Privacy Notice, Codes of Ethics and Legal Documents

NAOS-Institute PRIVACY NOTICE (20thMay 2018)

NAOS keeps minimal data about you when you are only on our mailing list. We don’t store telephone numbers or any other personal information. We make sure that you can choose to unsubscribe from this list any time you want.

NAOS keeps your Personal Data on file whilst you are studying with us and, subject to your consent, also for a period of time post graduation.

New regulations dictate that every organisation holding such data must appoint Data Controllers who are the people responsible for its correct use. You are free to contact either appointed DC at any time to discuss any issues of concern you may have.

New regulations dictate that every organisation holding such data must appoint Data Controllers who are the people responsible for its correct use. You are free to contact either appointed DC at any time to discuss any issues of concern you may have.

The document is ‘dynamic’ in the sense that updates are inevitable as good practice evolves.

We have decided it is important to distinguish between sensitive and non-sensitive data. If you feel that our interpretation of non-sensitive data headings is too wide, you are free to contact our data controller to discuss this. We would not knowingly share the sensitive data with anyone without your written consent (this could include an email confirmation).

Sensitive datawould include: Gender identification, ethnicity, disabilities, sexual orientation etc.

Jaap Westerbos. Contact: jaap@naos-institute –  3 Montpelier Avenue, London W5 2XP

The data we hold has been obtained purely from your own submitted course application or enquiry forms. While you are studying, we keep e-records of

Email Addresses
Telephone numbers
Date of Birth
Course payment details
Status (current or graduate)

You will have had the option to opt in to email addresses being kept and for this to be a standard means of contact.

Alternatively, you can contact a Data Controller at any time to effect this or to address other queries about your data.

We need addresses and telephone contacts in the event of unforeseen circumstances such as change of venue, indisposition of teaching staff causing cancellation or alterations to the schedule etc.

We are obliged to issue students quarterly VAT receipts of any payments made and while this is often done by personal hand-out in hard copy, sometimes it is necessary to post or (where appropriate) email these.

It is possible that our records will be examined from time to time by VAT inspectors who will then have access to your non-sensitive data, for example, through VAT invoicing records.

Any sensitive data is gathered purely to help us enhance your learning and development experience on the course and for us more fully to be prepared for any special needs that might be required to assist your satisfactory progress on the course.

We are obliged annually to supply the accrediting bodies (if any) with some of the details you have provided us. This takes the form of

First Name
Second Name
Date of Birth
Home Address
Start date

We like to keep alumnidetails for the purpose of providing further guidance about events that might be of interest and also because we occasionally seek testimonials for promotional documentation (e.g. web-site). We annually invite alumnito opt in to this arrangement, otherwise all sensitive data is removed within a period of 3 years from graduation. (it is customary to keep records for this period in case of queries that might arise post graduation). Likewise, the original application forms are shredded at the end of this period.

Data Controllers keep non-sensitive data on their password and firewall protected computers.
Only the NAOS Directors have access to the sensitive data.

This is separate to any data which you give to your placement provider, supervisor etc. Essays, grades, supervisor reports and your Fitness to Practice reports are kept until graduation.

VAT regulations require the non-sensitive data to be archived for 6 years post-invoice. This is done on a stand-alone computer with no internet connection.

No sensitive data is kept on a computer, it being purely in the paper form of the application you submitted which gets shredded as described above.

If you feel data use has been violated, you have a right to complain to the Data Controller. At all times, you also have a right to complain to the Information Commissioner’s Office, ( if you think there is a more serious problem with the way we are handling your data.

Codes of ethics we adhere to in our work

BACP’s Ethical Framework

COSRT’s Code of Ethics and Principles of Good Practice

AHPP’s Code of Ethics

AC’s Code of Ethics and Good Coaching Practice

UKCP’s Ethical Principles and Code of Professional Conduct

One Spirit Interfaith Foundation’s Code of Ethics

UPCA’s code of ethics


  • Coaching Contracts
  • Supervision Contracts
  • Training / Student Contracts
  • Therapy Contracts
  • Tutor Contracts

Other legal documents

  • Proof of insurance
  • Registration of Naos Education Ltd