PRIVACY POLICY
GDPR POLICY
This Website (www.trescotland.com) is operated by Victoria Cook and Amanda Gaze, who are self employed and any other people listed are independent freelancers (“we”, “our”, “us”, “TRE Scotland” or “TRE Edinburgh” or “TRE Borders).
This privacy policy will outline how TRE Scotland protect and use the information you give the company via our websites, at our groups, personal sessions and via forms accessed on our websites.
Topics
OUR RELATIONSHIP WITH YOU
Our relationship with you will impact on why, how and what personal information we process.
• Clients – current and prospective (participants in individual sessions, public groups,
events, retreats and other services)
• Certified TRE Providers and Trainees
• Volunteers
• Outreach and corporate/charitable partners
DATA PROTECTION PRINCIPLES
TRE Scotland is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; 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 which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
WHAT INFORMATION DO WE GATHER?
The type of personal information we collect will depend on the specific category of relationship we have with you (as set out above). The personal information we process includes (but is not limited to):
Clients
Name
DOB or year of birth
Email address (personal/work)
Address
Telephone number
Emergency contact information
Social media handles
Details of any health conditions and injuries
Agreement to sign up to newsletter
Trainees
Name
DOB or year of birth
Email address (personal/work)
Address
Telephone number
Emergency contact information
Social media handles
Details of any health conditions and injuries
Journaling, email correspondence and written homework
Video links and Videos. Any videos downloaded by us are deleted within 3 days of Trainees’ supervision session
Agreement to sign up to newsletter
Providers
Name
Email address (personal/work)
Address
Telephone number
Social media handles
Emergency contact information
Insurance details
Volunteers
Name
Email address (personal/work)
Address
Telephone number
Emergency contact information
Social media handles
Outreach/charitable/corporate partners
Name
Work email address
Social media handle
HOW DO WE USE THIS DATA?
We collect and use information about you to:
• deliver our services to you
• ensure your safety
• better understand your needs and how they may be met
• keep our records up to date
• to process bookings
• to contact you in response to queries via our website or directly to our email address
• if you agree, contact you by post or email about important updates or changes to our services, including information on groups, events, retreats and any other information that we think will be interesting to you
• we may in the future use automated processing to deliver personalised services and information
Data Security
We never share your data with third parties and all data is stored securely by TRE Scotland, and protected by passwords. We will always hold your information securely and will work with all personal data in line with current UK and applicable EU laws and regulation.
CONTROLLING YOUR PERSONAL INFORMATION
How long do we keep your data?
We only keep personal information for as long as is necessary to be able to deliver our services to you or to fulfil the contractual relationship between us. This will vary depending on our relationship with you – see below:
• Clients: We’ll keep your information for two years after you have stopped attending sessions or groups or last attended an event or a retreat.
• Providers, Trainees, volunteers: We’ll keep your information for as long as is necessary for the working/volunteering relationship between us, and until two years after you request to leave our working relationship or last taught a class/ event/ retreat/ outreach event or carried out a volunteering activity.
• Outreach or charitable or corporate partners: We will retain your personal information for as long as necessary to carry out our services to you, and for period of two years thereafter.
We will carry out regular, 6-monthly reviews of all registration forms and registers and we’ll delete any data that is no longer in use. “In use” means an individual is still attending classes, events or retreats, or is a Provider or volunteer within the two-year timescale outlined above.
Where you have given consent to us processing your details for marketing, we’ll keep the relevant information until you withdraw this consent (see Withdrawing consent to using your information below).
Access to and correcting your information – It’s important to us to make sure that the personal information that we hold about you is accurate, complete and up to date. If you think any of the information we hold about you doesn’t meet these standards, you can let us know by contacting us on the details at the end of this statement. You can also contact us to ask for a copy of the personal information that we hold about you.
Deletion of your information – You have the right to ask us to delete personal information about you where:
• You consider that we no longer require the information for the purposes for which it was obtained
• You have withdrawn your consent to us using your information for direct marketing – see Consent to marketing communications below
• Our use of your personal information is contrary to law
Restricting how we may use your information – In certain cases, you may ask us to restrict how we use your personal information. For example, you no longer attend groups but you don’t want us to delete your data, as you would like to stay informed about TRE Scotland. In this case, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
CONSENT TO MARKTING COMMUNICATION
From time to time, we would like to send you information about TRE Scotland and our products and services, events, retreats and updates on our outreach work. Where you have given your consent (via opt-in forms on our websites, off-line or in person) we will contact you by post or email. You can change your preferences at any time by updating your preferences via our email provider, Mailchimp, or by emailing us at vicki@trescotland.com.
Objecting to the use of your information – You have the right at any time to the use of your personal information for direct marketing purposes.
COOKIES
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
We may in the future use this information to tailor news and offers to suit you, this is known as profiling, or automated processing. You have the right to object to profiling in this way, just let us know, and you can also set your browser not to accept cookies. The websites below tell you how to remove cookies from your browser. This means however in a few cases some of our website features may not function as a result. For further information visit www.aboutcookies.org or www.allaboutcookies.org.
Please contact us using the contact details set out below if you wish to exercise any of these rights.
LINKS TO OUR SITE
Our website contains links to other sites.
We don’t have any control of websites outwith the domains www.trescotland.com and so if you visit any other sites (www.meetup.com) you should read their privacy policy.
If you provide information to a website to which we link, we are not responsible for its protection and privacy.
Changes to Our Privacy Policy
We keep this privacy statement under regular review and will place any updates on this website. If you have any questions about this policy, or to obtain paper copies, email or write to TRE Scotland, c/o 19A Bellevue Crescent, Edinburgh, EH3 6NF
| Last updated | 31/01/2020 |