Introduction

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 unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

The Gestalt Centre 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 Gestalt Centre undertakes to be responsible for, and able to demonstrate compliance with, the above principles.

In this Privacy Notice, the Gestalt Centre outlines what personal data we collect, how we use it and with whom we share it. It also includes guidance on your individual rights.

Please note that this privacy statement is designed to be clear and concise. As a result it does not provide in exhaustive detail all aspects of the Gestalt Centre’s collection and use of personal data. Also, we may update this privacy policy to reflect changes to our information practices. If we make any material changes we will notify you via email or a notice on our website www.gestaltcentre.org.uk

How to contact us

Should you wish to discuss this privacy notice further, to request an electronic copy of the Gestalt Centre Privacy Notice or Data Protection Policy or if you’d like to know more about how we process your personal information or have any questions, please contact mail@gestaltcentre.org.uk or 020 7383 5610.

Also please let us know if you’d like to opt out of our email marketing communications regarding courses, events or updates regarding the Gestalt world or if you wish to request access to the personal information we hold about you.

Why we hold personal data about you

Whilst you are a member of staff, tutor or student at the Gestalt Centre and after you leave and as a student become an alumnus/a, the Centre needs to collect, store, use and share certain data about you. We require this information for purposes relating to running the organisation, the courses and services, including providing you with teaching and administrative support.

How we use your data

Students and Alumni

By enrolling as a student at the Gestalt Centre you consent to the Centre collecting, storing, using and processing data about you for any purpose connected with your studies at the Centre. We will only use your data fairly and lawfully in accordance with our responsibilities under the General Data Protection Regulations.

Only members of staff who need to access relevant parts of your data will be authorised to do so. Information about you in electronic form will be subject to password and other appropriate and proportionate security restrictions, while paper files will be stored in secure areas.

The primary purposes we record, store and process information about students include:

  • to administer student registration and support throughout your time with us and as you establish yourself as a Gestalt therapist; from your application stage all way through to graduation and then your alumni. This includes processing study related queries, attendance to meetings and events, course work and finances, carry out assessments, award and verify qualifications, enabling tutors to communicate with and support students and sharing with students, alumni and members, key updates and opportunities regarding Gestalt study and work.
  • to plan and organise courses and run the Gestalt Centre in a way that supports all our courses and students
  • to produce anonymised information including statistics for relevant external agencies such as the UKCP, BACP and the London Metropolitan University
  • to administer and support your Gestalt Centre membership and alumni
  • to manage complaints, disciplinary cases and appeals and provide student support
  • to monitor, develop and update Gestalt Centre systems to ensure they continue to operate effectively and securely and meet professional body requirements

Staff

The Gestalt Centre records, stores and processes personal data in relation to academic, office and management staff. We process some of your data in order to enter into and to fulfil a contract of employment with you or to meet a relevant obligation under employment law or other legislation.

  • Furthermore, your data might also be used to facilitate operational activity or to ensure that employees, teams and the organisation perform to required standards.
  • The Gestalt Centre holds and processes personal data about current and former office and management staff, including temporary workers, visiting tutors, associates, external examiners and assessors.

Venue and Therapy Clients

The Gestalt Centre also records, stores and processes data in relation to clients that book the Centre for their business purposes as well as clients that receive therapy by the Gestalt Centre. Purposes include administering registration and bookings, processing financial obligations/transactions, providing support as well as performance management to meet required standards. Please note that this does not include clients that come to the centre for appointments with private therapists that book the centre for their business. The Gestalt Centre does not hold any information regarding clients of private therapists.

The Centre may also record, store and process anonymised personal client data for clinical and professional purposes and/or relevant research activity in line with the Code of Clinical Ethics and Conduct and Data Protection legislation.

If your personal information has been provided by another person we will send you a one-off email to make you aware of our privacy policy.

What information we may hold about you

The information held by the Gestalt Centre is that provided by you on initial contact, application and throughout your time with us.

The type of information the Gestalt Centre may hold about you includes (but is not limited to):

Students and Alumni

  • name and address
  • date of birth
  • contact details and emergency 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 and any criminal conviction declaration
  • bank details for payments
  • course work and assessments
  • references
  • information you might share with us as part of a survey or interview about the courses and/or the work of the Gestalt Centre

Staff

  • name and address
  • date of birth
  • contact details and emergency contact details
  • equal opportunities monitoring data such as gender, nationality, sexual orientation, religious belief and ethnicity
  • academic background and qualifications
  • disabilities or medical information you have disclosed to us and any criminal conviction declaration
  • bank details for payments
  • references
  • information in relation to permission to work in the UK and upload of passport/visa copy if necessary or relevant qualifications and employment history
  • information necessary for salary or fee payments or HR purposes
  • information for performance management and provision of support
  • information necessary for professional development / training and membership of relevant professional bodies
  • information you might share with us as part of a survey or interview about the courses and/or the work of the Gestalt Centre
  • information required to be shared with HESA or for DBS purposes (if applicable)

Venue and Therapy Clients

  • name and address
  • date of birth
  • contact details and emergency contact details
  • equal opportunities monitoring data such as gender, nationality, sexual orientation, religious belief and ethnicity
  • disability or medical information you have disclosed to us and any criminal conviction declaration
  • bank details for payments
  • information necessary to process your application, booking and payments
  • information necessary to delivery therapy and support
  • information necessary for support, management and performance management of trainees and therapists
  • information you might share with us as part of a survey or interview about the courses and/or the work of the Gestalt Centre

How we might share your information with others (our partners)

The Gestalt Centre is sometimes required to share personal data with other organisations in order to meet requirements set by UKCP, BACP, and the Metropolitan University and to provide services to Gestalt Centre students and clients. It will be with your consent, or where disclosure without your consent, is required or permitted by law. Your information, should it be required to be shared, will be communicated in a secure manner and always in accordance with data protection legislation Also we would limit the information we share to the minimum necessary required.

Below is a non-exhaustive list of the organisations and common circumstances in which we disclose student data.

  • London Metropolitan University in order to process enrolment onto and graduation from relevant programmes.
  • Professional and funding bodies and organisations to validate registration or funding applications.
  • Statutory bodies and other individuals or organisations such external moderators, employers who might request a reference or Independent professionals for legal, financial or HR advice to support staff or students and the effective running of the Gestalt Centre.

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 by contacting us at mail@gestaltcentre.org.uk or 020 7383 5610.

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 organisation via alumni or your membership with the Gestalt Centre.

Your rights

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 Gestalt Centre 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 Gestalt Centre 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 Gestalt Centre office using the contact details outlined in the introduction of this privacy statement. 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.

GET IN TOUCH

Questions on courses, timings or fees? Ready to book your place? Want to know more about room hire or finding a counsellor? We have the answers you’re looking for.

Add your name plus a contact email address or telephone number to the contact form and we'll get back to you as soon as we can. Alternatively, you can call us (8.30am to 5.30pm, Monday to Friday) on the number below.

CALL US ON 020 7383 5610