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Privacy Policy

This Privacy Policy (Policy) explains, in plain English, how and why Crossroads Psychology ltd. (Crossroads Psychology, we, us, our) recognises the importance of protecting the privacy and the rights of individuals in relation to their personal information. This Policy sets out our commitment to protecting the privacy of your personal information and how it is collected whether through this website (Site), directly from you or otherwise.

Crossroads Psychology processes your personal data under UK legislation.

Introduction

Your rights relating to use of your personal data changed in May 2018, with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, coming into force. Under this legislation all use of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. If you have a query about this Policy, please contact us at [email protected].

We use personal information on a day to day basis in order to operate, but we only collect personal information where there is a clear reason for us to do so. 

The types of personal information we may collect 

What we collect about you and how we do this depends of which The Crossroads Psychology services you use, and how much personal data about you we need to provide these services. 

We may collect, store and use the following kinds of personal information if and when you choose to provide it to us, and if you give us permission, where appropriate, to retain the information: 

  • Your name; 

  • Your contact details (including postal address, telephone number, e-mail address and/or social media identity);

  • Your date of birth; 

  • Your gender; 

  • Profession or occupation; 

  • Information about events, activities and products which we consider to be of interest to you; 

  • Any other personal information you provide to us. 

Your personal information will not be shared, sold, rented or disclosed other than as described in this Policy without your consent.

We collect personal information in the following ways:

In accordance with common website practise, we will receive information about the type of device you’re using to access our website. The settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why if a crash has happened. Your device manufacturer or operating system provider will have more details about what information your device makes available to us. This is information about the device only and will not give us any personal information about you or any other sites you may visit. 

Information you provide to us directly

When you give us your information in order to:

  • Sign up for one of our events; 

  • Provide our service to you; 

  • Conduct internal record keeping; 

  • Identify and understand user needs;

  • Send communications requested by you;

  • Answer enquiries and provide information or advice about existing and new services;

  • Conduct market research, business development and marketing activities (including direct marketing);

  • Send you promotional information about selected third parties that we think you may find interesting; and

  • Comply with any law, rule, regulation, lawful and binding determination, decision or direction of a regulator, or in co-operation with any governmental authority. 

  • When you use our website, we collect your personal information using “cookies” and other tracking methods. There are more details on the cookies and tracking methods we use in our Cookie Policy. 

Information you provide to us indirectly 

  • Your information may be shared with us by third parties, for example by Social Media platforms 

  • We also may receive data about you from subcontractors acting on our behalf who provide us with technical, payment or delivery services, and from business partners, advertising networks and search/analytics providers used on our website. You should check any privacy policy provided to you where you give your personal information to a third party. 

Social Media 

Depending on your settings or the privacy policies for social media and messaging services like Facebook, Instagram, WhatsApp, LinkedIn, or Twitter, you might give us permission to access information from those services, for example if you publicly tag us in an event photo or join our groups.

How we use personal information

We will use your personal information to: 

  • Provide you with the services, products or information you asked for;

  • When you fill in any of our online forms, including when downloading free publications and services or making online bookings;

  • Through your access and use of our website, including when you register as a member of or any other programs offered; 

  • During conversations between you and our representatives;  

  • When you ask to be placed on one of our subscription/mailing lists;

  • When you become a client or customer of ours or otherwise use our products or services; 

  • When you visit any links shared via our social media posts, emails or other landing pages; 

  • When you voluntarily provide us with feedback and customer information collected in the process of conducting customer surveys for market research purposes (Surveys);

  • Respond to or fulfil any requests, complaints or queries you make to us;

  • Understand how we can improve our services, products or information by conducting analysis and market research; 

  • Contact you if you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our websites; 

  • Display content to you in a way appropriate to the device you are using;

  • Generate reports on our work, services and events; 

  • Monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you; 

  • Process your application for a job or volunteering position; 

  • Conduct training and quality control for internal purposes only; 

  • Audit and administer our accounts; 

  • Establish, defend or enforce legal claims against The Crossroads Psychology;

  • The Crossroads Psychology may also disclose such of your confidential information as is required to be disclosed by law, any governmental or regulatory authority. 

What happens if we can’t collect your personal information?

If you do not provide us with the personal information described above, some or all of the following may happen: 

  • We may not be able to provide our products or services to you, either to the same standard or at all; 

  • We may not be able to provide you with information about services that you may want, including information about special promotions; or 

  • We may be unable to tailor the content of our website to your preferences and your experience of our website may not be as enjoyable or useful.

How you can manage your contact preferences 

  • Our forms have clear marketing preference questions and we include information on how to opt out when we send you marketing material.

  • If you decide you do not want to be contacted for marketing purposes, we may still need to contact you for administrative purposes. Deletion of data can take up to several days. 

  • You can change your subscription/preferences at any time by clicking unsubscribe  

Site user tracking experience 

We may use tracking software to review and improve your experience of our Site, Surveys and landing pages. In particular, we may use Facebook Pixel, Squarespace Analytics and Google Analytics Advertising products: Remarketing with Google Analytics and Google Analytics Demographics and Interest Reporting. Google Analytics collects data about our Site traffic via Google Advertising cookies and anonymous identifiers. Data collected via these Google products is not linked with any personally identifiable information you submit while on our Site. If you wish to opt out of the Google Analytics data collection, you may do so on Google's Site at https://tools.google.com/dlpage/gaoptout. However, the tracking software we use may change depending on the technology available at the time.  

Cookies 

When you access our Site, we may send a “cookie” (which is a small summary file containing a unique ID number) to your computer. This enables us to recognise your computer and greet you each time you visit our website without bothering you with a request to register. It also enables us to keep track of services you view so that, if you consent, we can send you news about those services. We also use cookies to measure traffic patterns, to determine which areas of our website have been visited and to measure transaction patterns in the aggregate. We use this to research our users’ habits so that we can improve our online services. Our cookies do not collect personal information. If you do not wish to receive cookies, you can set your browser so that your computer does not accept them. We may log IP addresses (that is, the electronic addresses of computers connected to the Internet) to analyse trends, administer the website, track users’ movements, and gather broad demographic information.

The website may contain content and sharing tools embedded from various social networks, such as Facebook. These suppliers may use and place cookies on your device. We do not have access to, and cannot control, these cookies or the personal data and information that they may collect. You therefore need to check the websites of these suppliers to get further information on how they manage cookies and what information their cookies collect. 

Security

As our website is linked to the Internet, and the Internet is inherently insecure, whilst there is standard encryption in place for data security, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the Internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk, as with any website you have any interaction with. 

Links

We provide links to websites outside of our website, as well as to third party websites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of

any companies, businesses, affiliates, advertisers and sponsors, linked to our website. Before disclosing your personal information on any other website or to any third party, we advise you to examine the terms and conditions of using that websites and its privacy policy. Third party websites are responsible for informing you about their own privacy practices. 

Legitimate interests 

We consider our legitimate interests to include all of the day-to-day activities The Crossroads Psychology carries out with personal information. Some examples where we are relying on legitimate interests are: 

  • We have a basis to use your personal information if we enter into a contract with you such as if you are an Information Provider who wishes their service to be visible to users of the site, if you sign up for an event, service or product with us or apply to work or volunteer with us. 

  • Analysis of our supporters using personal information we already hold;

  • Use of personal information when we are monitoring use of our website for technical purposes; 

  • Use of personal information to administer, review and keep an internal record of the people we work with. 

How we keep your information safe 

We ensure that there are appropriate technical and organisational controls (including physical, electronic and managerial measures) in place to protect your personal details. For example, our online forms are currently hosted on Kajabi and are always secured. As no method of electronic transfer is absolutely secure we cannot guarantee 100% security although we follow and maintain high standards to ensure protection of information both submitted to and stored by us. 

How long do we keep your information for? 

The Crossroads Psychology works to specific criteria to determine how long we will retain your information for, which are determined by legal and operational considerations. For example, we are required to keep some personal information for tax or health and safety purposes, as well as keep a record of user interactions with us for due diligence. Under UK legislation, you may request information about what data The Crossroads Psychology holds about you and also request that we remove all data that we hold about you. We have one month to comply with your request for erasure or to advise if any data must be retained for legal reasons. Deletion of data can take up to several days. Backed-up information may exist after deletion. 

Sharing your information with other organisations

We will never sell or rent your information to third parties for marketing or advertising purposes. We will only disclose your information to third parties who are our strategic partners delivering key components of The Crossroads Psychology. Such as; payment processing, search facilities, data storage and analytics or purchased services

Some of our partners run their operations outside the European Economic Area (EEA) - this may include a country which may not be subject to the same data protection laws as companies based in the UK. In these circumstances, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law, and appropriate safeguards are in place.

Account Security 

You are responsible for safeguarding the password that you use to access your account and you agree not to disclose your password to any third party. You are responsible for any activity using your account, whether or not you authorised that activity. You should immediately notify us of any unauthorised use of your account. 

Direct marketing materials

We may send you direct marketing communications and information about our services that we consider may be of interest to you. These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so. In addition, at any time you may opt-out of receiving marketing communications from us by using opt-out facilities provided in the marketing communications and we will then ensure that your name is removed from our subscription/mailing list. 

We do not provide your personal information to other organisations for the purposes of direct marketing.

Your Rights

Under UK data protection law, you have rights over personal information that we hold about you. We’ve summarised these below:

Right to access your personal information

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you, and we will provide you with this unless legal exceptions apply. 

Right to have your inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and we will investigate and, where applicable, correct any inaccuracies.

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you with written permission to forward to another service. We would process this within the obligated timeframe and there may be a charge applicable.

Your Rights under Data Protection Law

Making a Freedom of Information (FOI) or Subject Access Request

If you wish to make an FOI or Subject Access Request, your contact details and case history will be collected to process your request and will be kept for two years.

If you wish to make a complaint to the Information Commissioner's Office (ICO) regarding a decision on a FOI or Subject Access Request, The Crossroads Psychology is legally obliged to share your case records, which includes personal data, with the ICO in order to progress your complaint. You may withdraw your complaint at any time.

Making a complaint

  • If you are unhappy with any aspect of how we are using your personal information we’d like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve.

  • If you need any advice or wish to inform us of any changes or have any questions regarding this Policy please contact us by email at [email protected]

  • You have the right to complain to the national authority on the use of information, which in the UK is the Information Commissioner's Office. You may also seek detailed guidance on the rights to data as published by the ICO. UK’s Information Commissioner’s Office (ICO). 

Changes to this privacy statement 

If this privacy statement changes in any way, we will place an updated version on The Crossroads Psychology website. If you do not agree with the changes, we make please do not continue to use the website. Regularly reviewing this webpage ensures you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties. 

Last update on October 15, 2023

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