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Trainee Members

This privacy notice is provided to inform about how and why your personal data is used so that we can be as transparent as possible, and to ensure that you are aware of your rights under data protection legislation. It is not a contractual document and is not here to be agreed.

The Company

We are the Association of Child Psychotherapists, and we can be contacted on 020 7922 7751 or email Our address is CAN Borough, 7-14 Great Dover Street, London, SE1 4YR.

Why do we collect your personal data?

We collect and use your personal data to process your application as a trainee member of the Association of Child Psychotherapists (ACP). Before you can become a member of the ACP, we need to be satisfied that you fulfil the criteria for membership.

When we process your personal data, we must establish our legal basis for doing so and that legal basis can be different depending on circumstances in which we process it. You will see references to the basis of processing e.g.,"(Article. 6.1.f)" and this is a reference to the article of the UK General Data Protection Regulation (UK GDPR) under which we undertake the processing in question.

What personal information do we collect?

So that we can assess your suitability for membership, we collect and record your name and address; the training school you attend, your academic and professional qualifications and relevant work experience. Our legal basis for processing this personal data is Article 6.1.f – legitimate Interest, as we have a legitimate interest in growing our association and maintaining standards of membership.

To register you as a trainee member, we additionally collect and record your birth date, contact phone numbers, email address, languages spoken, job title, work address, name of organisation, the sector you are working in, signature and membership number. Our lawful basis for this processing is Article 6.1.b – performance of a contract.

If you fail to provide the information we require to assess and accept you as a fit and proper member, we will be unable to progress your application.

How do we collect your personal data?

We collect your personal data through our specific application forms and through our website online application. All information is taken directly from your application.

Who has access to your data?

Employees of the ACP will have access to your information for the purposes set out above. As part of our professional standards activities, we may share personal data with carefully selected professionals who form our Professional Standards Committee, the Ethics Practice Group, Employment Standards Group and Independent Practice Group. Additionally, we may share your information with others in certain situations such as:

  • Professional advisors and agents.

  • It is possible, that we might be obliged to disclose personal information in response to a court order or other lawful obligation.

We use the services of other organisations in the processing your data. We use:

  • Civi CRM software

  • Krystal to host our CRM and Website

  • Microsoft for our email and document storage

  • IT support company

  • Survey Monkey

  • Accountants

Those organisations that process personal data on our behalf are subject to a data processing contract as required by Article 28 of the UK GPDR. This ensures that your data is handled in accordance with the UK GPDR.

We may make information available to regulatory authorities, such as the Professional Standards Authority.

How long do we keep your personal data?

We will retain your personal data for the time you are a member of the ACP (regardless of membership status) and for 5 years after your membership expires.

Transferring your data outside of the UK

Personal data is transferred outside of the UK by our cloud based platforms. This transfer is to the United States of America and is covered using Standard Contractual Clauses per Article 45 of the UK GDPR. A copy of the data processing agreement can be found here

Your rights

The UK GDPR provides you with several rights in relation to the data of your we process. The rights relevant to our activities are:

  • You have the right to get access to and copies of your personal data.

  • You can in certain circumstances, restrict our processing of your data and request us to erase it (although we may have to retain some for legal reasons).

  • You can ask us to rectify any inaccurate information we may be holding. 

If you want to exercise any of these rights, please contact us.

You also have the right to lodge a complaint about our processing with a supervisory authority — the UK's Information Commissioner's Office.

Information Commissioner's Office 

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF 

Telephone: 0303 123 1113