This privacy policy is to advise you as an EPFT applicant how and why we process personal data in relation to any enquiries made by you as an individual or when you submit your application for a funded doctorate place through the AEP EPFT application system.
The AEP is committed to protecting your privacy in accordance with the law and this privacy policy explains what information we collect and how we will use it.
The EPFT website takes every precaution to protect its’ applicants’ information: when personal and sensitive information is submitted via the website it is protected. Such information between the website and our membership & management information system, is encrypted and is protected.
Data Controller
Any personal data you provide to us is controlled by the AEP. We are registered as a data controller with the Information Commissioner's Office under reference Z5146621.
Data Protection Enquiries
Any queries regarding the AEP’s data protection and privacy policies should be directed to the Data Protection Officer at The Association of Educational Psychologists, Unit 4, The Riverside Centre, Frankland Lane, Durham, DH1 5TA or by email to DPO@aep.org.uk
Collection of personal data
To ensure the AEP provides accurate support and services the AEP will hold personal data about its registered users of the EPFT website.
Use of Personal data
The personal data you provide will be used to provide access to the EPFT website system, submit your application to your chosen universities and to notify you of services available to you through the AEP including access to AEP membership, access to its membership website and appropriate marketing.
We will only keep your information (updated as appropriate) for as long as you have a relationship with us and where there is a legitimate reason to do so. We will keep your information throughout the period of application/time. You will remain as a registered user and for such reasonable period (and to the extent necessary) after registration has expired as may be needed to enable the registered user to access any post-applicant / registration benefits. We will also retain documents (including electronic references) containing personal data where there is a legitimate reason to do so.
Sharing of Information
We may disclose some of your personal data in so far as is reasonable and necessary for the purposes set out in this privacy policy to our employees, officers and officials, university contacts, employer contacts who may be advising or supporting your application and other service providers who are associated with or instructed by the AEP.
Where AEP uses the services of these individuals or organisations, they are contractually obliged to process your data on behalf of the AEP as data processor and in a secure and confidential manner.
The AEP will not disclose any of your personally identifiable information to any third party unless they are processing data on the AEP’s behalf, we have your permission, or under special circumstances, such as when we believe in good faith that the law requires it.
All our website financial transactions are handled through our payment services provider, Sage Pay. You can review the provider's privacy policy at http://www.sagepay.co.uk/policies/privacy-policy. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
Notification of Changes
Please note that this notice may be amended from time to time – we will bring any significant changes to your attention through the website.
You are responsible for managing your personal information and keeping it up to date on the EPFT website. This enables us to maintain accurate records and so provide effective, relevant services and support and to comply with our legal and data protection obligations
Your Rights
You can update incomplete or incorrect personal information. You have the right to object to, or restrict, the processing of your personal information as well as request access to the information we hold on you. Requests should be made in writing to the union's Data Protection Officer, DPO@aep.org.uk
If your personal information changes or you find that any of the information that we hold about you is incorrect, please advise us of the required changes as soon as possible:
by logging into our website and changing it yourself,
by e-mail to enquiries@aep.org.uk or
by post to:
The Association of Educational Psychologists,
Unit 4, The Riverside Centre,
Frankland Lane,
Durham
DH1 5TA