Privacy policy

Introduction

When you contact THE EMBODIMENT CONFERENCE (TEC or Embodied Courses Ltd.) or use our services, including this website (https://theembodimentconference.org), you are trusting us with information about you. The purpose of this privacy policy is to explain:

  • what information we collect
  • how we use and store it
  • what rights you have in relation to your information

At TEC, we are committed to user privacy. We take all reasonable steps to ensure that your information is kept secure and according to the law.

This policy applies to users of the website and our clients and customers. By providing us with your data, you confirm that you are over 13 years of age.

By using this website you are legally agreeing to the terms within this policy. This applies from your first site visit.

We may change this policy from time to time. If that happens, this page will be updated. We recommend you check this page before using the website to ensure that you are aware of and accept any changes.

About us

EMBODIED COURSES LTD. is registered in England and Wales under Company Registration Number 08767572. Our registered office address is The Old Casino, Fourth Avenue, Hove, East Sussex, BN3 2PJ. We are registered with the Information Commissioner’s Office (ICO) for data protection (reference number ZA395558).

Embodied Courses Ltd. is the data controller for this website. Full details of our notified purposes can be viewed at the website of the Information Commissioner’s Office: www.ico.org.uk. The person responsible for data protection is Mark Walsh.

What personal date do we collect?

Online forms

We use contact forms to collect your name and email address, for registration to the conference. We also use an application form for prospective speakers, which includes contact details and other relevant personal details, experience in teaching and facilitation, biography or social reach.

Emails

We retain copies of emails sent to us on our servers. These may contain personal information (name, email address and any personal information in message contents).

Mailing lists and newsletters

We use mailing lists and newsletters.

With your registration, you will be automatically signed up for the monthly conference-related Newsletter with offers and news around the conference.

We make it clear what you are signing up to when you subscribe to our newsletter. Data is only processed with your consent and you have the right to unsubscribe at any time.

We use a third-party provider, Constant Contact, to deliver and monitor our newsletters, as well as maintain our mailing lists. For more information, please see Constant Contact’s privacy notice: https://www.constantcontact.com/legal/privacy-statement.

We will record your communication preferences when you subscribe to our email newsletter and may monitor whether you open our emails and which links you click on. We will also log your Internet Protocol (IP) address, and the type of web browser used.

Phone/video calls

Any personal information given through phone or video calls (name, phone numbers and any other personal information given during calls) may be held by us in accordance with this privacy policy.

Social media

We use social media to engage with our users and we link to our pages on Facebook, Twitter, Instagram, iTunes, and YouTube. We hold details of our social media followers, according to what is shared by you and the platform concerned.

If you send us a direct message via social media, any personal information given by you will be held by us in accordance with this privacy policy. That means we hold your information where it is legitimate for our business interests and in order to provide our services to you. The third-party provider may also retain details in accordance with their Privacy Policy.

This website may use social sharing buttons that help share web content directly from web pages to the social media platform in question. The use of social sharing buttons is at your own discretion. Social media platforms may track and save your request to share a web page.

You should refer to the Privacy Policies of these channels to understand how they treat your data:

Facebook: https://www.facebook.com/privacy/explanation

Twitter: https://www.twitter.com/en/privacy

Instagram: http://instagram.com/legal/privacy/

YouTube: https://policies.google.com/privacy

iTunes: https://www.apple.com/uk/legal/privacy/en-ww/

Cookies

The Embodied Conference website uses cookies to track user behaviour on the website. Cookies are small files that are saved to your computer hard drive. This enables us to improve how the site functions and the services we offer through it. It enables us to provide you with a tailored experience when using the site. Before accessing the site, you will be asked to give consent to cookies being installed on your computer or device.

If you are uncomfortable with the use of cookies, you can disable them by changing the settings in the preferences/options menu in your device’s browser. You can set your browser to reject or block cookies, or to tell you when a website tries to put a cookie on your device. You can also delete any cookies that are already stored on your device. However, if you do delete and block all cookies, parts of the site may not fully function.

Google Analytics

When someone visits our site, we use a third-party service, Google Analytics, to collect details of visitor behaviour patterns (eg how many people visit particular pages on our site and when). This information is to help us market our services to the right people in the best ways. This information does not allow us to identify users.

Google’s privacy policy is available at http://www.google.com/privacy.html. You may opt-out from having their data collected by disabling this tracking.

Photographs

To enhance our communications, we use photos and videos on our website and in newsletters and social media posts. We will ask your permission before doing this and explain what the images will be used for – either verbally or as part of the sign-up/contracting process for an event.

Payment processing

This website uses PayPal and Stripe to process customer payments for our services. You may be asked for, as appropriate, name, email address, mailing address, phone number and credit / debit card information. PayPal will collect personal identification information from users on behalf of TEC only if they voluntarily submit such information to them. You should refer to the Paypal privacy policy for further information: https://www.paypal.com/gp/webapps/mpp/ua/privacy-full

You are eligible for a refund up to 24 hours after purchase if you feel you made a mistake, accidentally upgraded or feel the library isn't for you. After the 24 hour period you will not be entitled to any refunds.

Special categories of data

Data protection laws specify special categories of personal data (such as ethnic or racial origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual life or criminal record). For our business, we don’t collect special categories of data. However, we recognise that our users may volunteer other special category information while communicating with us.

  • How do we use your data?
  • To answer your queries and respond to your feedback.
  • To follow up with you after a training/class/event.
  • To let you know of products, resources, updates and special offers related to EFC and embodiment.
  • To provide you with resources related to TEC and embodiment (eg ebook downloads)
  • To personalise your experience and to allow us to deliver the type of content and products in which you are most interested.
  • To improve our website, so we can better serve you.
  • To enable you to apply/register for our conference and events (in person or online) before or after.
  • To help us identify those who are suitable as presenters in TEC2020 (we may look at factors including
  • experience, motivations and social reach).
  • To enable us to offer extra support where needed (eg with physical/mental health issues) during our
  • trainings/classes/events.
  • To administer TEC2020 including attendance registers.
  • To administer contests, promotions, surveys or other site features.
  • To efficiently process your transactions, including purchases made online.
  • Your personal information is held only until it is no longer required or has no use.

Sharing information with third parties

We do not sell, trade, or otherwise transfer your personal data to third parties unless we have gained your permission. This does not include website hosting partners and other parties who assist us in operating our website, conducting our business, or serving our users – so long as those parties agree to keep your information secure and confidential. It also does not include institutions which require attendance registers for trainings/classes/events held at their premises. We may also release information when it’s appropriate to comply with the law, enforce our site policies, or protect the rights, property or safety of ourselves or others.

External links

Occasionally, at our discretion, we may include or offer third-party products or services through our website or electronic communications. These third-party sites have separate and independent privacy policies, which we are not responsible or liable for. However, we seek to uphold our integrity and welcome any feedback about other sites.

Data security

Every effort has been made to ensure that technologies we use for collecting and holding data are safe and secure. Your personal data is contained behind secured networks and is only accessible by designated members of our team, who are required to keep the information confidential. All sensitive/credit information you supply is encrypted via Secure Socket Layer (SSL) technology. Our website is checked on a regular basis for security risks and vulnerabilities.

However, the Internet is not completely secure and we cannot guarantee the security of personal data transmitted through our website or by email. Users provide personal details at their own discretion and their own risk.

Your legal rights

We recognise your legal rights with regard to your data and will uphold these in accordance with data protection laws.

You have the right to access the personal data we hold about you. We will endeavour to respond quickly to any such requests; legally, we are required to respond within one month of receiving the request and any other necessary information.

You have the right to request that we amend or change personal information that is inaccurate or incorrect.

You have the right to ask us to delete personal information from our systems at any time and without giving any reason. We will act on any such request without delay.

If you wish to make any such requests, you should contact the person responsible for data protection by emailing us at info@theembodimentconference.org

Changes to this policy

This privacy policy was last updated on 20 December 2019. We reserve the right to change it at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. You will be deemed to have accepted any changes to the terms of the privacy policy when visiting the website following any changes.

Concerns and complaints

If you want to raise a concern or make a complaint about the use of your data, you can contact us by emailing info@theembodimentconference.org. Alternatively, you can formally raise a concern or complaint to the Information Commissioner’s Office (ICO) directly. Call them on 0303 123 1113 or see the options for reporting issues at https://ico.org.uk/concerns/.