Data Processing & Data Storage Policy

THE TRAUMA REGULATION BOARD

1. Introduction

This policy explains how TRB collects, stores, and uses personal data submitted through our online application forms, membership systems, and public directory. It supplements our main Privacy Policy and provides specific information about how data is processed within our Softr‑based platform. 

By submitting an application or creating a member profile, you agree to the processing of your data as outlined below. 

2. Who We Are

TRB is the data controller for all personal data collected through our website, application forms, and membership systems. As the data controller, TRB determines what data is collected, why it is collected, and how it is used. 

If you have any questions about this policy, you can contact us at: 

[email protected]

3. How Your Data Is Collected

We collect data when you: 

  • Submit an application 

  • Provide evidence of training or experience 

  • Upload documents 

  • Create or update your member profile 

  • Request changes to your public directory listing 

All data is submitted voluntarily by you. 

4. What Data We Collect

We collect the following categories of data:

4.1 Personal and Contact Information

  • Name 

  • Email address 

  • Phone number (if provided) 

  • Location 

4.2 Professional Information

  • Job title 

  • Organisation 

  • Qualifications 

  • Training history 

  • CPD evidence 

  • Services offered 

  • Specialities 

4.3 Application and Evaluation Data

  • Responses to trauma‑awareness application questions 

  • Reflective answers 

  • Scenario responses 

  • Uploaded documents (e.g., certificates) 

  • Internal evaluation notes and decisions (not published) 

4.4 Public Directory Information

If your application is approved, the following information may appear on your public profile: 

  • Name 

  • Profile picture 

  • Contact details (only those you choose to make public) 

  • Website 

  • LinkedIn (optional) 

  • Location 

  • Availability type (e.g., online, in‑person) 

  • Services offered 

  • Specialities 

  • Bio 

  • Tier level 

You control which optional fields appear publicly. 

5. How Your Data Is Stored

All data is stored securely within Softr Databases, hosted on Softr’s cloud infrastructure.

Softr acts as a data processor on our behalf and provides: 

  • Encrypted data storage 

  • Secure authentication 

  • Role‑based access 

  • Regular security monitoring 

TRB restricts access to authorised personnel only. 

For details of Softr’s privacy and security practices, see their Privacy Policy

6. How Your Data Is Used

We use your data to: 

  • Assess your application 

  • Verify training and experience 

  • Determine your trauma‑awareness tier 

  • Create and maintain your member profile 

  • Publish your chosen information on the public directory 

  • Communicate with you about your membership 

We do not sell your data or use it for marketing without your consent. 

7. Legal Basis for Processing

We process your data under the following GDPR bases: 

  • Contractual necessity – to assess your application and provide membership services 

  • Legitimate interest – to maintain a professional directory and uphold standards 

  • Consent – for publishing optional profile information and receiving communications 

Where you voluntarily disclose sensitive information, we process it under explicit consent and legitimate safeguarding interest. 

8. Data Retention 

We retain data only for as long as necessary for membership, audit, and safeguarding purposes

  • Approved members: data is kept for the duration of membership 

  • Public profiles: remain visible only while membership is active 

  • Rejected applications: retained for a limited period before deletion 

  • Uploaded documents and evaluation notes: retained for audit and safeguarding purposes 

Full retention periods are available on request. 

9. Your Rights 

Under GDPR, you have the right to: 

  • Access your data 

  • Correct inaccurate information 

  • Request deletion 

  • Withdraw consent 

  • Request a copy of your data 

  • Object to certain types of processing 

To exercise your rights, contact us at [email protected]

10. Data Sharing 

We do not sell or share your data with third parties. 

We may use GDPR‑compliant service providers such as: 

  • Softr (platform and database hosting) 

  • Email or communication tools 

  • Payment processors (if applicable) 

These providers act only on our instructions. 

11. Security 

We take data protection seriously and implement: 

  • Role‑based access controls 

  • Secure authentication 

  • Encrypted storage (provided by Softr) 

  • Regular access reviews 

  • Confidentiality obligations for authorised personnel 

12. Changes to This Policy 

We may update this policy from time to time. Any changes will be published on this page with an updated revision date. 

Company Registration Number: 10951929

Website: https://thetraumaregulationboard.org

Updated: 27-03-2026

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