OCTIA (Online Counselling & Therapy in Action) Privacy Notice
Our contact details
E-mail: [email protected]
The main point of contact for Data Protection matters is the Chair of OCTIA, who can be contacted via : [email protected]
What type of information we have
We currently collect and process the following information:
Personal identifiers, contacts and characteristics (for example, name and contact details)
Communication information from emails, texts, Paypal details of delegates
Information about event attendees and speakers
Contracts and recording consents in connection with participation in conferences
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
To provide information about current and future conferences
To market events and gather feedback about our activities
To enable financial transactions between OCTIA, its customers and any third parties it may enter into a contract with
Third parties may also hold information gathered through interactions with OCTIA:
Information derived through videoconferencing software used by OCTIA for events
Information derived through interaction with social media applications including Facebook, Twitter, Instagram and LinkedIn
Information about financial transactions through PayPal (held on the OCTIA Protonmail account and in Paypal) Details of financial transactions are deleted from the Protonmail account one month after the annual conference has taken place
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting: [email protected]
What we do with the information we have
We use the information that you have given us in order to
Provide you with information about events you have purchased
Keep you informed about future events
Ask you for feedback about events
Maintain financial records
How we store your information
Your information is stored digitally in the following way:
OCTIA email account
Spreadsheet for collating delegate information and payments
On email systems
Email conversations within the OCTIA committee
Digital information may be held temporarily on committee members’ personal machines for editing purposes
We hold the above information for marketing purposes only.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at: [email protected] if you wish to make a request.
How to complain
If you are unhappy with how we have used your data, you can complain to OCTIA at:[email protected]
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113