Privacy Notice

The College of Integrated Chinese Medicine (CICM) recognises that your personal privacy and the security of your personal information is extremely important. Our privacy policy explains what we do with your information and the measures we take to keep it secure. The policy also details where and how we may collect your personal information, as well as your personal rights in terms of the information we hold.

The College of Integrated Chinese Medicine Limited is the controller of personal information. The processing of personal data is regulated by the General Data Protection Regulation (GDPR).

The policy is applicable to students, prospective students, employees, prospective employees, patients and visitors and faculty members who attend our College, visit our website and social media pages or contact CICM by other means.

What information do we collect about you?

CICM is a specialist College interacting with multiple stakeholders, the information we collect is relevant to your interaction with the College, as outlined below:

  1. When you make a general enquiry, register to attend an event, register an interest in studying at CICM

  2. When you apply for a course or enrol and become a student

    For full details of how we will collect, store, and use your personal information please see our Student and Prospective Student Privacy Notice here
  1. If you are a supporter or an alumni of the College: please see our Supporter & Alumni Privacy Policy here

  2. When you apply for a job with CICM: We collect personal information in connection with your application for work with us. For full details of how we will collect, store, and use your personal information please see our Job Applicant Privacy Notice here

  3. When you visit our website: Our website uses cookies in order to improve your user experience by enabling our website to ‘remember’ you, either for the duration of your visit or for repeat visits. Cookies allow the collection of standard internet log information and visitor behaviour information such as the areas of the website you click on and how long you spend on each page. We collect this information under GDPR Article 6f (Legitimate Interests) to personalise your online experience, track visitor usage and compile statistical analysis on website activity. Please see our Cookie Policy here.

  4. If you visit/attend the College: We may capture your image on our CCTV systems under GDPR Article 6f (Legitimate Interests) to ensure the safeguarding of our students, staff and visitors, and for the protection of our buildings, estate and assets. If you are a visitor, we will also collect your name, company (if applicable) and car registration number when you arrive on site, under GDPR Article 6f (Legitimate interests), to ensure the safeguarding of our students, staff and visitors and for the protection of our buildings, estate and assets.

  5. If you are a patient. Please refer to our Patient Privacy Policy here
How will we use the information we collect?

We collect and process your personal data to:

  • Meet our statutory obligations as a further education college
  • Process application or enrolment forms you’ve submitted for a course
  • Help answer your questions and solve any issues you have and reply to any enquiries you have made with us about our courses, products, facilities and services
  • Effectively manage your learning, including monitoring and reporting on your progress and attendance, providing pastoral care, registering with awarding bodies, and administering learning loans
  • Administer attendance in relation to any events you have booked on to
  • Send you communications which you have requested and that may be of interest in relation to courses and services, along with general news and events
  • Seek your views, comments and feedback on our courses, services and events and notify you of changes
  • Improve our website by monitoring how you use it, personalising your experience, including remarketing activities
  • Conduct market research, examining trends, or assisting us in the development of courses, events and experience
  • For statistical analysis
  • Ensure the safety of our students, staff patients and visitors, and the protection of our buildings and assets
  • Process application forms you’ve submitted for a job vacancy.

Where we process other special categories of personal data, such as information about age, gender, ethnic origin, disability, or health, this is done for the purposes of equal opportunities monitoring and to monitor our service provision to improve our services to specific groups. We also use the data to ensure that we provide each student with a tailored so we can personalise the provision to each student to provide them with the best possible opportunities to succeed.

We know that you’re trusting us with your information, so we will not sell, licence or trade or share your information for marketing purposes with companies outside CICM.

How do we collect information from you?

Most of the information we collect is provided by you via online forms on our websites, application forms, enrolment forms, over the telephone or face-to-face. However some information such as previous qualifications, or special needs, may be collected from other organisations such as Local Education Authority, or your previous school or previous employers.

What if I do not provide the personal information you require?

If you choose not to provide the data required to meet legal obligations, we will not be able to enrol you as a student. If you do not provide the other information we request, for example whether you have a learning difficulty or disability, it may result in us being unable to provide tailored advice/support plan, and our usually high standards of service

Where do we store your personal information?

Your personal information is stored securely in a range of different places, including student information and recruitment management systems, on electronic documents within a secure network and on paper, stored in secure places and with restricted access by only those authorised. Data files containing your personal information may be backed up onto tape, flash or hard disk media for archive and disaster recovery purposes.

Who has access to your personal information?

Your information may be shared within CICM including with any CICM staff who need the data to provide services to students. This will include special categories of data, where appropriate.

The College will only share your data with third parties where there is a legal obligation to do so. Your information may be shared with third parties for education, training, employment and well-being related purposes, including for research. This will only take place where the law allows it, and the sharing is in compliance with data protection legislation. Where CICM engages non-statutory third parties to process personal data on its behalf, we require them to do so on the basis of written instructions, are under a duty of confidentiality and they are obliged to implement appropriate technical and organisational measures to ensure the security of data.

International transfers of your personal data: From time to time we may transfer your personal information to our service providers based outside of the EEA for the purposes described in this Privacy Policy. If we do this your personal information will continue to be subject to one or more appropriate safeguards set out in the law. These might be the use of model contracts in a form approved by regulators, or having our suppliers sign up to an independent privacy scheme approved by regulators and the Information Commissioners Office (ICO).

How do we protect your personal information?

CICM takes the security of your personal information very seriously. We have policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees or staff faculty in the performance of their duties.

How long do we keep hold of your information?

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations. Other data will be held as long as is necessary to fulfil our duty as a college and/or to undertake relevant activity.

From time to time, we would like to tell you about our products and services, events and College news we think you might be interested in. We will do this by post and, where you have consented to us doing so, we may also do this by email, text message or telephone. We will not send you marketing messages if you tell us not to.

Our websites may contain links to other websites. This Privacy Statement only applies to this website so when you link to other websites you should read their own privacy statements.

When using one of our websites, you may be able to share information through social networks like Facebook and Twitter. For example when you ‘like’ or ‘share’ a news story. When doing this your personal information may be visible to the providers of those social networks, their other users and/or CICM. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts, so you are comfortable with how your information is used and shared on them.

You can engage with us on social media through one of our official social media pages. To participate in these you will need to like our page and can opt-out at any time.

Your rights

You have the right to:

  • Access and obtain a copy of your data on request, sometimes referred to as a “subject access request”
  • Require the organisation to change incorrect or incomplete data;
  • Require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the stated purposes of processing
  • Object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing. The college will only use “legitimate interests” as grounds for processing in a very few situations.

If you would like to exercise any of these rights, please contact us as set out below.

Contact us

If you have any queries about this privacy notice or how we process your personal data, you can contact our Data Protection Officer by:

Email: Telephone: +44 (0) 1189508889

Post: Data Protection Officer, The College of Chinese Integrated Medicine 19 Castle Street • Reading • RG1 7SB

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner and you can find out more about your rights under data protection legislation from the Information Commissioner's Office website available at:

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