Terms and Conditions
Welcome to The Theraplay UK website, www.theraplay.org.uk. Your access to and use of the Website is subject to the following terms and conditions of use and all applicable laws and regulations. By accessing, browsing and using the Website, you accept, without limitation or qualification, these Terms of Use. If you do not agree to be bound by these Terms of Use, you should not access, browse or use the Website.
Permitted Use. You may view and download material displayed on the Website for personal use only. You may not duplicate, distribute, modify, transmit, disseminate, sell, broadcast, commercially exploit, reuse, re-post or use the content of the Website for public or commercial purposes without Theraplay UK’s express, written permission. The content of the Website is the property of Theraplay UK or other identified third parties and is protected by copyright laws. There are copyright notices and various credits on the pages of the Website. Please do not remove these notices or credits or any additional information included with the notices or credits.
Ownership of Content. Theraplay UK, The Theraplay Institute (TTI) and/or other identified third parties are the sole and exclusive owners of all right, title and interest in the information contained on the Website, including trademarks, copyrights, patents, trade names, trade secrets and other intellectual property rights. The trademarks, logos, and service marks displayed on the Website (collectively, the “Trademarks”) are registered and unregistered Trademarks of TTI, Theraplay UK or other identified third parties. Nothing contained on the Website should be construed as granting, by implication or otherwise, any licence or right to use any Trademark without the express, written permission of TTI, Theraplay UK or such third party that may own the Trademarks. Your use of the Trademarks, except as provided in these Terms of Use, is strictly prohibited.
Links. Theraplay UK has not reviewed all of the sites linked to or from the Website and is not responsible for the content of any third party sites linked to or from the Website. TTI does not endorse the content of any third party site and does not warrant that such third party site does not contain viruses, worms or other harmful components. By using the Website to link to a third party site, you agree that you do so at your own risk and that you will not make any claim against Theraplay UK for any damages or losses resulting from your use of the Website to link to or from a third party site.
Privacy. Theraplay UK believes that your privacy and the privacy of all our users is important. Please review our Privacy Policy.
Accuracy. While Theraplay UK uses commercially reasonable efforts to include accurate and up to date information on the Website, Theraplay UK makes no warranties or representations as to its accuracy. In addition, Theraplay UK assumes no liability or responsibility for any errors or omissions in the content of the Website.
Limitation of Liability. Neither Theraplay UK nor any other party involved in creating, producing or delivering the Website or the contents of the Website is liable under any circumstances for lost profits, lost business, loss of business reputation, or any direct, indirect, incidental, special, punitive or consequential damages, whether foreseeable or not, that result in any way from your use or non-use of the Website or reliance upon information contained on the Website, or that result from mistakes, omissions, interruptions or deletions of files, errors or defects in the Website, or delays in operation, transmission or failure of performance. If you are dissatisfied with the Website, your sole and exclusive remedy is to discontinue using the Website. Theraplay UK shall have no liability, contingent or otherwise, for the accuracy, completeness, timeliness or correct sequencing of information contained on the Website, for any decision made or action taken by you in reliance upon information contained on the Website or for interruption of any data, information or other aspect of the Website.
Disclaimers. You agree and acknowledge that all content on the Website is provided to you “as is” without warranty of any kind, express or implied, including, but not limited to, the implied warranties of merchantability and fitness for a particular purpose. Theraplay UK does not guarantee that the Website will be uninterrupted or error-free or that any information and other materials accessible from or related to the Website are free of viruses, worms or other harmful components.
Indemnity. You agree to indemnify, defend, and hold harmless Theraplay UK and its officers, directors, shareholders, members, agents, representatives, employees, successors and assigns for, from and against any and all liabilities, costs and expenses (including reasonable legal fees) arising from or relating to your use of the Website, including your use of the Website to link to or from third party sites and/or to download content or other information.
Disputes. By using this Website, you agree that these Terms of Use and any dispute arising hereunder shall be governed, interpreted, construed and enforced in accordance with the law of the United Kingdom, without regard to conflict of law provisions and regardless of where you access the Website.
Severability. If any portion of these Terms of Use is held to be unenforceable, the unenforceable portion shall be deleted and the remainder of the provisions shall remain in full force and effect.
No Waiver. Theraplay UK’s failure to insist upon or enforce strict performance of any provision of these Terms of Use shall not be construed as a waiver of any provision or right.
Modifications to Terms of Use. Theraplay UK reserves the right, in its sole discretion, to change, modify, add to or remove these Terms of Use in whole or in part at any time. Theraplay UK may at any time revise these Terms of Use by updating this posting. You are bound by any such revisions and should periodically visit this page to review the then current Terms of Use to which you are bound.
Privacy Policy. Your privacy is important to us. Theraplay UK and the Theraplay Institute (TTI) respects your privacy and is committed to protecting your personal information. We endeavor to maintain the personal information you give to us in a secure, safe and responsible manner.
When you register for an event, purchase materials, subscribe to our newsletter, or in any other way initiate a transaction with us, certain information about you, such as your name, shipping and billing addresses, email address, phone number, workplace information, degrees and credentials and products/services purchased will be collected.
Security of Your Transactions. We have policies and procedures in place to ensure that information you share with us is handled in a safe, secure and responsible manner. We maintain and monitor our physical, electronic and procedural systems to achieve this goal and comply with any applicable laws and regulations.
Privacy Policy and Information Sharing
At Theraplay UK your privacy and confidentiality is important to us. We understand information is sensitive by the nature of our work. We will never share your information with outside organisations. When you sign up for training, we may send a “get acquainted” email prior to the course, presenting an opportunity to share about yourself and your work. You may also receive a contact list from your peers upon conclusion of the course. If for any reason you wish to have your email withheld from any communication please contact us at admin@theraplay.org.uk to make arrangements. For more information view our Privacy Policy.
Online Browsing and Cookies: Cookies are small pieces of information stored on your computer when you view our website. Most web browsers are set to accept cookies automatically, but you can change this setting to disable this function through your browser. If you link to a third party from our website, you have left our website and we are no longer your host nor are we responsible for the policies or practices of the third party and its website.
Acceptance and Consent. By providing us with your personal information, you accept the practices described in this Privacy Policy. You may change or remove your personal information by contacting us.
Data Protection & Privacy Policy
Theraplay UK aims to be as clear as possible about how and why we use information about you so that you can be confident that your privacy is protected. This policy describes the information that Theraplay UK collects when you use our services or buy products from us. This information includes personal information as defined in the UK Data Protection Act 2018.
The policy describes how we manage your information when you use our services, if you contact us or when we contact you. It also provides extra details to accompany specific statements about privacy that you may see when you use our website (such as cookies) or with other online presence (such as Facebook or Twitter). In respect of cookies the policy includes information about the type of cookies that we use and how you may disable those cookies.
Theraplay UK uses the information we collect in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2016. As per these laws, Theraplay UK is the data controller; if another party has access to your data we will tell you if they are acting as a data controller or a data processor, who they are, what they are doing with your data and why we need to provide them with the information - this includes telling you when The Theraplay Institute, based in the USA, is acting as a data controller and/or a data processor for your data.
If your questions are not fully answered by this policy, please contact the person responsible for data management. If you are not satisfied you can contact the Information Commissioner's Office (ICO) https://ico.org.uk
1. Why do we need to collect your personal data?
We need to collect information about you so that we can:
● Know who you are so that we can communicate with you in a personal way. The legal basis for this is a legitimate interest.
● Deliver services to you. The legal basis for this is the contract with you.
● Process your payment for the services. The legal basis for this is the contract with you.
● Verify your identity so that we can be sure we are dealing with the right person. The legal basis for this is a legitimate interest.
● Optimise your experience on our website. The legal basis for this is a legitimate interest.
● Send you information about training and events. The legal basis for this is your consent.
● Provide you with a useful and relevant website. The legal basis for this is legitimate interest.
2. What personal information do we collect and when do we collect it?
For us to provide you with services, we need to collect the following information:
● Your name
● Your contact details including a postal address (this can be a place of employment postal address), telephone number(s) and electronic contact such as email address, your role and professional status, your professional qualifications, your Theraplay training and practitioner status.
We collect this information in the first instance, either from the organisation organising your Theraplay training, your employer, your Theraplay Practicum Supervisor, or directly from yourself. When we engage in communication with you we will seek additional information and also check that the information we already hold is accurate.
3. How do we use the information that we collect?
We use the data we collect from you in the following ways:
● To communicate with you via telephone, email, letter or via virtual meetings or training sessions (e.g. Zoom, Teams)
● To deliver the appropriate services to you, in relation to your Theraplay training and qualification (Practicum).
4. Where do we keep the information?
We keep your information in the ways described below
● Our company computers store your information in the Google cloud service, G Suite. Your data is encrypted whilst in transit and storage with Google and its security is GDPR compliant. Users of these computers have personal accounts authentication access protection.
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Our staff can access the cloud based data via mobile devices. These devices are protected with password protection and are device managed, meaning that all data can be remotely wiped should the device be lost or stolen.
Your records
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We (the data controller) keep a database of your core professional training, your Theraplay Training, and Theraplay Practitioner status, in order to communicate with you. This database is stored in the ways described as above.
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You have the option to subscribe to our communications newsletter, which you may choose to do when you register for a training or practicum or by following a link provided by Theraplay UK.
5. How long do we keep the information?
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We keep paper copies of invoices for 7 years.
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We keep the electronic invoice for 7 years to comply with HMRC requirements. After seven years we delete the invoices.
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We keep Theraplay Practitioner contact, professional, and training status information for 7 years, following the most recent active communication from you.
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We keep staff files for 7 years.
6. Who do we send the information to?
● We send information to you, to your Training host or Training provider, and to The Theraplay Institute in the USA. If you request a Theraplay Supervisor, we will send your details to that Supervisor.
● We send the paper copy of our invoices to our accountant. The accountant is based in the UK and all their computer systems are in the UK.
● We may need to share your information with others if we have cause for concern of immediate risk of significant harm to self or others, or under other legal requirements (eg terrorism or court order for disclosure).
All data shared between Theraplay UK and The Theraplay Institute is covered by two Data Processing Agreements - one whereby Theraplay UK is Data Controller and The Theraplay Institute is Data Processor, and one whereby The Theraplay Institute is Data Controller and Theraplay UK is Data Processor. Copies of these agreements can be provided on request.
7. How can you see all the information we have about you?
You can make a subject access request (SAR) by contacting us. We may require additional verification that you are who you say you are to process this request. We may withhold such personal information to the extent permitted by law. In practice, this means that we may not provide information if we consider that providing the information will violate your vital interests.
8. What if your information is incorrect?
Please contact us. We may require additional verification that you are who you say you are to process this request. If you wish to have your information corrected, you must provide us with the correct data. We will confirm that the information has been updated.
9. How can I have my information removed?
If you want to have your data removed we have to determine if we need to keep the data, for example in case HMRC wish to inspect our records. If we decide that we can agree to delete the data, we will do so without undue delay.
10. Will we email you or telephone you?
If you are engaged in a service with us we will need to communicate with you via email, post and telephone. When we need to send sensitive documents to you we will email them encrypted using Egress Switch. We use Sender.net to securely manage the delivery of bulk emails.
We will send you emails about additional services we provide only with your consent.
11. How do you opt out of receiving emails from us?
If you are receiving emails from us you may unsubscribe at any time by clicking the Unsubscribe link on the email or by asking us to remove your name from our mailing list.
When you unsubscribe (i.e. opt out) from email communications, we will suppress your details on our systems to ensure we have a record of your decision to not be contacted in that particular manner. We will not use the email address for such messages again unless you opt back in.
12. Can I browse your website without receiving any cookies?
Yes. If you have set your computer to reject cookies, you can still browse our website.
13. How can I find and control cookies?
You can usually adjust for yourself the number of cookies that your computer (or other device, such as a mobile phone) receives. How this is done, however, varies according to which device and what browser software you are using. As a general rule, the more commonly used web browser software packages tend to have a drop-down menu entitled ‘Tools’. One of the options on this menu is usually ‘Options’ – and if this is selected, ‘Privacy’ is usually one of the settings that may be adjusted by the user. In the case of any device other than a PC (e.g. mobile phone), you should always refer to the manufacturer’s instructions. Alternatively, you may wish to opt-out from only the cookies used by third-party companies (acting on our behalf) to measure the traffic to our site. This has the advantage of leaving other cookies in place, thereby minimising the loss of functionality associated with blocking all cookies.
You may find the following website useful for information on how to change cookie settings in a range of commonly used browsers: www.aboutcookies.org
Please note we only use cookies for the purpose of enhancing your online experience and no personal data is collected from you through this process.
14. Data Protection Training
Training is provided to staff at induction. Data protection is reviewed monthly and/or as required (for example, as new systems are implemented) to monitor our data compliance.
Theraplay UK employees are required to sign the Theraplay UK Confidentiality Form (available on request).
15. Data Breach Process
Any data breaches are recorded immediately on our Data Breach Form (blank copy is available on request) and reported to the ICO, if appropriate.
All users who are potentially impacted by such a Data Breach will be immediately informed by email.
Last Update: 30/11/2023
Theraplay UK
Registered Address: Kilvert’s School, Clyro, Hay-on-Wye, Hereford HR3 5SB
Companies House Registration: 12543244