The Wyvern Institute’s Privacy Policy

​​This privacy policy provides important information about the ways in which The Wyvern Institute, acts as a Data Controller by collecting, storing and processing your data.
 

This policy is divided into the following sections:
 

• Who do we collect data from?

• Where do we collect data from?

• Why do we collect your data?

• What data do we collect?

• How do we store your data?

• How long do we store your data for?

• Controlling your information – what are your rights?

• The Wyvern Institute’s Website – usage and privacy information specific to our website

• Changes to this privacy policy 

Who do we collect data from?

The Wyvern Institute collects data from the following key sources:
 

• General Enquiries

• Course Applicants

• Mailing List Subscribers

• Trainers and Programme Staff

• Website Users

• The Wyvern Institute collects data from your emails, telephone enquiries, your short-course or training applications, your use of our website and your subscription to our newsletter.

Why do we collect your data?

​For those making General Enquiries, Course Applications or Mailing List Subscribers, we collect your data so that we can effectively provide you with our services as a training provider.  For trainers and programme staff we collect data for the purposes of contracting with you for your role with The Wyvern Institute, evidencing your suitability.  For those using our website, please be aware that we use cookies – see section 8 for more information.

What data do we collect? 

General Enquiries

When you enquire about a Wyvern Institute course, we use your data for the purposes of replying to your enquiry and providing you with information relevant to your enquiry.  We do not store your personal details after responding to your enquiry, unless you have consented to be contacted with follow-up information related to your enquiry.

Short courses and CPD courses

When you register on one of our short courses/CPD courses, we will use your data to:
 

• provide you with information to facilitate your attendance (such as course dates, times)

• to issue attendance certificates

• request course feedback

Core Training Course Applicants

If you register on our core training programme (Foundation Year and/or any Advanced Training Year), the personal information we will store about you is as follows:
 

• Name, address, phone number(s), email address

• Application (including Application form, CV, Personal Reflection form and copies of qualifications)

• References for your nominated referees

• Attendance records

• UKATA membership number

• Assessment records, including a note of grades

• Confirmation of your personal therapy

• Your supervision hours and reports

• Endorsement to Practice

• Your placement details and reports

• Tutorial records

• Training Logs

• Observed Skills Practice records

• Diploma Exam application, results and certificates

• Advanced Training Course Applicants

• If you register on our continuing professional development training courses, the personal information we will store about you is as follows:

• Name, address, phone number(s), email address

• Application (including Application form, CV, and copies of qualifications)

• References for your nominated referees

• Attendance records

• Professional memberships

• Assessment records, including a note of grades

• Your supervision hours and reports

• Tutorial records

• Observed Skills Practice records

• End of Completion Certificates

The Wyvern Institute Mailing List

We use a third-party provider, Mailchimp, to deliver our e-newsletters. To supply newsletters Mailchimp requests personal data such as your name and your email address.  Mailchimp gathers statistics around email opening and clicks. For more information, please see Mailchimp Privacy Policy.

Trainers and Programme Staff

We may collect the following information from our trainers and programme staff:
 

• CV and copies of qualifications for assessing and evidencing suitability

• Insurance documentation

• Bank details for processing payments

How do we store your data, and who has access to it?

Your data is stored on password protected computer files which are accessible only by The Wyvern Institute’s Directors and selected appropriate Wyvern Institute staff.  Any data we hold in paper format is stored in a locked filing cabinet, accessible only by The Wyvern Institute’s Directors and selected Wyvern Institute programme staff.

For data storage in relation to website use, please see section 8.

How do we share your data and information about you with Wyvern Institute associates?

The information that The Wyvern Institute stores about students in relation to each training year (for example, the student’s essays and tutorial records) is held confidentially by The Wyvern Institute’s associates allowing future year trainers to see the development of each student as they progress through the training years and groups.
 

Associates of The Wyvern Institute will share with the Directors of Training any concerns that they have about a student’s welfare, progress or development, in order to gain direction and advice to best support the student involved.  Where possible the student will be informed that the trainer, supervisor or placement organisation representative is consulting with The Wyvern Institute’s Directors, and any concerns will be raised and documented with the student directly.

How long do we store your data for?

CPD/Short Course Applicants

For CPD short courses, we will hold your application information until the course you have applied for has concluded.  We may hold attendance registers relating to your short course indefinitely.

Core Training Course Applicants

If you register on our core training programme (Foundation Year and/or any Advanced Training Year), we will store your student file for 7 years after you have exited training with us.  We may also store some general records for your training year – for example, attendance registers – indefinitely.

Advanced Training Course Applicants

If you register on one of our advanced training programmes other than the core psychotherapy training, we will store your student file for 7 years after you have exited training with us.  We may also store some general records for your training year – for example, attendance registers – indefinitely.

The Wyvern Institute Mailing List

For those on our Mailing List will remain on this list indefinitely or until they opt to ‘unsubscribe’ by selecting that option on the email correspondence.  You can unsubscribe from our mailing list at any time.

Trainers and Programme Staff

We hold data for our trainers and programme staff for a maximum of 7 years after you cease working with us.

Controlling your Personal Information – Your rights

You may choose to restrict our collection or use of your personal information.
 

The Wyvern Institute will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law.

If you have a complaint you can contact the Information Commissioner’s Office (ICO) which is the data privacy supervisory authority in the UK.
 

Under the GDPR (the EU General Data Protection Regulation), you have a number of specific rights with regards to your personal information:
 

• Right of access – if you want to know if we are storing or processing any personal data about you, you can contact us to find out.  If this is the case, you may find out what purpose it is being stored for and request a copy of your data by contacting us. Your data will be supplied as soon as is practical and normally in electronic format.  There is no charge for making a request or for the electronic data file, but depending on the number and frequency of requests The Wyvern Institute reserves the right to charge an admin fee.

• Right to correction – if you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.

• Right to erasure – if you want to remove your personal data from our records, you can request this by contacting us. We will remove the data as far as it is practically within our power, and where we are not legally obliged to retain it.

• Right to object – if you no longer want us to process your data you can request this by contacting us.

• Right to complain – if you are unhappy with how we are managing your personal data, you can lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).
   

The Wyvern Institute will respond to data requests within 7 working days.
 

How to contact us

If you want to request information about our privacy policy you can email us or write to:

The Wyvern Institute of Psychotherapy and Counselling
59 Rounceval Street

Chipping Sodbury
Gloucestershire
BS37 6AS
admin@thewyvern.org.uk