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AEP/EPFT Privacy Policy

PRIVACY POLICY - Educational Psychology Funded Training (EPFT) AEP Online Application System

This privacy policy is to advise you, as an EPFT applicant, how and why we process personal data in relation to any enquiries you make in connection with, or when you apply for, a funded doctorate training 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.

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 enable the AEP to provide accurate support and services we will collect and hold personal data about registered users of the EPFT website. 

The AEP takes every precaution to protect applicants’ information when they submit personal and sensitive information via the AEP and EPFT websites, by the use of secure internet protocols and password-protected access to their records.  

Use of Personal data

The personal data you provide will be used to enable you to access the EPFT online application system securely, to submit your application to your chosen training courses, and to enable us to notify you of services available to you through the AEP, including access to AEP membership, access to the membership website and for 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 application period, while you remain a registered user of the EPFT system, and for such reasonable period (and to the extent necessary) after registration has expired, as may be needed to enable you to access any post-application / 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  we use the services of these individuals or organisations, they are contractually obliged to process your data on behalf of the AEP as data processors and in a secure and confidential manner. 

 We 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 this 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 to the Privacy Policy

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 that we hold about you.  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 about you.  Requests should be made in writing to the union's Data Protection Officer, Clare Corless at clare@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 one of the following methods:

  • logging into our website and changing it yourself
  • sending an e-mail to enquiries@aep.org.uk or
  • sending a letter by post to:  
The Association of Educational Psychologists,    
Unit 4,   
The Riverside Centre,
Frankland Lane,
Durham
DH1 5TA 

The AEP's Cookie Policy can be viewed here