lastname@example.org or pressing the unsubscribe button on each edition of the e-newsletter.
The UKAGP only makes member information available to members of the public through the ‘Find A Therapist Directory’ where members have given consent for this use.
The purpose of the members directory is for members to share their status as a gestalt practitioner, their skills and whatever content they choose to add.
If members wish any personal information removed from the website they may do so by emailing the UKAGP administrator on email@example.com.
Payments and Financial Information
All our website financial transactions are handled through a a service agreement with a third party payment services provider called Stripe. Stripe process financial information on behalf of the UKAGP in order to manage your subscription and/or conference payments. The UKAGP are the Data Controller responsible for compliance with the GDPR in respect of your data and Stripe is the Data Processor for data you provide them in order to process your payment.
We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
People who email or post us
If you correspond with us via e-mail, the postal service, or other form of communication, we may retain such correspondence and the information contained therein and use such to manage your inquiry.
Visitors to our websites
When someone visits http://ukagp.org.uk/ we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.
We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone.
We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
We will explain clearly if we intend to collect personally identifiable information via our website and what we intend to do with this information. We will also ask for your permission to do so in each case.
Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either UKAGP or any third party.
Please refer to the Website Terms and Conditions for a more detailed explanation of the conditions of Website use
People who make a complaint to us
The UKAGP does not process any complaints about individual members and will defer such issues back to the complainant and to the relevant accreditation and training organisations. Please see the UKAGP Constitution for further information.
When we receive a complaint from a person about the UKAGP we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We may compile statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant does not wish information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Complaints or queries about the use of your information
UKAGP tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of UKAGP’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Members Access to Personal Information
UKAGP tries to be as open as it can be in terms of giving people access to their personal information through subject access requests. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
To make a request to the UKAGP for any personal information we may hold you need to put the request in writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone or by email.
If we do hold information about you, you can ask us to correct any mistakes by, once again, putting the request in writing to the address provided below.
Our Security Measures to Protect Information
To help protect the privacy of data and personally identifiable information you transmit through use of this Site, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personally identifiable information to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.
Retention and Disposal of Data
We will keep personal information in a confidential manner as outlined in this document. For example information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle. Members whose subscriptions lapse will have their information deleted in a confidential manner three months after their renewal date. Members who resign will have their details deleted in a confidential manner within one month of resignation.
Organising Committee Access to Data
All data held by the UKAGP is retained in a secure environment. Access to data by Organising Committee members is restricted according to the ‘need to know’ principle with the Chair, Vice-Chair, Secretary and Administrator having overall access, as appropriate.
The UKAGP uses a third party contractor to maintain the website and data systems in accordance with industry standard data protection technology. They provide mitigation against the risks of data breaches and a rapid response to any threat. The technology we employ indicates potential threats and weaknesses in our systems. The contractor adheres to UKAGP policies and standards. If any breach should occur The UKAGP will inform members at the earliest opportunity and support members in making any necessary adjustments to maintain the security of their data. The UKAGP is not liable for damages incurred due to data breaches given adherence with the protections set out in this document.
Changes to this Document
We keep our privacy notice under regular review as part of the UKAGP Organising Committee policies review schedule.
How to contact us
United Kingdom Association for Gestalt Practitioners
201 Brettenham Road
UKAGP Data Protection and Privacy Notice – last updated 09.05.2018