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Privacy Notice

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Privacy Notice

HACP (Hampshire Association for Counselling & Psychotherapy Limited) Privacy Notice

This privacy notice explains how we collect, use, store and protect your personal information. It also sets out your rights under UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025 (DUAA 2025).

Contact details

Telephone: 07905658386

Email: info@hacp.co.uk

West Street Counselling Centre, 126 West Street, Fareham, Hampshire, UK, PO16 0EP

What information we collect, use, and why 

We collect or use the following personal information relevant to our membership administration, events, communications, governance, safeguarding responsibilities and public directory activities. This may include:

• Names and contact details
• Postcode and town/area
• Professional qualifications and membership of professional bodies
• Information relating to professional conduct, ethical breaches or safeguarding concerns 
• Service use history, including, but not limited to, event booking information, attendance records, correspondence

We use this data to:

• Administer membership
• Access eligibility for membership and directory listing
• Maintain accurate records
• Provide member communications
• Support safeguarding and public protection
• Deliver events and services
• Maintain our public therapist directory 

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure– You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing– You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information for HACP membership application, administration purposes are:

• Consent – used when you volunatarily provide information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – used when we collect or use the information so we can enter into or carry out a contract with you, for example to administer your membership or provide services. All of your data protection rights may apply except the right to object.
• Legal obligation – used when we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

Maintaining accurate membership and financial records

Verifying qualifications and regulatory membership

Safeguarding and public protection

Operating our public directory

Communicating membership information

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

• Directly from you
• Regulatory authorities where relevant to public protection (EG: if a directory listing is requested) or membership verification

How long we keep information

We keep personal information only for as long as we need it for the purposes described in this notice.

• Membership records are kept during current membership and for 3 months afterwards, after which they are archived for a period of 7 years
• Financial records are kept for up to 7 years
• Complaints, safeguarding, conduct or public protection records may be kept for longer where necessary
• Directory listings are retained only while membership is active
• Comments and contributions are retained for community continuity

When information is no longer needed we securely delete it, anonymise it or archive it when there is a lawful basis to do so.

Who we share information with

Data processors

MemberMojo: manages our membership database and event bookings

Stripe: processes payments

WordPress: hosts our website

Bigger Together: website maintenance

Others we share personal information with

• Publicly on our website, social media or other marketing and information media
• Zoom or other online meeting platforms, for event participation. See the Zoom website for further information
• Regulatory bodies where required for safeguarding or conduct matters

How to complain

If you have any concerns about our use of your data, please contact us: 

Email: info@hacp.co.uk

Post: HACP, West Street Counselling Centre 126 West Street Fareham Hampshire PO16 0EP

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commission, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Website Privacy Policy

Who we are

Our website address is: https://hacp.co.uk.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

How to opt out or manage cookies

You can control and delete cookies through your browser settings. Most browsers allow you to:

• See what cookies are stored and delete them individually
• Block third-party cookies
• Block all cookies from specific websites
• Block all cookies entirely
• Delete all cookies when you close your browser

Please be aware that restricting essential cookies may affect how this website functions.

For detailed instructions on managing cookies in your specific browser, visit aboutcookies.org, which provides comprehensive guidance for all major browsers.

Your rights

Under the Privacy and Electronic Communications Regulations (PECR) as amended by the Data (Use and Access) Act 2025, you have the right to opt out of statistical cookies at any time without this affecting your ability to use the website.

If you have any questions about our use of cookies, please contact info@hacp.co.uk

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where your data is sent

Visitor comments may be checked through an automated spam detection service.

Business Directory Plugin

When you submit a directory listing, the content of the listing and its metadata are retained indefinitely. All users can see, edit or delete the personal information included on their listings at any time. Website administrators can also see and edit that information.

Website visitors can see the contact name, website URL, phone number, address and other information included in your submission to describe the directory listing.

Cookie Policy

Last Updated: August 2026

This Cookie Policy explains how Hampshire Association for Counselling and Psychotherapy Limited (HACP) (“we”, “us”, or “our”) uses cookies and similar tracking technologies on our website located at www.hacp.co.uk (the “Site”).

We use the GDPR Cookie Compliance plugin (developed by Moove Agency) to manage your cookie preferences and consents. This banner allows you to choose which categories of cookies you wish to accept or reject.

1. What are Cookies?

Cookies are small text files stored on your computer or mobile device when you visit a website. They are widely used to make websites work efficiently, improve user experience, and provide information to the owners of the site.

2. How We Use Cookies

We use cookies to understand how you interact with our Site, remember your preferences, and ensure certain features work correctly.
Our cookie management system divides these cookies into three main categories:

A. Strictly Necessary Cookies

• Cookie Name: moove_gdpr_popup
• Purpose: Stores your cookie consent preferences chosen via the GDPR Cookie Compliance banner.
• Duration: 1 year.
• Type: Necessary / First-party.

 B. 3rd Party Cookies (Analytics and Performance)

These cookies help us understand how visitors use our website (e.g., which pages are visited most often). We use this data anonymously to improve performance.
How to manage: You can enable or disable these at any time via our Cookie Settings banner.

C. Additional Cookies (Marketing / Targetted Advertising)

These cookies are used to deliver advertisements that are relevant to you and your interests. They may also limit the number of times you see an advertisement.
How to manage: You can enable or disable these at any time via our Cookie Settings banner.

3. Managing Your Preferences

You have the right to decide whether to accept or reject optional cookies.
Via Our Banner: You can change your preferences at any time by clicking the floating Cookie Settings button on our website.
Via Your Browser: You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject strictly necessary cookies, you may still use our website, though your access to some functionality may be restricted.

4. Updates to This Policy

We may update this Cookie Policy from time to time to reflect changes in the cookies we use or for legal and regulatory reasons. Please revisit this page regularly to stay informed.

5. Contact Us

If you have any questions about our use of cookies, please email us at info@hacp.co.uk or contact us by mail at:
HACP, West Street Counselling Centre, 126 West Street, Fareham, Hampshire, PO16 0EP