Privacy Policy

Creative Counsellors Community CIC

Effective date: 29th May 2025
Contact: [email protected]
Designated Data Protection Lead: Tanja Sharpe

1. Introduction

This Privacy Policy explains how Creative Counsellors Community CIC (“we”, “us”, “our”) collects, uses, stores, and protects your personal data when you interact with our websites, online platforms, services, trainings, memberships, and community spaces.

This policy applies to:

We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

2. What Personal Data We Collect

Depending on how you interact with us, we may collect and process the following categories of personal data:

Identity & Contact Data

Name
Email address
Postal address
Telephone number (if provided)

Demographic & Preference Data

Location
Professional interests
Training preferences
Community interests

Technical Data

IP address
Browser type and device information
Login data
Website usage data
Cookie and analytics information

Transaction Data

Purchase history
Membership information
Payment confirmations
(Please note: we do not store full payment card details.)

Profile & Membership Data

Course enrolment history
Membership participation
Support messages or enquiries
Community engagement information

Marketing & Communications Data

Preferences relating to newsletters, updates, events, and marketing communications

3. How We Collect Your Data

We may collect your data when you:

Register for an account, course, membership, or event
Subscribe to our newsletters or mailing lists
Purchase products, trainings, or tickets
Attend online events or webinars
Contact us via email, forms, or social media
Participate in community discussions or comments
Interact with our websites through cookies or analytics tools

4. Legal Bases for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. These include:

Consent

For newsletters, marketing communications, and optional communications.

Contract

To provide memberships, courses, events, training, and related services.

Legal Obligation

For accounting, tax, safeguarding, or legal compliance purposes.

Legitimate Interests

To improve our services, maintain community safety, ensure platform security, and support the effective running of our organisation.

5. How We Use Your Data

We may use your personal data to:

Process bookings, registrations, and memberships
Deliver courses, workshops, and events
Provide access to online learning platforms and member areas
Communicate updates, newsletters, and relevant opportunities
Respond to enquiries and provide support
Improve our websites, content, and community services
Maintain the safety and integrity of our online spaces
Fulfil legal, financial, and safeguarding responsibilities

We will never sell your personal data to third parties.

6. Third-Party Services

We use carefully selected third-party services to support the delivery and administration of our work. These may include:

Thinkific – course hosting and membership management
ConvertKit – email marketing and communication
Stripe & PayPal – secure payment processing
Zoom – online meetings, trainings, workshops, and community events
Google Analytics – anonymised website analytics and traffic monitoring

These providers process data in accordance with their own privacy policies and applicable data protection regulations.

7. Online Meetings, Recordings & AI-Assisted Summaries

Creative Counsellors Community CIC facilitates a range of online trainings, workshops, reflective groups, peer support spaces, and community events using platforms such as Zoom.

To help protect participant privacy, confidentiality, and safeguarding within our online spaces:

Independent participant recording, screenshots, transcription software, and external AI meeting assistants (including tools such as Otter AI, Fireflies, Read.ai, Fathom, and similar services) are not permitted unless explicitly authorised in advance by the facilitation team.
Members and attendees must not share meeting links, recordings, screenshots, transcripts, or participant content outside the community without explicit permission.
Some training and CPD sessions may involve the use of host-controlled meeting summaries or facilitator notes for administrative or educational purposes. Where used, these are reviewed manually by the facilitation team before sharing, and confidential or identifying material will be removed wherever appropriate.
We do not routinely create or distribute meeting summaries, transcripts, or minutes for peer support groups, reflective practice spaces, supervision groups, or wellbeing-focused community gatherings.
Participants remain responsible for ensuring that any client material discussed within online spaces is appropriately anonymised and ethically shared in accordance with their own professional responsibilities and ethical frameworks.

While we take reasonable steps to protect the privacy and integrity of our online spaces, no online platform can guarantee absolute confidentiality.

By participating in our online events and communities, you agree to uphold the confidentiality, privacy, and respectful participation guidelines shared by Creative Counsellors Community CIC.

8. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes outlined within this policy, including legal, accounting, safeguarding, and administrative requirements.

You may request deletion of your data at any time, subject to any legal obligations requiring retention.

9. Cookies & Tracking Technologies

We use cookies and similar technologies to:

Improve website functionality
Analyse website traffic and performance
Enhance user experience
Understand how our services are used

You may manage your cookie preferences through your browser settings or cookie banner preferences.

For further information, please refer to our separate Cookie Policy.

10. Data Security

We take appropriate technical, organisational, and administrative measures to help protect personal data from unauthorised access, misuse, loss, or disclosure.

These measures may include:

Password-protected systems
Secure platforms and encrypted connections
Restricted administrative access
Secure payment gateways
Platform security settings and moderation controls

11. Your Rights Under UK GDPR

Under UK GDPR, you have the right to:

Request access to your personal data
Request correction of inaccurate or incomplete data
Request deletion of your data (“right to be forgotten”)
Request restriction of processing
Request transfer of your data to another provider
Object to certain forms of processing
Withdraw consent where processing is based on consent

To exercise your rights, please contact:

📩 [email protected]

12. Marketing Communications

You may opt in or out of marketing communications at any time by:

Clicking “unsubscribe” in any marketing email
Contacting us directly at [email protected]

We will only send marketing communications where we have a lawful basis to do so.

13. Comments, Community Spaces & User Content

When participating in blog comments, community discussions, or online spaces:

Your name and any information you voluntarily share may be visible to others within that environment
You are responsible for ensuring that confidential or identifying client information is not shared
We reserve the right to moderate, edit, or remove content that breaches our community guidelines, safeguarding standards, or ethical expectations

14. External Links

Our websites and communications may contain links to third-party websites or resources. Once you leave our platforms, we are not responsible for how other websites collect, store, or process your data.

Please review their privacy policies before sharing personal information.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect legal, operational, or organisational changes.

The latest version will always be available on our website. Continued use of our services after updates constitutes acceptance of the revised policy.

16. Contact Us

If you have any questions, concerns, or complaints relating to this Privacy Policy or how your data is handled, please contact:

📩 [email protected]
✉️ Creative Counsellors Community CIC

If you remain dissatisfied, you have the right to contact the UK supervisory authority:

Information Commissioner’s Office (ICO)

Last updated: 12th May 2026