Terms and Conditions

Physis Scotland’s Privacy Policy

This privacy policy provides important information about the ways in which Physis Scotland, act as a Data Controller by collecting, storing and processing your data.

This policy is divided into the following sections:

  • Who do we collect data from?
  • Where do we collect data from?
  • Why do we collect your data?
  • What data do we collect?
  • How do we store your data?
  • How long do we store your data for?
  • Controlling your information – what are your rights?
  • Physis Scotland Website – usage and privacy information specific to our website
  • Changes to this privacy policy

Who do we collect data from?

Physis Scotland collects data from the following key sources:

  • General Enquiries
  • Course Applicants
  • Mailing List Subscribers
  • Trainers and Programme Staff
  • Website Users

Physis Scotland collects data from your emails, telephone enquiries, your short-course or training applications, your use of our website and your subscription to our newsletter.

Why do we collect your data?

For those making General Enquiries, Course Applications or Mailing List Subscribers, we collect your data so that we can effectively provide you with our services as a training provider.  For trainers and programme staff we collect data for the purposes of contracting with you for your role with Physis Scotland, evidencing your suitability.  For those using our website, please be aware that we use cookies – see section 8 for more information.

What data do we collect?

General Enquiries

When you enquire about a Physis Scotland course, we use your data for the purposes of replying to your enquiry and providing you with information relevant to your enquiry.  We do not store your personal details after responding to your enquiry, unless you have consented to be contacted with follow-up information related to your enquiry.

Short courses and CPD courses

When you register on one of our short courses/CPD courses, we will use your data to:

  • provide you with information to facilitate your attendance (such as course dates, times)
  • to issue attendance certificates
  • request course feedback

TA101 course certificates are issued by a third party, the UK Association of Transactional Analysis (UKATA).  In order to receive your TA101 certificate, Physis Scotland are required to pass your contact details to UKATA.  Before doing this Physis Scotland will explicitly ask for your permission to do so, and for your agreement in writing.

Core Training Course Applicants

If you register on our core training programme (Foundation Year and/or any Advanced Training Year), the personal information we will store about you is as follows:

  • Name, address, phone number(s), email address
  • Application (including Application form, CV, Personal Reflection form and copies of qualifications)
  • References for your nominated referees
  • Attendance records
  • UKATA membership number
  • Assessment records, including a note of grades
  • Confirmation of your personal therapy
  • Your supervision hours and reports
  • Endorsement to Practice
  • Your placement details and reports
  • Tutorial records
  • Training Logs
  • Observed Skills Practice records
  • Diploma Exam application, results and certificates

Please note that individual student essays and assignments are retained for no longer than one year after submission.

Physis Scotland Mailing List

We use a third-party provider, Mailchimp, to deliver our e-newsletters. To supply newsletters Mailchimp requests personal data such as your name and your email address.  Mailchimp gathers statistics around email opening and clicks. For more information, please see Mailchimp Privacy Policy.

Trainers and Programme Staff

We may collect the following information from our trainers and programme staff:

  • CV and copies of qualifications for assessing and evidencing suitability
  • Insurance documentation
  • Bank details for processing payments

How do we store your data, and who has access to it?

Your data is stored on password protected computer files which are accessible only by Physis Scotland’s Directors and selected appropriate Physis Scotland staff.  Any data we hold in paper format is stored in a locked filing cabinet, accessible only by Physis Scotland Directors and selected Physis Scotland programme staff.

For data storage in relation to website use, please see section 8.

How do we share your data and information about you within the Physis Scotland team?

The information that Physis Scotland store about students in relation to each training year (for example, the student’s essays and tutorial records) is held by the Physis Scotland Directors and is not passed on to any new trainer as you progress through the training years and groups.

If a trainer or the Student Advisor have concerns about a student’s welfare and/or the student’s progression through the training programme, the trainer or Student Advisor will discuss their concerns with the student directly. The student will be informed that the trainer or Student Advisor may then also consult with the Physis Scotland Directors and document any concerns with them.

How long do we store your data for?

CPD/Short Course Applicants

For CPD short courses, we will hold your application information until the course you have applied for has concluded.  We may hold attendance registers relating to your short course indefinitely.

Core Training Course Applicants

If you register on our core training programme (Foundation Year and/or any Advanced Training Year), or our Diploma in Counselling Supervision programme, we will store your student file for 7 years after you have exited training with us.  We may also store some general records for your training year – for example, attendance registers – indefinitely.

Physis Scotland Mailing List

For those on our Mailing List will remain on this list indefinitely or until they opt to ‘unsubscribe’ by selecting that option on the email correspondence.  You can unsubscribe from our mailing list at any time.

Trainers and Programme Staff

We hold data for our trainers and programme staff for a maximum of 7 years after you cease working with us.

Controlling your Personal Information – Your rights

You may choose to restrict our collection or use of your personal information.

Physis Scotland will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law.

If you have a complaint you can contact the Information Commissioner’s Office (ICO) which is the data privacy supervisory authority in the UK.

Under the GDPR (the EU General Data Protection Regulation), you have a number of specific rights with regards to your personal information:

  • Right of access – if you want to know if we are storing or processing any personal data about you, you can contact us to find out.  If this is the case, you may find out what purpose it is being stored for and request a copy of your data by contacting us. Your data will be supplied as soon as is practical and normally in electronic format.  There is no charge for making a request or for the electronic data file, but depending on the number and frequency of requests Physis Scotland reserve the right to charge an admin fee.
  • Right to correction – if you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.
  • Right to erasure – if you want to remove your personal data from our records, you can request this by contacting us. We will remove the data as far as it is practically within our power, and where we are not legally obliged to retain it.
  • Right to object – if you no longer want us to process your data you can request this by contacting us.
  • Right to complain – if you are unhappy with how we are managing your personal data, you can lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO).

Physis Scotland will respond to data requests within 7 working days.

How to contact us

If you want to request information about our privacy policy you can email us or write to:

Physis Scotland
22 Drumsheugh Gardens

Physis Scotland Website

The following information is specific to your use of the Physis Scotland website. By browsing our website you agree to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern our relationship with you in relation to this website.

  • The use of this website is subject to the following terms of use:
  • The content of the pages of this website is for your general information and use only. It is subject to change without notice.
  • Neither Physis Scotland nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. In using this website you acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
  • Your use of any information or materials on this website is entirely at your own risk, for which Physis Scotland shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
  • Physis Scotland’s website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions. All trademarks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.
  • Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
  • From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
  • Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Wales and Scotland.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Cookies help us see understand visitors to our website by tracking how you use our website, in a way that doesn’t ever identify you personally. Cookies also allow web applications to respond to you as an individual, by allowing you to log in or add items to a shopping cart. The website can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. Read how to control and delete cookies.

We also use Google Analytics to analyse data about website visitors. Read the Google Analytics privacy policy.

Links to other websites

Physis Scotland’s  website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.


Material on the Physis Scotland website, including text and images, is protected by copyright. It may not be copied, reproduced, republished, downloaded, posted, broadcast or transmitted in any way except for your own personal, non-commercial use.  Prior written consent of the copyright holder must be obtained for any other use of material.  Copyright in all materials and/or works comprising or contained within this website remains with Physis Scotland and other copyright owner(s) as specified.  No part of this site may be distributed or copied for any commercial purpose.

Changes to this privacy policy

Physis Scotland regularly review our privacy policy.  This privacy notice was last updated on 18th October 2020.

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