Association of Clinical Psychologists UK (ACP-UK)

Privacy, Information and Cookies Management Policy

A. Lawful basis of processing

ACP-UK has identified and reviewed the purposes for storing and processing personal data as detailed below. It has concluded that individual consent is the most appropriate lawful basis for doing so in order to enable us to engage with our members through electronic means and accomplish our aims in a fully transparent and responsive manner in conformity with current legislative requirements.

The ACP-UK can be contacted at:

ACP-UK
Briery Leys House, Main Street,
Tugby,
Leicestershire,
LE7 9WD

Administrator’s Phone number: 07591 399499

Email: [email protected]

The ACP-UK Data Protection Officer (DPO) can be contacted via [email protected]

B. Overview

ACP-UK functions as a data controller because it exercises overall control of the purpose and means of the processing of personal data – i.e., decides what data to collect, how to process and why.

C. Our policy

This deals with managing your personal information in conformity with the General Data Protection Regulation (GDPR), the implementation of the GDPR, in the UK’s Data Protection Act, 2018, and the Privacy and Electronic Communications Regulations (PECR) regulating the control of cookies (see below).

  1. Personal information is the information provided by you, about you, required or requested by us as part of the application process for membership, and is used for administering the organisation and providing you with its services.
  2. This information will be kept securely and confidentially. It will be made available to other members of the ACP-UK, or to the wider public for different purposes (see Members’ Directory below) only with your consent.
  3. Other information is held by our membership services provider WebCollect, whose privacy and Cookie policies are available through https://webcollect.org.uk/pub/privacy.
  4. Other information is held by our main payment processors GoCardless https://gocardless.com/ and Stripe https://stripe.com/gb/pricing.
  5. The Privacy and Cookie policies are available through each provider’s website.
  6. Information about you kept in our or our provider systems can be edited by you at any time by logging into the respective provider sites.

D. Application of the Privacy Policy

  1. This policy will apply to any information you submit at all stages of an application process for routes to Full, Associate/Retired, or Trainee membership.
  2. All information collected from Unsuccessful applicants will be deleted, subject to paragraph 4 below.
  3. All information collected from members who subsequently discontinue their membership, either by notice to ACP-UK, or through defaulting on payment, will also have their personal record deleted, subject to Paragraph 4 below.
  4. We will retain your first name, surname and email address in a separate secure record to contact you about ACP-UK activities and events. Your name can be removed from this list by contacting [email protected] or unsubscribing via the embedded email link.
  5. All members of ACP-UK will have some of their personal data held within our systems in a fully editable Personal Profile section accessible through the password protected Members Area of the ACP-UK website.
  6. Personal Profile information is confidential and will only be made available to other registered members with your explicit consent through your entry in a planned Members’ Directory facility, alongside those of other members.
  7. This will publish information about you and the professional services you provide to other members of ACP-UK.
  8. If ACP-UK publishes a Member Services Directory for wider public offering access to your professional services, all content in such a directory have been approved by you before inclusion and publication.
  9. Information in Personal Profile will also be used for administrative purposes such as targeted services and communications such as identifying members in each of the four nations, the ethnic profile of the organisation, areas of practice and the like, either singly or in combinations.

E. Why we collect personal information

  1. Personal information is collected, retained and processed to enable ACP-UK to provide the services and benefits that accrue from membership. These include seeking your views about issues that affect Clinical Psychology as a profession and the services provided. This could encompass local, national or UK-wide issues that may impact on you professionally or affect the services you are involved in, and to help support and develop the quality of Clinical Psychology services. ACP-UK is also committed to fostering service-related research and development and may want to contact you in relation to this.

F. What do we require? Consent to use your email address for:

  1. All communications from ACP-UK to you. If you block use of this address, as you are entitled to do, your only contact with ACP-UK will be through our website https://www.acpuk.org.uk, the website Members Area and for urgent matters only, the telephone.
  2. To be shared among the members of Member Networks you join.
  3. To be shared with members of any committees or sub-groups you may join.

G. ACP-UK may email you about matters such as

  1. Our activities and events.
  2. Soliciting contributions to ACP-UK publications.
  3. Canvassing your views on professional and practice matters.
  4. Inviting you to participate in or otherwise support professional and service-relevant research.
  5. Inform you about member special offers such as professional indemnity insurance, legal advice, conferences and training events.
  6. Direct you to or provide you with access to information about policy statements, research and other publications relevant to Clinical Psychology practice and services.

H. Information sharing

  1. We will not normally divulge or share any personal information including your contact details, or email address.
  2. If a situation arises where there may be a special request or need to share such information, we will not do so without first informing you about why we wish to do so and obtain your explicit consent for this
  3. Sharing may be required by law.

I. Information storage and data processing

  1. Your information will be held and backed up in databases on secure servers on our behalf by our web services providers and our website host.
  2. This information will be processed by ACP-UK and its services providers.

J. Personal information access and editing

  1. All the information the ACP-UK will hold about you will have been provided by you and can be accessed and edited or removed at any time by using your username and password to log into your account and Profile in the Members Area of the ACP-UK website.

  2. Information in the WebCollect system can be likewise managed using your WebCollect username and password and following the procedure

  3. If you give notice of your intention to resign from ACP-UK, all personal information will be deleted once the resignation has been confirmed.

  4. Full Members who have been removed from the HCPC Register of Practitioner Psychologists, or whose membership is terminated by a formal decision of the ACP-UK Board, subject to due process, will have all personal identifiable data permanently removed once ACP-UK has been notified or becomes aware of, and have confirmed, the status changes.

  5. No action will ensue for members who have been suspended from the HCPC until a formal decision is published and ACP-UK informed of the outcome by the member or through other evidence. After checking the information, ACP-UK will act accordingly.

  6. In relation to suspension, ACP-UK may from time to time ask a suspended member about the status of the suspension to ensure the accuracy of its records.

K. Cookies Policy

  1. Cookies are short programmes that are placed into your Internet Browser to enable it to work properly. Some cookies are essential, others optional but improve your experience, and some are unnecessary to your experience, being used for tracking your interests and targeted advertising. ACP-UK does not use the last mentioned but users of our website have the option to block other optional cookies. You will be offered this choice when you use the ACP-UK website.

L. Notification of data breaches

  1. Any data breaches on ACP-UK systems that may have included your personal information will be notified as soon as practicable through the email address we hold for you.

M. Changes to the Privacy Policy

  1. Changes to this policy may be made from time to time and will be notified on the ACP-UK website https://acpuk.org.uk

N. Further information

For questions about this Privacy Policy, please contact the ACP-UK Administrator at [email protected]

Last update: Friday 5th November, 2021