privacy policy

European Psychological Society (EPS) | www.eupsy.eu

Last revised: 27 October 2026

This Privacy Policy explains how the European Psychological Society (EPS) handles personal data through eupsy.eu, including applications for free membership, contact and newsletter facilities, and registrations for events and educational activities. Membership applications are open and require detailed information to assess eligibility. This policy does not make website use conditional on consent to data processing.

1. Who we are and how to contact us

Controller: European Psychological Society (EPS), an unincorporated non-profit association based in the United Kingdom. Postal address: 1 Fore Street Avenue, London EC2Y 9DT, United Kingdom. Email: mail@eupsy.eu. Telephone: +44 2045 770 008. Website: https://www.eupsy.eu.

Privacy contact and person responsible for handling rights requests and data protection complaints: Noah Taylor Williams (United Kingdom), reachable at mail@eupsy.eu. Please include “Data protection” in your email subject line where possible. Noah is identified here as the privacy contact, not as an EU-established Article 27 representative or a formally appointed statutory Data Protection Officer.

EPS has not appointed an EU/EEA-based representative under Article 27 of the EU GDPR. Noah Taylor Williams is EPS's UK-based privacy contact and is not an Article 27 representative. Individuals and supervisory authorities may contact EPS using the details above. EPS will assess whether the EU GDPR applies to its activities under Article 3(2) and whether the limited Article 27(2) exemption applies. If EPS is legally required to appoint a representative, it must make that appointment and publish the representative's details; a UK-based privacy contact cannot fulfil that requirement.

2. When this notice applies

This notice applies to visitors to eupsy.eu; applicants for and members of EPS; people who contact EPS; newsletter subscribers; people registering for EPS events, webinars or educational programmes via Wix; EPS officers and volunteers where relevant; and individuals who otherwise communicate with the Society. EPS does not currently operate a public psychologist register or conduct research involving participants’ personal information.

3. The data we handle

Identity and contact information: name, title, email address, telephone number, postal address, location and organisational affiliation.
Membership, academic and professional information: membership application and status; educational background; academic degrees, professional qualifications and credentials; training and professional experience; institutional or employer affiliation; specialisations and professional activities; eligibility statements; supporting documents and evidence submitted for membership assessment; and related application correspondence. The exact information requested, including required fields, is shown in the membership application form. EPS collects detailed information necessary to evaluate applications for free membership; the categories listed here apply where relevant to the particular application.
Website and technical data: IP address, browser and device details, access times, referring pages, requested pages, security logs and cookie identifiers where relevant.
Communications, newsletter and events: enquiries and correspondence, form submissions, newsletter subscription and preference records, Wix event or webinar registration information, participation administration, and feedback.
EPS membership is free. EPS does not charge membership application or membership fees and does not collect payment details for that purpose. If EPS introduces paid services, events, donations or paid memberships, it will update this notice before commencing new payment-related processing, including identifying relevant payment providers where required.
EPS does not intentionally collect health, disability or other special-category data through its ordinary website forms. Please do not send sensitive information unless it is necessary for a specific request. If such information is received incidentally, EPS will assess whether it is necessary and lawful to retain and process it, and otherwise delete it appropriately.

We ordinarily obtain information directly from you when you apply for membership through Wix, complete other Wix forms, register for events, subscribe to the newsletter, or contact us. Technical information is collected when you access the site. Where EPS independently obtains qualification or professional information from universities, employers or other third parties, it will provide the applicable Article 14 information unless a legal exception applies. Any such verification must be relevant, necessary and appropriately documented.

4. Purposes and lawful bases

The principal activities and their lawful bases are set out below. For membership applications, EPS processes information to take steps at an applicant’s request before entering a membership relationship and to administer membership where an agreement is formed (Article 6(1)(b)); any verification or integrity checks not necessary for that relationship require a separately assessed basis, such as legitimate interests (Article 6(1)(f)). Consent for optional marketing and non-essential cookies, where required, is separate from membership processing.

Purpose / activity

Applicable legal basis

Answer enquiries

Legitimate interests in responding to ordinary enquiries; steps requested before an agreement where applicable.

Handle contact forms and academic/professional enquiries other than membership applications

Article 6(1)(f): legitimate interests in responding to enquiries; Article 6(1)(b) where steps are requested before an agreement.

Assess applications for free EPS membership and administer membership

Article 6(1)(b): steps requested before entering a membership agreement and performance of the resulting membership relationship. Additional checks outside contractual necessity require a separately assessed lawful basis, such as Article 6(1)(f), where justified.

Provide Wix-registered events and educational activities

Contract/pre-contractual steps where registration creates an agreement; otherwise assessed legitimate interests for voluntary event administration.

Send Wix Email Marketing newsletters

Consent where required under electronic marketing rules; subscription and withdrawal records are retained to administer preferences.

Maintain essential website operation and security

Legitimate interests in maintaining site security and integrity; strictly necessary cookies rely on relevant ePrivacy exemptions where applicable.

Use Wix Analytics and Google Analytics

Legitimate interests may apply to personal-data processing subject to balancing; consent for non-essential storage/access where required by cookie/ePrivacy laws.

Meet applicable statutory record-keeping obligations

Legal obligation where the specific law applies.

Respond to data protection rights requests and complaints

Legal obligation for statutory rights and complaint-handling duties; legitimate interests for related necessary administration.

Protect legal rights and resolve disputes

Legitimate interests in resolving disputes and establishing, exercising or defending legal claims, subject to applicable conditions.

Administer officers, volunteers and collaborations

Contract where a relevant agreement is necessary; otherwise assessed legitimate interests.

Where legitimate interests apply, EPS balances its organisational needs against individuals’ rights and expectations. Where consent is used, you may withdraw it at any time without affecting earlier lawful processing. We will disclose a specific legal obligation when one is relied on.

5. Information required to provide services

The membership application requires detailed personal, academic and professional information and may require supporting documents to assess eligibility. Mandatory fields should be clearly indicated on the Wix form. If an applicant does not provide information necessary to establish eligibility, EPS may be unable to assess or approve the application. EPS requests only the information necessary for each membership category and purpose. Event registrants may separately be asked for contact and registration details.

6. Membership administration and professional verification

EPS accepts applications for membership through its Wix website form. Membership is free, but applicants must provide detailed information to demonstrate their eligibility. Depending on the relevant membership category and the form’s requirements, EPS assesses identity and contact details, educational history and qualifications, professional credentials, experience, professional activities, affiliations, and supporting documentary evidence. EPS uses these records to assess eligibility, request clarification, communicate the outcome, admit successful applicants, maintain membership status and records, and administer ongoing membership. Applications and supporting documents are accessible only to authorised persons involved in administration and verification. Any checks against third parties are limited to what is necessary and lawful; where information is obtained from third parties, the required transparency information will be supplied. EPS does not publish application records or supporting documents in a public directory. Application and membership records are retained in line with the criteria set out in section 13 and applicable legal obligations.

7. Professional directories, registers and public profiles

EPS does not currently operate a public directory, quality register or public professional listing. It does not publish the academic and professional information submitted via forms as a public register. If a directory is launched in future, EPS will provide a specific publication notice and appropriate choices and safeguards before personal details are made public.

8. Newsletters and direct marketing

EPS uses Wix Email Marketing to send optional newsletters and updates about society activities, events, educational opportunities and related professional information. Where electronic marketing requires consent, EPS obtains it before sending messages and maintains records of subscription choices. You can unsubscribe using the link in a newsletter or by emailing mail@eupsy.eu. Essential correspondence about an event registration or your enquiry is not dependent on newsletter consent.

9. Website technology, cookies and embedded services

EPS uses Wix to operate its website, Wix Analytics and Google Analytics for website measurement, and the Wix cookie consent banner to manage visitor preferences. EPS confirms that the banner controls cookies used on the website, including analytics cookies. These services may process online identifiers, page interactions, device and browser information and usage statistics. Google Analytics may involve Google and its affiliates as recipients. Information about the cookies in use, including their purposes, providers and durations, is provided through the website's cookie settings or cookie notice, subject to verification against the actual configuration.

The Wix cookie consent banner is configured to control cookies on the website. Where consent is required under UK PECR or applicable EU/EEA ePrivacy rules, non-essential cookies and comparable technologies, including Google Analytics cookies, are not to be set or read until consent has been given. Visitors can reject non-essential categories and change or withdraw their preferences through the Wix cookie settings mechanism. Strictly necessary cookies may operate without consent where the law allows. This description reflects EPS's stated configuration; the technical implementation should be periodically tested.

EPS uses Wix for site delivery. Wix states that Google Fonts selected through its standard editor are served locally through Wix infrastructure; custom code, embedded content or third-party integrations may behave differently. This statement should be rechecked against the actual website configuration.

10. Hosting and service providers

EPS uses Wix to operate the website and receive membership applications and event registrations, Wix Email Marketing to administer newsletters, Wix Analytics and Google Analytics for website measurement, and Google Workspace (including Gmail and Google Drive) and Microsoft 365 (including Outlook and OneDrive) for organisational communications and document storage. Membership applications, professional credentials and supporting documents may be handled through these systems by authorised EPS personnel. Providers process information according to their respective roles and applicable data-protection arrangements. EPS does not collect membership fees.

11. Sharing and disclosure

EPS does not sell personal information. It shares information only where necessary with authorised EPS officers or volunteers, Wix, Google, Microsoft and their relevant sub-processors, and with lawful recipients such as professional advisers or authorities where justified. The information shared depends on the service used. EPS does not operate a public psychologist register.

12. International transfers

EPS is UK-based. Its services include Wix, Google Workspace, Google Analytics and Microsoft 365, whose infrastructure and support arrangements may involve processing outside the UK or European Economic Area. Where international transfers are restricted under applicable UK or EU rules, EPS relies on the relevant adequacy arrangement or appropriate contractual safeguards (such as approved standard clauses or the UK Addendum/International Data Transfer Agreement), as applicable to the actual transfer. You may request information about the safeguards relevant to your data at mail@eupsy.eu. The particular countries and transfer mechanisms must be confirmed from the relevant provider arrangements.

13. How long we keep information

EPS generally retains personal data for the duration of a relevant active relationship, including while an application is assessed and, for successful applicants, during their membership. It deletes information when no longer needed for its stated purpose, subject to legal retention duties, complaint handling and the establishment, exercise or defence of legal claims. For unsuccessful or withdrawn applications, EPS retains records only for the period needed to close the application, address appropriate follow-up matters and comply with applicable legal requirements; supporting evidence should be deleted sooner when no longer needed. Membership information and any submitted credentials are reviewed for continuing necessity. Newsletter contact information is removed from active marketing lists on unsubscribe, subject to limited suppression records. Website analytics and cookie data follow configured retention settings. EPS maintains internal retention and deletion procedures; details of applicable category-specific retention criteria can be requested from mail@eupsy.eu.

14. Security and personal data incidents

EPS has written internal procedures for information security and personal-data breaches. Given the detailed information requested from membership applicants, access to application files, professional credentials and supporting evidence is restricted to authorised persons with a need to assess or administer membership. Appropriate account security, confidentiality, access controls and protections apply to information stored using Wix, Google Workspace and Microsoft 365. Breaches are assessed and, where legally required, reported to the relevant supervisory authority and affected people. No system guarantees absolute security.

15. Sensitive information, complaints and research

EPS does not intentionally collect sensitive health or disability information in its routine website activities, and it does not currently conduct scientific studies involving participants’ personal data. If sensitive information is supplied unexpectedly, EPS assesses whether processing is necessary and identifies both an Article 6 legal basis and an Article 9 condition before retaining it; unnecessary data is deleted as appropriate.

If EPS undertakes a separate activity involving complaints about professional conduct or research with personal data in future, that activity will be assessed separately and accompanied by additional privacy information where required. EPS currently has no public professional register.

16. Your rights

Depending on the applicable law and conditions, you may request access, correction, deletion, restriction, portability, and withdrawal of consent; object to processing based on legitimate interests; and exercise rights concerning qualifying solely automated decisions. You have an unconditional right to object to processing for direct marketing. You may contact mail@eupsy.eu. We may reasonably verify identity and normally respond without undue delay and within one month, subject to lawful extensions and exemptions. Rights requests are generally free unless applicable law permits a charge in limited circumstances.

17. Automated decisions and profiling

EPS does not currently use solely automated decision-making producing legal or similarly significant effects. Google Analytics may generate aggregated website measurement reports; those reports are not used to make such decisions about visitors. If material automated decision-making is introduced, EPS will provide the relevant notices and safeguards.

18. Children and young people

The website and membership services are principally intended for adults and people participating in higher education or professional activities. Where an applicant or participant is under the relevant legal age, EPS assesses any additional safeguards and consent or authorisation requirements applicable to the service. If you believe a child’s data has been collected improperly, contact us.

19. External sites

Our website may link to external organisations, publications, universities or embedded services. Independent operators have their own data practices. Please review their notices when using those services. Where an embedded service operates on our pages and processes visitor data, EPS must provide the appropriate information and consent controls.

20. Data protection complaints to EPS

To make a data protection complaint or request access, correction or deletion of your personal data, email mail@eupsy.eu. Noah Taylor Williams handles these requests and complaints. EPS has documented privacy and breach procedures. EPS will acknowledge data protection complaints within 30 days, investigate without undue delay, provide appropriate progress updates, and communicate the outcome without undue delay. For individual data protection rights requests, the applicable response deadline is ordinarily one month, subject to lawful extensions or exemptions.

21. Complaints to a regulator

You may complain to the UK Information Commissioner’s Office (ICO), www.ico.org.uk, telephone +44 303 123 1113. Where the EU GDPR applies, you may also have the right to complain to a competent EU/EEA supervisory authority, particularly in the state of your habitual residence, workplace or alleged infringement. You do not have to contact EPS first as a condition of submitting a regulatory complaint.

22. Changes to this policy

EPS may update this notice when its operations, systems or legal requirements change. The current version and its revision date will be made available at www.eupsy.eu. Where a material change requires additional notice or renewed consent, EPS will provide it as appropriate.

23. Contact information

European Psychological Society (EPS) — unincorporated non-profit association
Privacy contact: Noah Taylor Williams (United Kingdom)
1 Fore Street Avenue, London EC2Y 9DT, United Kingdom
Email: mail@eupsy.eu | Telephone: +44 2045 770 008 | Website: https://www.eupsy.eu