Privacy Notice for College Students and Graduates
This notice explains why we collect your personal data and what we do with it and ensure that we are working in accordance with the Data Protection Act 2018; terms from the regulation are indicated in bold.
The College of Integrated Chinese Medicine is a non-profit company, registration number 2868027.
When you supply your personal details to us, communicate by email, and when we receive your written submissions, this information is stored and processed in line with the UK GDPR requirements:
Personal data
We keep your interview record sheet and all accompanying attachments and notes in your personal file.
We keep your completed application form to contact you, or your next of kin, as required. Your contact details will remain on our database so that we can keep you updated on upcoming continued professional development courses, job opportunities and other pertinent information.
We keep details of your contact information and your CPD record (where known) to recommend CICM graduates to potential clients who may ask. After graduation, you have the right to have your details removed, please contact admin@cicm.org.uk if you would like to be removed from our mailing list. In line with Health Sciences University policies (HSU), some data may be sent to the Higher Education Statistics Agency (HESA), Government Departments (including the UKVI), Funding Councils, partner institutions and similar organisations. We will not pass on or sell your personal data to any third party for advertising purposes.
Sensitive data
Sensitive data is a sub-category of personal data revealing racial or ethnic origin, gender identity, religious or philosophical beliefs. Examples of special category data we may hold about you include any personal requirements that you may have around lectures or practical skills sessions.
Academic records
We keep details of your academic achievements to enable us to monitor your progress while working towards your degree. We need this record of achievements so that HSU can award you with the correct degree.
We keep these records stored on CICM’s secure server so that we can provide you with evidence in the future, should you request it.
We keep scanned copies of your submitted work/exam papers on our secure server. These will be kept on CICM’s secure server and deleted 18 months (about 1 and a half years) from the date of the relevant assessment board, in line with CICM policy. This allows for reference back to scripts if required and includes allowance for an appeal to be lodged.
All hard copy assignments will be returned to you with comment, we will keep electronic copies on our secure server.
This information will only be shared in the pursuit of our core business, namely educating in Chinese medicine. It will be shared with our staff/tutors in the pursuit of our legitimate interest, namely educating in Chinese medicine. There may be a requirement to share with HSU as part of their review process.
Emails
We keep email correspondence for 2 years post-graduation or from formal withdrawal from the course and they are then deleted from our server. This is to ensure that we have an audit trail of all correspondence between you and CICM staff should it be required.
If you defer, we will keep all correspondence for 2 years after the last day that you are eligible to re-start the course as designated by the validating body. Your correspondence will only be shared with staff working on behalf of CICM as necessary – for example CICM tutors or our IT provider.
Storage
Your information is stored on our secure server which is maintained by Connexions. We keep records of your personal data on a Filemaker Pro Database on our secure server also for the purpose of contacting you as necessary.
We also keep records of any sensitive data on FileMaker Pro database, allowing all staff to be aware of your individual requirements, and HESA reporting to take place. Paper records will be kept in a locked cabinet at the CICM office to which only authorized staff have access. It will not leave our premises.
We will delete the hard copy of all the above personal information 6 months after you graduate.
As a graduate, you may withdraw your consent of us holding your data or receiving correspondence at any time – please email admin@cicm.org.uk and request that you are removed from our mailing list.
You also have the right to request that your information is deleted. - Please email admin@cicm.org.uk and request that your personal data is removed from our database. We cannot fulfil our teaching obligations to current students without this information, therefore no such request can be obligated.
You have the right to see what personal data of yours we hold, and you can also ask us to correct any factual errors. We are legally required to respond to any reasonable request from a client to see their personal data within a timescale of 30 days. However, we would ensure that we responded as soon as we possibly could to any reasonable request for access to personal records.
If you feel that we are mishandling your personal data in some way, you have the right to complain. Please first raise your concern with us by contacting admin@cicm.org.uk as we hope we will be able to deal with any concerns you might have. However, you can also raise a concern directly with the Information Commissioner’s Office on https://ico.org.uk/concerns/.
Review Date: 2025
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"I love the teaching at CICM, it is varied, interesting and extremely inspiring and the teachers all have a wealth of experience to draw on.”
Keeley Farrington
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“CICM was suggested by an acupuncturist I know and recommended for its high-quality tuition and professional approach. I knew I wanted to explore a degree course and after my open day experience I knew it had to be CICM.”
Michelle Patrick
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"I recently joined CICM and there are so many things I love about the place. The teachers are genuinely helpful and want us to do well. The place has a calm, harmonic feel and studying has already had a tangible benefit to my lifestyle and health."
Erica Chen
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"I was an electrician before I started studying acupuncture. It might not seem like it but there are overlaps between them, you look at a circuit and work out where the problem is coming from and then rectify it. The difference is with acupuncture I’ll help people to get better!"
Jack Keeping
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"Since embarking on this course, I have been astounded every day by the passion that this subject has sparked in me. I realised very quickly that I was in the right place, doing the right thing. I can only describe it as finally finding my place in the universe and becoming part of something much bigger than myself."
Sally Connelly
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"I wanted to become an acupuncturist as I prefer to use natural remedies which are in line with my faith and cultural background. I have witnessed the profound effects treatment can have on patients. CICM has an excellent reputation and I love the whole package here, especially the staff and supportive teachers."
Bev Holder
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"I appreciated the integrated style of TCM and the five elements as being the most profound way to reach and help people. This was the best possible start to a long acupuncture career that I could possibly wish for."
Bethan Morgan
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"My years at CICM will always hold a special place in my mind. It was like entering Hogwarts. The subjects are mind-expanding, the teachers and tutors really passionate and always keen to answer questions and give guidance. It has transformed me as a person and changed the way I see people, emotions, relationships, disease and health."
Efthymios Fotenios
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The teachers are really supportive and make every effort to tailor how they teach to suit the different styles of students. I like to question things and look at things from different angles - and the teachers have always supported me by being there to answer things by email after class, recommend further reading, or even being there to support me when I set up a Chinese medicine society for the college.
Helen Reid
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The course covers a huge range of topics, angles and perspectives, and whilst so much of it is new, unfamiliar and challenging at times- especially the 'hands on practical aspects- I can’t think of anything else I’d rather be doing, or anywhere else I’d rather be doing it. CICM is a hub of connection, commitment and energy, and something I am honoured to be part of.
Ellie Farnfield
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All of my teachers are practicing therapists with a library of information and experience to reinforce their words and the lectures. I have gained a lot of insight into myself and I often find myself reflecting on what we learned in class and applying it to life. I am recommending the course to everyone I know!
Jacob Marley
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As I was in my late forties I was concerned that I was too old, however the Open Day dispelled any doubts that I had as the age range of students and staff spanned from 18 to 80. The beautiful building was a joy to explore and I felt immersed in the world of Chinese Medicine. It was a cocoon of learning in the heart of Reading and only ten minutes’ walk from the train station.
Samanthan Roderick
