Privacy Notice
College Members & Website Users
Last updated: 14th October 2025
Introduction
The College of Medicine and Integrated Health (“the College”, “we”, “us”, “our”) is committed to protecting your privacy and complying with applicable data protection laws when:
- Applying to become a member of the College (“College Membership”),
- Participating in College educational databases,
- Using, visiting, or contacting us through our website.
This Privacy Notice explains what personal data the College collects from individuals who apply for and hold membership, register for College events, access our databases, visit our website, communicate with us via online forms or email, or subscribe to our newsletters or marketing communications (“you” / “your”).
As a knowledge-led organisation, the College places great importance on maintaining the confidentiality, integrity, and availability of the data we hold. We are committed to using appropriate technical and organisational measures to protect your personal data from unauthorised access, misuse, or disclosure, and to meeting all applicable data protection obligations.
We review and update this Privacy Notice periodically in line with changes in law, our operational practices, and the services we provide. When changes occur, we will update the “Last Updated” date above. We encourage you to review this Privacy Notice regularly to remain informed.
Personal Data We Collect When You Register as a Member or Use College Databases
The College of Medicine and Integrated Health exists to advance understanding, training, and collaboration across conventional, lifestyle, and integrative medicine disciplines. Membership enables access to educational resources, research collaboration, events, and a professional network promoting integrated healthcare practice.
When you apply for membership, we may collect, store, and process the following personal data:
- Name, title, and professional designation
- Email address and contact details (mobile, work phone, address)
- Current practice or organisation
- Payment or billing details for membership subscriptions
- Information you choose to share with us (e.g., credentials, or declaration of interest)
Upon joining the College and/or when participating or collaborating in events the College delivers or supports, we may also collect:
- Employer or organisational affiliation
- Base institution or hospital
- Email and other contact identifiers relevant to your membership record
When acting as an authorised collaborator we may also collect:
- Full name, professional title, contact details, and registration information
- Affiliated institution and relevant authorisations or appointments
Personal Data We Collect Through Our Website and Web Forms
When you contact us via our website, email (e.g., info@collegeofmedicine.org.uk) or through official College social media channels, we collect the information you provide, typically including:
- Name, title, and contact information
- Organisation and job title (where applicable)
- Topic of enquiry and message content
When you visit our website (https://collegeofmedicine.org.uk/), limited technical data may also be collected automatically through cookies. This may include:
- IP address and browser type
- Operating system details and geographic location (city/country)
- Pages visited, duration of visit, and technical performance data
This information does not typically identify you personally and is used solely to improve website performance, security, and user experience.
Cookies & Social Media Links
Cookies are small text files stored on your device that help us distinguish you from other users and improve functionality. We use:
- Strictly necessary cookies – to enable essential website functions and security.
- Performance and functionality cookies – to understand user preferences and improve navigation.
Our site may include social media links or embedded content that allow you to share information or engage with our content via third-party platforms (e.g., LinkedIn, X, Facebook). These services may collect your IP address or set cookies. Once you interact with these services, their own privacy policies will apply.
How We Use Your Personal Data
Personal data submitted to us will be used for the purposes outlined in this policy. We may use your information to:
- a) Administer and manage College membership records; b) Improve and personalise your membership experience; c) Enable access to member-exclusive services, resources, and events; d) Communicate important administrative updates (non-marketing); e) Send newsletters and marketing communications (where you have consented); f) Manage and respond to enquiries, feedback, or complaints; g) Verify identity and ensure security of our databases; h) Support research and training; i) Ensure compliance with College terms, conditions, and data protection obligations.
We will not provide your personal information to third parties for marketing without your explicit consent.
How We Use Your Data When You Make a Web Enquiry
We use your personal data to respond to your enquiry and, where you have opted in, to send you updates, research insights, and College news. You may unsubscribe from these communications at any time by emailing info@collegeofmedicine.org.uk.
Lawful Bases for Processing Your Personal Data
We process your personal data under one or more of the following lawful bases:
- Consent: You have given clear consent for a specific purpose.
- Contract: Processing is necessary to perform or prepare a contract with you (e.g., membership services, event registration).
- Legal obligation: Required to comply with law or regulation.
- Legitimate interests: Necessary for our operational, educational, or research purposes, provided your rights do not override these interests.
- Archiving, research, or statistical purposes: For activities conducted in the public interest.
Examples of how these apply are available upon request.
Sharing Your Data
We may share your data with:
- Service providers supporting our IT, payment, or communications systems
- Event organisers, auditors, or regulatory authorities where necessary
Where transfers occur outside the UK or EEA, we use the UK International Data Transfer Addendum or EU Standard Contractual Clauses to ensure equivalent protection standards.
We may also disclose your data where required by law, regulation, or legal proceedings.
Security of Your Information
We implement appropriate technical and organisational measures to protect your personal data, including encrypted storage, access controls, and secure data transfer protocols.
While we use SSL encryption to safeguard data during transmission, please note that internet communication can never be entirely secure. You are responsible for keeping your passwords and account credentials confidential.
Data Retention
We retain your personal data only as long as necessary to fulfil the purpose for which it was collected and to comply with legal obligations.
Once retention periods expire data is securely deleted.
Your Rights
You have the following rights under data protection law:
- To access and obtain copies of your personal data;
- To request correction of inaccurate or incomplete data;
- To withdraw consent (where applicable);
- To object to processing based on legitimate interests;
- To restrict or request deletion of your data;
Requests can be made to info@collegeofmedicine.org.uk. You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are dissatisfied with our data handling.
Contact Us
For queries relating to data protection or this Privacy Notice, please contact:
The College of Medicine and Integrated Health c/o 9th Floor Borough Wing, Guy’s Hospital, Great Maze Pond, LondonSE1 9RT.