The term “Probation Institute” or “us” or “we” refers to the owner of the website. The term “you” refers to the user or viewer of our 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 we 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. 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 we 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.

• This 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).

• You may not create a link to this website from another website or document without Probation Institute’s prior written consent.

• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.

Privacy statement on use of personal data obtained from our website: probation-institute.org

This website is brought to you by Probation Institute, a Charitable Incorporated Organisation (CIO).  We take the privacy of our website users very seriously.  We ask that you read this Privacy Policy (‘the Policy’) carefully as it contains important information about how we will use your personal data.

For the purposes of the GDPR (General Data Protection Regulations 2018), Probation Institute (‘the Institute’) is the ‘data controller’ (i.e. the entity responsible for controlling and processing, your personal data).

We may change this privacy policy from time to time. You should check this policy occasionally to ensure you are aware of the most recent version which will apply each time you access this website.  This policy is effective from 5th May 2022.

General Data Protection Regulations 2018 (GDPR)

The GDPR regulates the use of personal information within all organisations, including the Institute.

The GDPR states that any organisation which processes personal information must be open about how that information is used and must comply with six data protection principles.

The six principles of data protection in GDPR are that data must be treated in a way that is:

1. Lawful, fair and transparent

There has to be legitimate grounds for collecting the data and it must not have a negative effect on the person or be used in a way they wouldn’t expect.

2. Limited for its purpose

Data should be collected for specified and explicit purposes and not used in a way someone wouldn’t expect.

3. Adequate and necessary

It must be clear why the data is being collected and what will be done with it. Unnecessary data or information without any purpose should not be collected.

4. Accurate

Reasonable steps must be taken to keep the information up to date and to change it if it is inaccurate.

5. Not kept longer than needed

Data should not be kept for longer than is needed, and it must be properly destroyed or deleted when it is no longer used or goes out of date.

6. Integrity and confidentiality

Data should be processed in a way that ensures appropriate security, including protection against unauthorised or unlawful processing, loss, damage or destruction, and kept safe and secure.

The GDPR also gives individuals rights to:

• Gain access to their data;

• Seek compensation for damage or distress caused by their data not being processed in accordance with the Act;

• Prevent their data being processed in certain circumstances;

• Opt out of having their data used for direct marketing at any time.

Further information about the GDPR can be found on the Information Commissioner’s Office website https://ico.org.uk.

Personal data we may collect about you

Information we collect from you may include the following:

• Name and address.

• Details in relation you your employment.

• Details in relation to your qualifications and experience.

• Contact information including email address.

• Payment details.

• Demographic information such as postcode, preferences and interests.

• Other information relevant to customer surveys and/or offers.

How we collect your personal data

We will obtain personal data about you whenever you complete an online form.  For example, we will obtain your personal data when you:

• Register to use this website.

• Sign up for membership services or entry on any register, directory or other database.

• Send us feedback.

• Post material.

• Contact us for any reason.

• Purchase services or goods.

We may also obtain sensitive personal data about you if you volunteer it during the completion of an online form.  If you volunteer such information, you will be consenting to our processing it for the purpose for which the form is intended.

We may monitor your use of this website through the use of cookies and similar tracking devices.  For example, we may monitor how many times you visit, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider.  This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually.  Please see further the section on ‘Use of cookies‘ below.

How we use your personal data

All personal information that we obtain about you will be recorded, used, and protected by us in accordance with current data protection legislation and this privacy policy.  We will primarily use your personal information to provide our services to you and, for example:

• To administer and process your membership.

• To administer and maintain our professional register.

• To provide services online.

• For record keeping purposes.

• To carry out market research so that we can improve the services we offer.

• To provide information relevant to the profession, about events and conferences.

• To track activity on our website.

• To provide you with details about the development of our services, including information about us.

• To send you bulletins which we believe might be of interest to you.

We do not sell or trade your personally identifiable information with third parties.

We may periodically send you promotional emails about relevant new services, special offers or other information, including promotional information about third parties, using the email address which you have provided.  If at any time you would like to unsubscribe from receiving emails, we include unsubscribe options at the bottom of each email we send you.  From time to time, we may also use your information to contact you for research purposes.

We may contact you by email, phone or post.

Marketing and opting out

Unless you have asked us not to do so, we may contact you by mail, telephone, text message, fax, email about the services or products we offer which may be of interest to you.  If you prefer not to receive any direct marketing communications from us, you can opt out at any time. See ‘Your rights‘ below.

Disclosure of your personal data

If you are a member of the Institute, we will publish your name on the members’ only section of our website and when requested will disclose information with providers of probation services to let them know your level of membership and/or registration status.

We will disclose information to:

• Trusted third parties who assist us in operating our website, conducting our business, or servicing you, provided that those parties agree to keep this information confidential.

• Law enforcement agencies in connection with any investigation to help prevent unlawful activity.

• When we are required by law to do so.

Keeping your data secure

We will use technical and organisational measures to safeguard your personal data, for example:

• access to your account is controlled by password and username which are unique to you.

• we store your personal data on secure server.

• payment details are encrypted using SSL technology.

Whilst we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data which are transferred from you or to you via the internet.

How long will we hold your information for?

Your information is only stored whilst it is required for the relevant purposes or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of in a secure manner.

Monitoring

We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of quality assurance, training, fraud prevention and compliance.

Information about other individuals

If you give us information on behalf of someone else, you confirm that the other person has appointed you to act on his/her behalf and has agreed that you can:

• give consent on his/her behalf to the processing of his or her personal data.

• receive on his/her behalf any data protection notices.

• give consent to the processing of his or her sensitive personal data.

Use of cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

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.

How to turn off cookies

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. If you do this, please be aware that you may lose some of the functionality of this website. For further information about cookies and how to disable them please go to: www.aboutcookies.org.uk or www.allaboutcookies.org

Intellectual Property Rights

The Probation Institute owns all copyright, patents, database rights, trade marks, designs, know-how and confidential information (whether registered or not), and all other intellectual property rights existing in this website and its contents. The contents of this website may only be copied for non-commercial individual reference with all copyright or other proprietary notices retained, and thereafter may not be recopied, reproduced or otherwise redistributed. Except as expressly permitted above, you may not copy, display, download, distribute, modify, reproduce, republish or retransmit any information, text or documents contained in this website or any part of it in any electronic medium or in hard copy, or create any derivative work based on it, without the express written consent of the Probation Institute. The misuse of the Probation Institute's trademarks or any other materials is prohibited and may be in breach of copyright law, trademark law and/or other English laws. Please note that the Probation Institute will actively and aggressively enforce its intellectual property rights to the fullest extent of the law.

Your rights

On payment of a fee you have the right to request access to personal data which we may process about you.  Such requests are called subject access requests.  For further information and to make an application use the PI Subject Access Form

You have the right to require us to correct any inaccuracies in your data free of charge. If you wish to exercise this right you should:

• Put your request in writing (see contact details below).

• Provide us with enough information to identify you (e.g. account number, username, registration details).

• Specify the information that is incorrect and what it should be replaced with.

You also have the right to ask us to stop processing your personal data for direct marketing purposes If you wish to exercise this right you should:

• Put your request in writing (an email sent to (address) with a header that says ‘Unsubscribe’ is acceptable).

• Provide us with enough information to identify you (e.g. account number, username, registration details).

Our contact details

We welcome your feedback and questions. If you wish to contact us, please use the Contact form on this website or send an email to admin@probation-institute.org or you can write to us at Probation Institute, 2 Langley Lane, Vauxhall, London SW8 1GB or call us on 0203 0533 551.