Privacy Policy

The Compassionate Mind Foundation is committed to ensuring your personal information is secure at all times and that you have a clear understanding of how and why we use your personal data. Please note, we do not sell, rent or trade details with other companies and businesses. This Privacy Policy will provide detailed information on when and why we collect your personal information, how we use it, and the limited conditions under which we may disclose it to others.

If you have any queries, please contact us on hello@compassionatemind.co.uk or write to:

The Compassionate Mind Foundation

Markeaton Lodge, c/o University of Derby

Markeaton Street,

Derby, DE22 3AW

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What personal data do we collect?

Your personal data is any information which identifies you, or which can be identified as relating to you personally. We’ll only collect the personal data that we need.

We collect, store or generate some or all of the following personal data from you when you register for an event and services such as membership through our website or via manual invoice. Such information will include but not limited to:

• Name

• Email Address

• Job title

• Organisation

• Address

• Telephone number

• Dietary requirements

• Payment information such as card details.

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How we use your personal data

Personal data provided to us will be used for the purpose or purposes outlined in this privacy notice in a transparent manner at the time of collection, in accordance with any preferences you express.

Your personal data will be collected and processed principally to provide our services to you at your request, including to:

• Register for an event or membership subscription.

• Join discussion list or SIG group.

• Provide details of your projects.

• Provide you updates via our mailing list if you have consented.

• Satisfy our legal, accounting or reporting requirements.

We are entitled to use your personal data in the ways set out in this Privacy Policy either on the basis that you have consented to such use, or on the basis that the use of your personal data is necessary for our legitimate interests in:

• ensuring the quality of the products and services we provide to you;

• communicating with you; and

• statistical analysis.

Your personal data kept for 6 years before it is destroyed. If you want us to erase your personal data before this time, please contact us by emailing hello@compassionatemind.co.uk.

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Cookie Policy

Cookies are very small text files that are stored on your computer when you visit some websites. We use a combination of session cookies and persistent cookies in order to track how you use and experience our website, build anonymous statistical data about how our website is performing, and to power the personalisation of website content to you. We use Webflow to host our website and you can more details about cookies at https://webflow.com/legal/cookie-policy and details of their privacy policy on their website. You may refuse the use of cookies by selecting the appropriate settings on your browser.

We also use Google Analytics, a web analytics service provided by Google Inc., which uses cookies to help a website analyse how users use the site. The information generated by the cookie about your use of this website (including your IP address) will be used by Google for the purpose of evaluating your use of the website on our behalf. When your personal data is processed by Google Analytics, it will be processed under Google’s privacy notice, which can be found here

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Attending our events

If you register to attend one of our events, we will hold the information we need in order to deliver this event. Our legal basis for holding your data will be a combination of contract and legitimate interest. We use Eventbrite for online event registration and this system enables us to efficiently process and store any information in a way that ensures adequate security and only allows people who have the right level of authority to access personal information. It also simplifies our responsibilities for data retention and subject access requests.

Photography and Filming

We may record events and share these for educational use, publicity and marketing materials via various platforms. This will primarily focus on the speaker; however, it may include some shots of the audience. We will always inform you and by attending these events you are deemed to have consented to your inclusion. We will always provide areas where filming will not take place and if the event hosted online you have the option to turn your camera and mic off.  If you don't want to be included in any recording, it is your responsibility to tell us before filming starts.

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Membership

We use Memberstack (and Stripe for payment) to handle membership for us – please see their privacy notice for further information.

You can view and update personal details by logging into the members section of the Foundation ’s website.

We will retain some basic information about your membership for archiving and historical research or for conducting statistical analysis of our membership. Where appropriate this will be anonymised, and any personal data held will be kept to a minimum.

Mailing Lists

We provide regular updates via our mailing list and if you opt in, we use a third-party provider, Mailchimp, to deliver our emails. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice. You can unsubscribe to general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by emailing hello@compassionatemind.co.uk.

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Project register

In our endeavour to coordinate all of the research and work linked to Compassionate Focused Therapy and Compassionate Mind Training around the world, we request that you  register your projects so people can view details on our website. You are under no obligation to do so and can provide as much or as little information as you want.  This information will be stored on Webflow - please refer to their website for full privacy policy.  You can request to remove your details from the register at any time by emailing hello@compassionatemind.co.uk

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Discussion Group

The discussion groups have been created to help individuals who are interested in developing their understanding and connect with others. We use Gagglemail and you can join, leave and change preferences at any time via your membership profile or by emailing Hannah.

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Calling us

We use telephone and video conferencing services provided by third parties. If you call the us, we do not record telephone calls. We also regularly check and delete voicemail messages left.

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Contacting us by email

When you complete and submit any of our contact us forms, we securely store this information so that we can refer back to them to help resolve your enquiry. We will ensure any personal data is kept to a minimum.

You may request the deletion of any email we hold from you at any time. To request deletion of these details, contact hello@compassionatemind.co.uk

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Complaints about the Foundation

Any complaints submitted about the Foundation will be kept for a maximum of 6 years after they are resolved, dependent on the nature of the complaint.

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Sharing your information

Our employees who need the information to perform a specific job (for example, billing or customer service) are granted access to personally identifiable information. The computers in which we store personally identifiable information are kept in a secure environment.

We will only share your personal data when it is necessary to deliver the services detailed and in accordance with the Data Protection Act 2018 and GDPR. To fulfil our legal obligations, we may be required to provide government bodies such as the police with your personal data. We will ensure these organisations keep your information as safe as we do. These can include, but is not limited to, the following categories of organisations: our speakers and trainers, IT support that help maintain and develop our IT Systems, and outsourced services such as third party platforms mentioned above like Eventbrite, web developers and our accountants.

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Your rights

You have a number of rights with regards to your personal data:

• You have the right to be given information about how your data is processed and why

• You have a right to access the personal data we hold about you

• You have the right to ensure the information we hold about you is accurate and complete

• You have the right to have your personal data deleted

• You have the right to ask the Foundation to restrict processing of your personal data

• You have the right to ask us to transfer your personal data

• You have the right to object to the Foundation processing your data

• You have the right to withdraw consent to the Foundation sending you information by email

• You have rights in relation to automated decision making and profiling.

You have the right to view, amend, or delete the personal information that we hold about you. To request access please email hello@compassionatemind.co.uk using the email address we hold for you or otherwise proving your identity.

We will provide the information free of charge and within one month, except in the event that the request is unfounded, excessive or repetitive, in which case we reserve the right to charge a proportionate administration fee or refuse.

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Rectification of personal information

If any of the information we hold on you is inaccurate or incomplete, you make ask us to correct or complete it at any time.

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Your right of erasure, or to be forgotten

You may request the deletion of any email we hold on you at any time.

Be aware that requesting deletion, unlike unsubscribing from specific emails, is total and irreversible. This means that we will also lose record of you having ever been on our systems, including any previous instructions you have given us regarding opting out of specific emails types. If you re-join our systems voluntarily by providing your personal information again, you will appear to us as a completely new data subject. This does not affect your other rights in any way.

To request deletion of your personal information, contact hello@compassionatemind.co.uk using the email address we hold for you.

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Contact us

The Compassionate Mind Foundation is responsible for ensuring your personal information is managed correctly.

If you would like any further information about our privacy policy, or if you would like to exercise any of the rights listed above, please contact us on hello@compassionatemind.co.uk or write to:

The Compassionate Mind Foundation

Markeaton Lodge

c/o University of Derby

Markeaton Street, Derby

DE22 3AW

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‍How to complain regarding use of personal data

If you have contacted the Foundation with regards to the use of your personal data and are not satisfied with the response you have received or are concerned about how the Foundation has processed your personal data, you can complain to the Information Commissioners Office (ICO).

You can submit your concern via their website: ico.org.uk, or by telephone: 0303 123 1113.

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Changes to this policy

The Foundation may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 29 March 2021.