CCPE is a membership and training organisation and a therapy referral clinic. We take the protection of your personal data very seriously. While you are registered with CCPE as a business, and because many of you practice from private premises, CCPE is mindful of the need to protect your data accordingly. We have produced or updated a series of documents including our privacy policy and guidance for GDPR compliance, to ensure that there is continued support for compliance with the data protection regulations.
What Information Do We Collect?
We will collect personal information such as your name and contact information (address, email address, phone number). Depending on the service you are accessing – membership, training or personal therapy - we may also ask you to provide information relating to personal circumstances, professional or educational experience where relevant. You will be asked at the point of assessment to consent to the gathering and storage of your data.
CCPE will:
· Hold your data securely and only use it within the organisation, except where there is a partnership agreement in place e.g. with UKCP
· Not share any of your data with a third party unrelated to our clinical work and our duty of care in the protection of the public
· Use your data to contact you by email, post, telephone, or text messages as appropriate
· Only contact you on membership, training or personal therapy matters and to update you on clinical practice, unless you have expressly indicated you wish to receive other contact.
What this will mean for you as a CCPE Member:
As a provider of clinical services we will continue to send you emails related to practice, membership and professional issues that we believe will aid you in your clinical work and help you to continue to deliver the best possible services to your clients. We will continue to update our guidance notes on best practice, which you should be aware of.
The new regulation, however, requires CCPE to obtain specific permission to contact you with updates on CPD events, training and fundraising events. Please keep us informed of your preferences.
What this will mean for you as a CCPE Student:
For our professional training courses (or an open evening providing information on these courses), which culminate in an academic application process, we will also request that you provide some information on your education, your date of birth, experience and some other personal background details. We need these in order for us to satisfy the application criteria set by ourselves and/or our validation partners. Some courses require you to submit a piece of writing or attend a personal interview, in confidence. For certain qualifications we will also ask you whether you have previously attended therapy, in order to assess your point of entry on multiple-year courses.
This information is gathered on the basis that the information we are processing is provided because it is in the legitimate interest of both ourselves and you (the trainee or potential trainee) to be used so the course can be delivered. The application criteria will only be used to assess your suitability to be accepted onto the training that has been applied for.
As a provider of education we will contact you with information pursuant to your studies here at CCPE. In order to make contact, provide references, to assess and to be able to track your progression your data will be shared with members of CCPE staff (tutors, facilitators, supervisors, markers, administrators) and, in the case of the student website where groups are posted regularly, your names will be shared with the student body.
During the course of our trainings you may be encouraged to exchange views and information with other trainees. This is done on the basis that both individuals consent to the communication themselves and such interactions are not monitored or gathered by us in any way.
Your information will be kept for a period of 7 years after completion of your studies here at CCPE. If courses run concurrently (or within the initial 7-year period) then a new 7-year period will commence from the most recent course end date.
Under the GDPR we do need explicit consent from you to be able to use your data for any marketing, fundraising or research purposes. Please keep us informed of your preferences.
What this will mean for you as a CCPE Clinic Client:
Before the commencement of your assessment session here at CCPE you will be asked to consent to the following:
Your data (contact information and assessment information) will be shared in the first instance with the reception team for scanning and safe, password protected storage. From there this data will be shared with the therapist or trainee therapist to whom you have been allocated. In the event that the allocated therapist (or trainee) cannot find a mutually suitable time for therapy the data will be transferred back to reception and allocated to another therapist. The data is usually shared in hard copy but there will be some cases where the information needs to be shared electronically, for example where you, the client, have elected to see a therapist who is not based at CCPE. In these cases, the data will be password protected. This information will be held by CCPE for 7 years from the date of your assessment.
Subject Access Requests
Anyone whose personal information we process has the right to know:
- What information we hold and process on them
- How to gain access to this information
- How to keep it up to date
- What we are doing to comply with the GDPR
They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information.
Individuals have a right under the Act to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply in writing to:
The Data Controller
Operations Manager
CCPE
Beauchamp Lodge
2 Warwick Crescent
London W2 6NE
The following information will be required before access is granted:
- Full name and address
- Relationship with CCPE
We may also require proof of identity before access is granted. The following forms of ID will be required:
- Passport
- Recent proof of address eg Utility bill
Queries about handling personal information will be dealt with swiftly and politely.
We will aim to comply with requests for access to personal information as soon as possible but will ensure it is provided within the 30 days required by the GDPR from receiving the written request and relevant fee.
Our full GDPR Policy can be found here