Your Privacy

 

The British Autogenic Society is a charity (Charity Commission number 1092448) and a company registered in England and Wales (company number 04315313), whose registered address is at International House 24 Holborn Viaduct, High Holborn, London, England, EC1A 2BN. In this privacy notice we will refer to ourselves as ‘we’, ‘us’ or ‘our’.

You can get hold of us by e-mailing us at contactus@britishautogenicsociety.uk

We take the privacy, including the security, of personal information we hold about you seriously. This privacy notice is designed to inform you about how we collect personal information about you and how we use that personal information. You should read this privacy notice carefully so that you know and can understand why and how we use the personal information we collect and hold about you.

We do not have a Data Protection Officer, but if you have any questions about this privacy notice or issues arising from it then you should contact Oscar Tang, who is responsible for matters relating to data protection at our organisation, including any matters in this privacy notice. You can contact them using the details set out above.

We may update this privacy notice from time to time. This version was last updated on 18 June 2022.

Key Definitions

The key terms that we use throughout this privacy notice are defined below, for ease:

Data Controller: 

Under UK data protection law, this is the organisation or person responsible for deciding how personal information is collected and stored and how it is used.

Data Processor: 

A Data Controller may appoint another organisation or person to carry out certain tasks in relation to the personal information on behalf of, and on the written instructions of, the Data Controller. (This might be the hosting of a site containing personal data, for example, or providing an email marketing service that facilitates mass distribution of marketing material to a Data Controller’s customer-base.)

Personal Information: 

In this privacy notice we refer to your personal data as ‘personal information’. ‘Personal information’ means any information from which a living individual can be identified. It does not apply to information which has been anonymised.

General Privacy Notice

Special Information – certain very sensitive personal information requires extra protection under data protection law. Sensitive data includes information relating to health, racial and ethnic origin, political opinions, religious and similar beliefs, trade union membership, sex life and sexual orientation and also includes genetic information and biometric information.

2. Details of personal information which we collect and hold about you

Set out below are the general categories and in each case the types of personal information which we collect, use and hold about you:

General CategoryTypes of Personal Data in that categoryRetention Periods
Identity Information

This is information relating to your identity such as your name
(including any previous names and any titles which you use), gender, and date of birth.

As long as necessary for
Society membership, or
according to the requirements of any appropriate supervisory body such as the British Psychological Society.
Contact InformationThis is information relating to your contact details such as e-mail address, addresses, telephone numbers.As long as necessary for
Society membership, or
according to the requirements of any appropriate supervisory body such as the British Psychological Society.
 Payment InformationThis is information relating to the methods by which you provide payment to us such as [bank account details, credit or debit card details] and details of any payments (including amounts and dates) which are made between us.As long as is required for a specific transaction.

 

Details of special information which we collect and hold about you

3.1 Special information is explained in section 1 above. We do not collect or hold any special information about members. We will hold special information about you in circumstances where you provide such information to us for queries relating to autogenic therapy or training or to the Society.

3.2 Where we do hold special information about you then our retention periods
are as follows:

Types of Special InformationRetention Periods
Health Information

Only as long as necessary to respond to your query.

3.3 We do not collect information from you relating to criminal convictions or offences.

Details of how and why we use personal information


4.1 We are only able to use your personal information for certain legal reasons set out in data protection law. There are legal reasons under data protection law other than those listed below, but in most cases, we will use your
personal information for the following legal reasons:
(a) Contract Reason: this is in order to perform our obligations to you under a contract we have entered into with you;
(b) Legitimate Interests Reason: this is where the use of your personal information is necessary for our (or a third party’s) legitimate interests, so long as that legitimate interest does not override your fundamental rights, freedoms or interests. In our case, this would normally be to further the charitable purposes of the Society;
(c) Legal Obligation Reason: this is where we have to use your
personal information in order to perform a legal obligation by which we are bound; and
(d) Consent Reason: this is where you have given us your consent to use your personal information for a specific reason or specific reasons.

4.2 As explained in section 3 above, there are more sensitive types of personal data which require higher levels of protection. Where we process such sensitive types of personal data, we will usually do this in the following circumstances:
(a) We have your explicit consent;
(b) Where you have made the personal data public.

4.3 So that we are able to provide you with services, we will need your personal information. If you do not provide us with the required personal information, we may be prevented from supplying the services to you.

4.4 It is important that you keep your personal information up to date. If any of your personal information changes, please contact us as soon as possible to let us know. If you do not do this then we may be prevented from supplying the services to you.

4.5 Where we rely on consent for a specific purpose as the legal reason for
processing your personal information, you have the right under data protection law to withdraw your consent at any time. If you do wish to withdraw your consent, please contact us using the details set out at the beginning of this notice. If we receive a request from you withdrawing your consent to a specific purpose, we will stop processing your personal information for that purpose, unless we have another legal reason for processing your personal information, in which case, we will confirm that
reason to you.

4.6 We have explained below the different purposes for which we use your personal information and, in each case, the legal reason(s) allowing us to use your personal information. Please also note the following:
(a) if we use the Legitimate Interests Reason as the legal reason for which we can use your personal information, we have also explained what that legitimate interest is; and
(b) for some of the purposes we may have listed more than one legal reason on which we can use your personal information, because the legal reason may be different in different circumstances. If you need confirmation of
the specific legal reason that we are relying on to use your personal data for that purpose, please contact us using the contact details set out at the start of this privacy notice.

PurposeLegal Reason(s) for using the personal information
To enrol you as a memberContract Reason
To process your query

Contract Reason.
Consent reason.

To manage any arrangements made with you and to notify you of any changesContract Reason.
Legal Obligation Reason.
To comply with audit and accounting
matters
Legal Obligation Reason.
For record keepingLegal Obligation Reason.
To recommend and send
communications to you about services
and/or digital content that you may be
interested in.
Legitimate Interests Reason (to further our
charitable purposes).
Consent Reason.
To ensure the smooth running and
correct operation of our website.
Legitimate Interests Reason (to ensure our website runs correctly)

Under data protection laws we can only use your personal information for the purposes we have told you about, unless we consider that the new purpose is compatible with the purpose(s) which we told you about. If we want to use your personal information for a different purpose which we do not think is
compatible with the purpose(s) which we told you about then we will contact you to explain this and what legal reason is in place to allow us to do this.

5. Details of how we collect personal information and special information
5.1 We usually collect personal data directly from you when you fill out a form, survey or questionnaire purchase services and/or digital content from us, contact us by e-mail, telephone, in writing or otherwise.
5.2 We do not also receive Website, Device and Technical Information automatically from technologies such as cookies which are installed on our website.
6. Details about who personal Information may be shared with

We may need to share your personal information with other organisations or people. These organisations include third parties, who may include:
(a) Government bodies and regulatory bodies: such as HMRC, fraud prevention agencies, which are based in the UK;
(b) Our advisors: such as lawyers, accountants, auditors, insurance companies, who are based in the UK;
(c) Our bank, which is based in the UK; and
(d) Third parties with whom we work with on autogenic therapy and training projects and courses, in particular the British Psychological Society, which is based in the UK.

6.2 Depending on the circumstances, the organisations or people who we share your personal information with will be acting as either Data Processors or Data Controllers. Where we share your personal information with a Data Processor we will ensure that we have in place contracts, which set out the responsibilities and obligations of us and them, including in respect of security
of personal information.
6.3 We do not sell or trade any of the personal information which you have provided to us.

7. Details about transfers to countries outside of the EEA

7.1 We do not transfer your personal information outside of the EEA.

8. Details about how long we will hold your personal information

8.1 We will only hold your personal data for as long as is necessary. How long is necessary will depend upon the purposes for which we collected the personal information (see section 4 above) and whether we are under any legal obligation to keep the personal information (such as in relation to accounting or auditing records or for tax reasons). We may also need to keep personal information in case of any legal claims.

8.2 We have set out above the details of our retention periods for different types of data.

YOUR RIGHTS UNDER DATA PROTECTION LAW

9.1 Under data protection laws you have certain rights in relation to your personal information, as follows:
(a) Right to request access: (this is often called ‘subject access’). This is the right to obtain from us a copy of the personal information which we hold about you. We must also provide you with certain other information in response to these requests to help you understand how your personal information is being used.
(b) Right to correction: this is the right to request that any incorrect personal data is corrected and that any incomplete personal data is completed.
(c) Right to erasure: (this is often called the “right to be forgotten”). This right only applies in certain circumstances. Where it does apply, you have the right to request us to erase all of your personal information.
(d) Right to restrict processing: this right only applies in certain
circumstances. Where it does apply, you have the right to request us to restrict the processing of your personal information.
(e) Right to data portability: this right allows you to request us to
transfer your personal information to someone else.
(f) Right to object: you have the right to object to us processing your personal information for direct marketing purposes. You also have the right to object to us processing personal information where our legal reason for doing so is the Legitimate Interests Reason (see section 4 above) and there is something about your particular situation which means that you want to object to us processing your personal information. In certain circumstances you have the right to object to processing where such processing consists of profiling (including profiling for direct marketing).

9.2 In addition to the rights set out in section 10.1 , where we rely on consent as the legal reason for using your personal information, you have the right to withdraw your consent. Further details about this are set out in section 4.5 .

9.3 If you want to exercise any of the above rights in relation to your personal information, please contact us using the details set out at the beginning of this notice. If you do make a request then please note:
(a) we may need certain information from you so that we can verify your identity;
(b) we do not charge a fee for exercising your rights unless your request is unfounded or excessive; and
(c) if your request is unfounded or excessive then we may refuse to deal with your request.

Marketing
10.1 We do not pass your personal information on to any third parties for marketing purposes.

Complaints
If you are unhappy about the way that we have handled or used your personal information, you have the right to complain to the UK supervisory authority for data protection, which is the Information Commissioner’s Office (ICO). Please do contact us in the first instance if you wish to raise any queries or make a complaint in respect of our handling or use of your personal information, so that we have the opportunity to discuss this with you and to take steps to resolve the position. You can contact us using the details set out at the beginning of this privacy notice.

Third Party Websites
Our website may contain links to third party websites. If you click and follow those links then these will take you to the third party website. Those third party websites may collect personal information from you and you will need to check their privacy notices to understand how your personal information is collected and used by them.