Privacy Policy
Effective Date: June 1, 2026
Welcome to the Northern Doctoral Training Network for Sport and Exercise Psychology (NDTN-SEP) (https://www.ndtn-sep.co.uk/). This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit our website, submit enquiries, or sign up for sessions.
The website and its operations are managed by Andrew Hill, based at York St John University. For the purposes of data protection law, York St John University acts as the institutional Data Controller for the personal data you provide, with Andrew Hill acting as the primary administrator. We are committed to protecting your privacy in full compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are & Contact Details
If you have any questions about this privacy policy, your data rights, or how your information is handled, you can contact us at:
● Contact Name: Andrew Hill (NDTN SEP)
● Email: a.hill@yorksj.ac.uk
● Website Contact Form: https://www.ndtn-sep.co.uk/
● Institutional Controller Address: York St John University, Lord Mayor's Walk, York, YO31 7EX
2. Information We Collect
We practise strict data minimisation, meaning we only request and retain the minimum amount of personal data required to interact with you and manage session logistics.
● Information You Provide: We collect your Name, your Email Address, and any additional context or details you voluntarily include when filling out our website contact forms, registering for network sessions, or emailing us directly.
● Information Collected Automatically: Because this website is hosted on the Wix.com platform, certain technical information is collected automatically when you browse the site. This includes your IP address, device type, operating system, internet browser type, language settings, and generic usage/click-stream data regarding how you interact with the pages.
3. Lawful Basis for Processing
Under the UK GDPR, we must have a valid lawful basis to handle your information. We process your data under the following grounds:
● Legitimate Interests: When you contact us via the website, we process your data under the lawful basis of Legitimate Interests to directly address your enquiries and manage session registrations.
● Public Task / Performance of an Educational Function: As an academic and research initiative supported by York St John University, certain communications and session administration activities are processed to support the delivery of higher education, academic development, and research collaboration.
4. How We Use and Share Your Information
● Purpose of Processing: We use your details strictly to respond to specific enquiries or to facilitate and coordinate the sessions you have explicitly signed up for. Your data will never be used for generic marketing, newsletter distribution, or unauthorised third-party communication.
● Automated Processing: We do not use your personal data for any automated decision-making or profiling.
● Service Providers & Sub-Processors (Wix.com): We do not sell, rent, or lease your data. Your data is only shared with our infrastructure provider, Wix.com, which hosts our website, databases, and core application tools. Wix acts strictly as a Data Processor on our behalf. A formal Data Processing Agreement (DPA) is in place with Wix in compliance with Article 28 of the UK GDPR, ensuring they are legally bound to protect your data to the highest standard.
5. Data Retention (How Long We Keep Your Data)
We maintain a strict deletion schedule to ensure data is not held longer than necessary:
● 90-Day Deletion Schedule: To minimise our data footprint while ensuring adequate time to handle follow-up administrative queries, any contact form submissions, message contents, and session sign-up lists are permanently deleted within 90 days of the relevant enquiry being answered or the specific session concluding.
● Database & Inbox Purging: This deletion timeframe applies comprehensively: data is permanently deleted both from our institutional university email archives (a.hill@yorksj.ac.uk) and from the secure backend database hosted within our Wix account.
6. Where Your Data is Stored (International Transfers)
Our website is built and hosted on the Wix.com platform. Wix.com is a global infrastructure provider with secure data centres and servers located worldwide, including the United States, Ireland, South Korea, Taiwan, and Israel. Consequently, the personal data you submit via our website contact or sign-up forms will be transferred to and stored within Wix's secure global database infrastructure behind corporate firewalls.
Where data is transferred outside of the United Kingdom, Wix ensures it receives an equivalent level of protection in strict compliance with Chapter V of the UK GDPR. This is achieved by relying on official UK Adequacy Regulations for specific regions (such as the EEA and Israel) and utilising legally recognised transfer safeguards—including the UK International Data Transfer Agreement (IDTA) and the UK Addendum to the EU Standard Contractual Clauses (SCCs)—for transfers to all other international territories. For more information about how Wix stores and safeguards your data, you can review the official Wix Privacy Policy at https://www.wix.com/about/privacy.
7. Cookies and Tracking Technologies
We use the Usercentrics Consent Management Platform on our website to provide you with an explicit, legally compliant choice over your cookie preferences.
● Essential/Required Cookies: Wix deploys critical system and security cookies by default. These are necessary to protect the site against cyber threats, prevent fraudulent activities, and allow core page navigation to function. Because they are essential for security and site usability, they cannot be deactivated via our consent banner.
● Analytical/Functional Cookies: In line with UK legal exemptions for privacy-preserving statistics, Wix collects anonymised, aggregate background metadata (such as page visit history and scroll data) strictly to help us measure site performance and traffic patterns. You can easily object to or disable this tracking at any time using our Usercentrics banner.
● Managing Consent: Your choice is securely logged and remembered via the Usercentrics platform. You can change, customise, or withdraw your cookie consent preferences at any time by clicking the interactive privacy widget on our website, or by adjusting your web browser controls.
● Usercentrics Consent Logging: To securely manage and record your privacy preferences, we employ the Usercentrics Consent Management Platform. When you interact with our cookie banner, Usercentrics automatically processes your consent status, browser/device information, and an anonymous generated ID.
This data is processed under the lawful basis of Legal Obligation, as we are required by UK law to maintain an accurate, auditable log of user cookie choices.
8. Your Rights Under UK Law
Under the UK GDPR and the Data Protection Act 2018, you have a comprehensive set of rights regarding your data. Given our 90-day deletion policy, many of these rights are met automatically, but you maintain the legal right to request:
● The right of access: To request a copy of the personal data we hold about you.
● The right to rectification: To request that we correct any inaccurate or incomplete information.
● The right to erasure ("right to be forgotten"): To request that we delete your personal information immediately.
● The right to restrict processing: To ask us to temporarily freeze or halt the processing of your data.
● The right to data portability: To request that we transfer your structured data to another organisation or directly to you.
● The right to object: To object to us processing your data based on legitimate interests.
If you wish to make a formal rights request, please contact us at a.hill@yorksj.ac.uk. We have one calendar month to respond to your request free of charge.
9. How to Complain & Dispute Resolution
If you have any questions or concerns about how your data is handled, you have a formal right to lodge a complaint with us directly under UK law. Please email a.hill@yorksj.ac.uk with details of your concern. We will acknowledge your complaint promptly, investigate the matter thoroughly, and provide a formal response outlining our findings and any remedial actions within 30 days.
In accordance with UK data protection legislation, you should attempt to resolve data disputes with us directly before escalating the matter. If you remain dissatisfied with our final response or how your complaint was handled, you have the statutory right to lodge a formal complaint with the Information Commissioner’s Office (ICO), the independent UK supervisory authority responsible for enforcing data protection law.
● ICO Website: https://ico.org.uk/
● ICO Helpline: 0303 123 1113
10. Children's Privacy
Our website, network sessions, and administrative services are not directed to, targeted at, or intended for children under the age of 13. We do not knowingly collect, solicit, or maintain personal information from individuals under this age. If we become aware that a child under 13 has provided us with personal data via our contact forms or email, we operate in strict compliance with our data minimisation protocols to permanently delete that information from both our inbox archives and our Wix database immediately.
11. Policy Updates & Data Incidents
● Changes to This Privacy Policy: We may update this privacy policy from time to time to reflect modifications to our website features or changes in statutory data legislation. Any updates will be published directly to this page with a revised "Effective Date" posted at the top.
● Data Breach Notification: In the highly unlikely event of a security incident affecting your personal data, we operate in strict compliance with York St John University's data breach protocols. We are committed to notifying the Information Commissioner's Office (ICO) and affected individuals within 72 hours of becoming aware of a high-risk breach.