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PRIVACY POLICY

Privacy Policy of the “Austrian Association for Scientific, Client-Centered Psychotherapy and Person-Oriented Dialogue” (ÖGWG)

We take the protection of your personal data very seriously. ÖGWG processes personal data on the basis of existing legal provisions and in accordance with the requirements of the General Data Protection Regulation (GDPR). In this statement we explain which personal data we process and in what manner.

Personal data may exist in paper or electronic form and include correspondence, contracts, records of appointments, and accounting transactions. We take appropriate technical and organizational measures to protect your data against loss, manipulation, or unauthorized access.

We work with service providers who process certain data on our behalf. These include, in particular, providers of servers for the electronic storage of data, services used for handling our email correspondence, as well as service providers responsible for maintaining our website and electronic infrastructure. In addition, service providers may be engaged for accounting and payroll processing. All of these service providers are located in Austria or within the EU and are therefore subject to the requirements of the GDPR.

We process personal data in order to provide the processing purposes listed below.

Cookies

Our website uses cookies. Cookies do not cause any damage to your computer and do not contain viruses. Cookies serve to make our website more user-friendly, effective, and secure.

We use:

  • Strictly necessary cookies to ensure basic functions of the website

  • Functional cookies to ensure the performance of the website

  • Targeted cookies to improve the user experience

You can configure your browser so that you are informed about the setting of cookies and allow cookies only in individual cases, exclude the acceptance of cookies for specific cases or generally, and activate the automatic deletion of cookies when closing the browser. If cookies are disabled, the functionality of this website may be limited. If you generally do not allow us to use cookies, certain features and pages may not function as expected. In particular, login will not work.

Legal basis for processing: Strictly necessary cookies are set in order to provide the service of our website requested by you (Art. 6(1)(b) GDPR). Other cookies are set if you give your consent via the corresponding selection field (Art. 6(1)(a) GDPR).

Storage duration: Most of the cookies we use are so-called “session cookies.” They are automatically deleted after the end of your visit. Other cookies remain stored on your device until you delete them. These cookies allow us to recognize your browser during your next visit.

Server Log Files

The provider of our website automatically collects and stores information in so-called server log files that your browser automatically transmits to us. These include:

  • Browser type and browser version

  • Operating system used

  • Referrer URL

  • Host name of the accessing computer

  • Time of the server request

  • IP address

Legal basis for processing: Recording in log files is necessary in order to provide the service of our website requested by you (Art. 6(1)(b) GDPR).

Storage duration: The data is automatically deleted after 7 days.

Security measures: This site uses SSL encryption for security reasons and to protect the transmission of confidential content, such as inquiries that you send to us as the website operator. You can recognize an encrypted connection by the change in the browser address line from “http://” to “https://” and by the lock symbol in your browser bar. If SSL encryption is activated, the data you transmit to us cannot be read by third parties.

Association Infrastructure

We process data within the framework of business relationships with suppliers and other providers of services necessary to maintain the infrastructure required for the association’s activities (e.g., landlords, insurance providers, electricity and water supply, telecommunications). For this purpose we record names, address and contact data of contractual partners or responsible contact persons as well as billing- and contract-related data.

Legal basis for processing: Performance of a contractual relationship (Art. 6(1)(b) GDPR) and statutory retention requirements under tax law (Art. 6(1)(c) GDPR).

Storage duration: We store the data for the legally required retention period of 7 years and beyond that until the conclusion of any legal dispute or ongoing warranty or guarantee periods. In the case of existing contracts, contract data will be retained at least until the end of the contractual period.

Members and Association Administration

Membership Administration

Members provide ÖGWG with personal data required for the administration of their membership and the handling of related matters. Depending on the type of membership, the categories of data collected may vary.

In any case, basic and contact data are collected. Depending on the type of membership or activity, additional information may include:

  • education and professional activity

  • specializations in psychotherapy

  • location and contact details of an existing psychotherapy practice

  • information about teaching activities

  • information regarding membership fees

Photos are processed only if members voluntarily submit them or upload them themselves in the members’ area of the ÖGWG website.

Website with Publicly Accessible Therapist Register

To promote person-centered psychotherapy, ÖGWG operates a website with a publicly accessible register of person-centered psychotherapists who are members of the association. In addition to psychotherapists who have fully completed their training, psychotherapists in training under supervision are also listed, with the corresponding status indicated.

ÖGWG only displays the name and the designation “psychotherapist” or “psychotherapist in training under supervision.” Additional information is shown only if members themselves enter this data in the internal members’ section of the website.

If members assume specific roles within the association, their name and function may be mentioned on the website. With the consent of the person concerned, a photograph may also be displayed.

Information Service

In order to fulfill the purpose defined in the statutes, members are informed via email about the association’s activities and services. The association may also inform members about third-party offers relevant to their psychotherapy training or professional activity (e.g., continuing education, conferences, internships, or relevant scientific studies).

Members receive the ÖGWG association journal “Zentriert” as well as the professional magazine “PERSON.” For the distribution of these journals, address data may be transmitted to a service provider commissioned with shipping.

Legal basis: Performance of the contractual relationship arising from membership (Art. 6(1)(b) GDPR) and statutory retention obligations (Art. 6(1)(c) GDPR).
Processing of photos provided by members or data entered in optional fields on the website is based on consent (Art. 6(1)(a) GDPR).
Internal documentation of the association’s history is based on the legitimate interest of the association (Art. 6(1)(f) GDPR).

Storage duration: Data is generally stored internally for 10 years after a member leaves the association and then deleted. Data in the publicly accessible therapist register is deleted upon termination of membership. If members held functions relevant for documenting the association’s history, the relevant data may be stored internally for the duration of the association’s existence. Articles published in the journal “Zentriert” are stored permanently and may remain publicly accessible on the ÖGWG website.

Training Programs, Continuing Education, Conferences and Conventions

Data is processed for the organization and implementation of the Propädeutikum, the person-centered specialized training program (Fachspezifikum), other person-centered training and continuing education programs, as well as conferences and conventions.

This includes in particular:

  • administration of registrations

  • booking of venues

  • verification of admission requirements

  • ongoing participant support

  • issuing certificates of participation or diplomas

  • processing related accounting transactions

Participants

  • basic and contact data

  • information on education and professional activity

  • documents verifying admission requirements

  • information about participation in seminars and courses

  • information about leave of absence or re-entry

  • information about completion of training

  • billing data

Lecturers / Teachers

  • basic and contact data

  • information on education and professional activity

  • address and contact details of a psychotherapy practice

  • teaching authorization information

  • lecture details

  • billing data

Data Transfers

The ÖGWG person-centered specialized training program (for programs starting until 30 June 2023) is offered in cooperation with the University for Continuing Education Krems and the Paris Lodron University Salzburg. Required participant and lecturer data are transmitted to the respective university.

Contact details may also be shared between participants and lecturers where necessary for organizing the event.

Due to legal obligations, ÖGWG must transmit data of teaching staff to the Austrian Federal Ministry responsible for health.

Legal basis:
Performance of a contract (Art. 6(1)(b) GDPR),
statutory retention obligations (Art. 6(1)(c) GDPR),
legitimate interest in documentation of the association’s and training history (Art. 6(1)(f) GDPR).

Photos and Video Recordings at Conferences and Events

Photographs may be taken during conferences and events for documentation purposes. Participants or lecturers may be visible in these photographs. The association may publish them in its publications or on its website.

If online participation is offered, lectures may be filmed and streamed online. Recordings may also be made available to a defined group of participants after the event. Although the primary focus is on the lecturer, it cannot be excluded that participants may appear in the recordings (for example when asking questions).

Legal basis: Legitimate interest (Art. 6(1)(f) GDPR) in public relations, presentation of association activities, and enabling online participation.

Storage duration: If photographs are published in print media, deletion may not be possible. Video recordings may be accessible during the event and afterwards for a defined group of participants.

Use of Rooms and Other Paid Services

Administration of all processes related to the paid use of ÖGWG rooms and other paid services offered to members. This includes booking reservations and issuing invoices as well as related accounting processes.

The following data is recorded:

  • name

  • address

  • service used

  • billing data

Legal basis: Performance of a contractual relationship (Art. 6(1)(b) GDPR) and statutory retention requirements (Art. 6(1)(c) GDPR).

Storage duration: Data is stored for the legally required retention period of 7 years.

Your Rights

You generally have the right to:

  • access

  • rectification

  • erasure

  • restriction of processing

  • data portability

  • objection

To exercise these rights, please contact us.

If you believe that the processing of your data violates data protection law or that your rights have otherwise been infringed, you may lodge a complaint with the data protection authority.

You can reach us at office@oegwg.at or by mail at:

ÖGWG
Altstadt 13
4020 Linz
Austria

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