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Home>Why join the aep?>AEP Privacy Policy and Cookie Policy
AEP Privacy Policy and Cookie Policy

AEP Privacy Policy and Cookie Policy


The AEP is a membership organisation providing services to its members as a professional association and trade union. We are committed to protecting your privacy in accordance with the law. This Privacy Policy explains what information we collect and how we will use it.

The AEP website takes every precaution to protect our members' 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.  

The AEP website contains links to other websites and the AEP is not responsible for the content or the privacy policies of such other sites.  Operators of other websites may collect information from you which may be used in a manner which is inconsistent with this privacy policy.

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 members and registered users of its website (Please also refer to the AEP Cookies Policy).  

The AEP collects and maintains personal information such as names, addresses, phone numbers and email addresses together with any other information contained in or relating to any communications that you send to us or send through our website in line with its legitimate interests and so that it can carry out its functions as a trade union and professional association, provide membership and related services and comply with certain statutory obligations.  

The AEP treats all personal information with the utmost confidentiality and with appropriate levels of security. By joining the AEP and/or registering for related services you agree to our processing your personal information, including sensitive personal information, such as trade union membership, for the purposes outlined below.  

Use of Personal data

The personal data will be used for a range of union and professional association activities relating to the running of the AEP and the services it delivers. These include the maintenance of membership and other records, to comply with statutory duties as a trade union, for other trade union or professional association purposes or objects, including those set out in the Members’ Handbook, monitoring for equal opportunity purposes, provision of support and advice and representation in relation personal case work including employment disputes and  professional misconduct allegations, provision of legal advice, support and representation, promoting what we do and relevant campaigns, supporting and managing our employees, the supply of the AEP’s Journal, conducting ballots and elections, to administer branch and other meetings, injury claims, clearing house duties for English universities, registration for and attendance on AEP courses, other services/benefits and to tell you about events and offers.  

Where members have indicated that they do not wish to receive communications by email, SMS and phone the AEP will revert to physical post as a means of discharging our statutory duties as above.

If you wish to opt out of receiving emails about 3rd party services including recruitment adverts, events and general advertisements please email the Data Protection Officer at dpo@aep.org.uk

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 membership/time as a registered user and for such reasonable period (and to the extent necessary) after membership / registration has expired as may be needed to enable the member/registered user to access any post-membership / registration benefits. We will also retain documents (including electronic documents) 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, workplace representatives and others including agents, case workers, solicitors and barristers who may be advising or supporting your case, contractors and other service providers who are associated with or instructed by the AEP.  

Where AEP uses the services of these organisations, they are contractually obliged to process your data on behalf of the union 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 union’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.  

Updating your details for statutory voting purposes (AEP Members Only) 

You are responsible for managing your personal information and keeping it up to date on the website. Periodically we will ask AEP members to check their details for any changes and to confirm that their details are up to date. 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 as a professional association and trade union. The AEP treats your home address as your ballot address for all legal purposes. You can, however, nominate another address such as your workplace. The law requires that this be done in writing. So if you want to nominate your workplace, or another address, please do so, in writing, to the AEP Membership Records department, enquiries@aep.org.uk.

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, 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 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,


DH1 5TA 

The AEP's Cookie Policy can be viewed here

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