GDPR, Data Protection, and Confidentiality
Practitioner and Foundation level courses
I collect personal information from you as part of my enrolment process. In handling this information, I am bound by two sets of rules, the General Data Protection Regulations (GDPR) and my professional body's code of ethics. This page will explain how these affect the way I work.
- My company, Yorkshire Therapies & Training Ltd, is registered with the ICO https://ico.org.uk/ESDWebPages/Entry/ZA230146
- You have no legal requirement to share information with me, but if you do not I will not be able to offer you a place on a course
- Contact forms, newsletter sign-ups and PayPal buttons collect your name and contact details. Depending on which you use, the purpose of collecting this information is
- to answer your enquiries
- to provide you with the free ebooks offered on the site
- to send you my monthly newsletter
- to provide you with items you have purchased, e.g. taster day places
- Hypnotherapy training enrolment forms collect your name and contact details, your learning and payment preferences, your medical history, and details of any criminal convictions. The purpose of this is
- to decide if I can offer you a place on one of my courses
- to administer a course once you are enrolled
- to provide ongoing support and supervision
- to enable me to invoice you and receive payment, and to keep proper records and accounts
- The lawful basis of my collecting and processing data is consent or contract or legitimate interests.
- You consent to my holding and using your information when you submit a contact or enrolment form or sign up for the newsletter.
- Clicking a PayPal button creates a contract to supply goods or services which I cannot do without using your data.
- If you attend the course you will be asked to sign a contract.
- Graduation photos are used for promotional purposes on social media and our website, this is a legitimate interest of my business.
- If you email, phone or contact me via social media with enquiries it is a legitimate interest of my business to use your contact details to reply to you.
- If I need to release your contact information under track and trace provisions this is considered by the ICO to be a legitimate interest where inclusion in the scheme is voluntary, and a legal requirement where it is compulsory.
- I keep the information you give me for seven years after your graduation, which is the length of time suggested by my professional body and insurance company for client records: they don't have separate advice for trainers.
- Sharing your information:
- if you enrol on a Hypnotherapy Practitioner or Foundation level course, as part of the course administration I may share your name and contact details with the General Hypnotherapy Register, who grant you a free student membership, with the administrator of any external course which is completed as part of your studies, and with any guest, temporary, stand-in or 'supply' teacher.
- If a third party (e.g. an employer or someone offering training grants) is involved in your application, I will share relevant information with them.
- I maintain the same level of confidentiality for students as I do for clients which means that I only divulge personal data where there is a legal requirement for me to do so e.g. where the Children's Act applies or a court order is issued, or when there is good cause to believe that if I do not disclose information you or others would be exposed to a serious risk of harm. If these circumstances arise I will share information with the appropriate authorities.
- You have rights over the information I hold about you. These are
- Portability - you can ask me to send your information to someone else
- Rectification - if you think my records are wrong you can ask me to change them
- Erasure - in some circumstances you can ask me to remove your details from my records (this is sometimes called 'the right to be forgotten'). If your only contact with me is my newsletter and you unsubscribe, all your data will be removed automatically by the MailChimp system
- Fair profiling - you can ask that any processes I automate are done by a person instead of a computer. I don’t currently automate any information processing, although I do use online forms to collect information.
- Right of access - you can have a copy of the information I hold at any time, by requesting it in writing. If you do this it will be provided within 30 days and free of charge.
- Restricting processing - in some circumstances you can request that I stop processing your information
- Objection - you can object to the way I process information (e.g. if it is used to send you direct marketing and you don’t want to receive this) and can ask me to stop using it in the way
- Information - you have the right to understand how I collect and process your information (hence this privacy notice)
- You can learn more about these rights on https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
- You can withdraw your permission for me to use your information at any time, although it would mean leaving the course if you are still a student
- You have a right to complain to the ICO if you have any problem with the way I store or use your data, or if you do not think your rights are being respected
This policy was updated in Feb 2020 to reflect a change in online form provider.
This policy was updated in September 2020 to include sharing data under track and trace provisions.
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