Our members’ privacy is paramount. The General Data Protection Regulation (GDPR) from May 2018, protects the rights of individuals by setting out certain rules as to what organisations can and cannot do with the information they hold about people. A key element of this is the requirement to process individuals’ data lawfully and fairly. GDPR sets out requirements for when and how each organisation can process data about you, which we must comply with by law. For example, under Article 6(1)(e) of GDPR “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;”
The principles of the GDPR state that personal information must be:
- Processed lawfully, fairly and in a transparent manner
- Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes
- Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- Accurate, kept up-to-date, and every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay.
- Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.
- Processed in a manner that ensures appropriate security for the personal data, including protection against unauthorized or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
The Association for the Advancement of Gestalt Therapy takes its GDPR obligations very seriously. We always ensure that we only record and use information that we need for legitimate purposes and that personal data is collected, handled, stored and shared only to the extent that is necessary and in a secure manner, in accordance with data protection legislation. The Association for the Advancement of Gestalt Therapy undertakes to be responsible for, and able to demonstrate compliance with, the above principles.
In this Privacy Notice, The Association for the Advancement of Gestalt Therapy outlines what personal data we collect, how we use it, and with whom we share it. It also includes guidance on your individual rights.
HOW TO CONTACT US
Should you wish to discuss this privacy notice further, to request an electronic copy of The Association for the Advancement of Gestalt Therapy’s Privacy Notice or Data Protection Policy, or if you would like to know more about how we process your personal information, please contact firstname.lastname@example.org
Also please let us know if you’d like to opt out of any communications you receive from or about The Association for the Advancement of Gestalt Therapy.
WHY WE HOLD PERSONAL DATA ABOUT YOU
Whilst you are a member of The Association for the Advancement of Gestalt Therapy, and after you leave, we need to collect, store, use, and share certain data about you. We require this information for purposes relating to running the organization.
HOW WE USE YOUR DATA
YOU PROVIDE DATA TO US TO CREATE YOUR ACCOUNT OR TRANSACT BUSINESS WITH US.
The following are examples of the types of Data we collect:
- Personal Data
“Personal Data” is Data that you provide to us that identifies you directly. This also includes information that is associated with you and could potentially identify you, including when combined with other information from or about you. We will not collect or use Personal Data except as stated in this Privacy Statement. Personal Data may include, among other things, name, postal address, telephone number, email address, payment and billing information, subscriptions, or a combination of these, and other Data.
- Non-Personal Data
“Non-Personal Data” can be technical information or it can be demographic information, such as your general place of origin. Non-Personal Data does NOT identify you personally but may be tied together with other data to identify you.
By registering as a member of The Association for the Advancement of Gestalt Therapy, or for our events and services, we will collect personal information to ensure we meet the legislative standards of operation. We will only use your data fairly and lawfully in accordance with our responsibilities under the General Data Protection Regulations and United States legislation.
WE USE YOUR DATA TO CONTACT YOU, PROVIDE SUPPORT FOR YOUR MEMBERSHIP, MAINTAIN APA ACCREDITATION, AND PLAN EVENTS.
We use Personal Data in the following ways:
- To provide member related services;
- To deliver services, such as educational programs, information or newsletters, conferences, and professional resources;
- To process your membership/registration and, if necessary, to contact you regarding the status of your membership/registration;
- To ensure the Website(s) are relevant to your needs;
- To help us create and publish content most relevant to you;
- To request your feedback about your experience with The Association for the Advancement of Gestalt Therapy;
WHAT INFORMATION WE MAY HOLD ABOUT YOU
The information held by The Association for the Advancement of Gestalt Therapy is that provided by you on membership/conference registration, or other forms completed for the purpose of engaging in events or resources with The Association for the Advancement of Gestalt Therapy.
The type of information The Association for the Advancement of Gestalt Therapy may hold about you includes (but is not limited to):
- name and address
- contact details
- equal opportunities monitoring data such as gender, nationality, sexual orientation, religious belief, and ethnicity
- academic background and qualifications
- disability or medical information you have disclosed to us
- bank details for payments
- information you might share with us as part of a survey
HOW WE MIGHT SHARE YOUR INFORMATION
Only members of the Board of Directors, who need legitimate access to relevant parts of your data will be authorized to do so. Information about you in electronic form will be subject to password and other appropriate and proportionate security restrictions.
Except to the extent necessary to fulfill our business obligations, we do not sell, transfer, or otherwise disclose to third parties any of the Personal Data that we collect directly from or about you.
FORUMS, CHAT ROOMS, & OTHER PUBLIC POSTING AREAS
Please note that any Data you include in a message you post to any chat room, forum or other public posting area is available to others. If you don’t want people to know your e-mail address, for example, don’t include it in any message you post publicly. PLEASE BE EXTREMELY CAREFUL WHEN DISCLOSING ANY DATA IN CHAT ROOMS, FORUMS AND OTHER PUBLIC POSTING AREAS. WE ARE NOT RESPONSIBLE FOR THE USE BY OTHERS OF THE DATA THAT YOU DISCLOSE IN CHAT ROOMS, FORUMS AND OTHER PUBLIC POSTING AREAS
CHANGES TO YOUR PERSONAL DATA
It is important that you tell us promptly about any changes to the information we hold about you, including your contact details. You can do this directly in your membership portal, or by emailing email@example.com
HOW LONG YOUR INFORMATION IS KEPT FOR
We do not retain your personal data for longer than is required in order to provide you with relevant information or services, unless you request us to do otherwise. We may retain some information indefinitely for archive purposes and to support your long term relationship with the organization.
OPT-OUT OF COMMUNICATIONS
We communicate with Users on a regular basis via email. For example, we will use your email address to contact you regarding membership renewal and dues payments, elections, to confirm a request you have made, to send you notice of upcoming payments that are due, to send you information about changes services, or to send notices and other disclosures as required by law. If you would like to opt out of communications from the organization please email firstname.lastname@example.org
The General Data Protection Regulation gives you the rights outlined below:
- to obtain access to, and copies of, the personal data that we hold about you
- to require that we stop processing your personal data on your request
- to require that we do not send you marketing communications
- to require The Association for the Advancement of Gestalt Therapy to make corrections to the personal data that we hold about you, if this is incorrect
- to require that we erase your personal data
- to require that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal)
- to receive from The Association for the Advancement of Gestalt Therapy the personal data we hold about you, which you have provided to us, in a reasonable and intelligible format, including for the purpose of you transmitting that personal data to another data controller
- to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights
Please note that the above rights are not absolute, and we may be entitled to refuse requests if they are not deemed reasonable or where exceptions apply. If you have given your consent and you wish to withdraw it, please contact The Association for the Advancement of Gestalt Therapy via email@example.com. Please note that where our processing of your personal data relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.