ICTIM takes your privacy and confidentiality seriously. You provide us with personal and financial information and we want you to understand why we collect your data, what we do with it.
This document is being provided to you in line with our obligations under the General Data Protection Regulation (GDPR), which came into force on 25th May 2018. From that date, the GDPR, together with applicable Irish requirements, will amend existing data protection law and place enhanced accountability and transparency obligations on organisations when using your information. The GDPR will also introduce changes which will give you greater control over your personal information, including a right to object to processing of your personal.
This summary explains the most important aspects of how we use your information and what rights you have in relation to your personal information.
Please take time to read this notice carefully. If you would like clarification on any points in this summary document, please contact us, firstname.lastname@example.org.
Who are we?
Irish College of Traditional and Integrative Medicine, Knockeens, Church Cross, Skibbereen, West Cork
This privacy notice will be updated from time to time to ensure that its contents remain accurate.
Enquiries to the College by prospective/students and graduates
In relation to an enquiry about the College, or one of the courses, the following information may be collected to register your interest;
your name and contact details. This information will be used to answer your queries and send you information on our courses.
For enrolment details, as part of your admission process to the College, the following details will be collected;
– your name (title, first, surname), address, telephone number, nationality, date of birth, address, email address, previous professional and educational information (where relevant), criminal record declaration, and health record. This information will be used to enrol you on to the course and to deliver the course to you.
– your course fee payment history, any relevant medical letters, and examination records, either provided by you to us, or generated, in connection with the course, will also be collected during your time on the course.
On graduation from the College, your contact information will be retained (as updated from time to time) in order to stay in touch with you and provide you with news about the College and information about the courses we offer.
Generally, the information is processed in order to enable us to perform our contract with you. However, we will process your contact information on the basis of our legitimate interests in answering your enquiries and marketing the College. In doing so, we will offer you an opportunity to refuse marketing when your details are first collected and in subsequent messages.
Where the information is of a special personal nature (e.g. medical information or details of criminal convictions), your explicit consent will be requested for processing. Please note that we will need to process this information in order to be able to progress your application and enrol you on the course.
Your personal information – How long is it kept by the College?
The following information will, as discussed above, be kept until you exercise your right and request no further contact.
General contact information until a request is received for no further contact.
Information on students and graduates (of the College), will be keep for the duration of the course and afterwards for keeping in touch with you (as one of our graduates) until you tell us that you no longer wish to hear from us.
Sharing your personal information?
Personal information, given to us, may be shared with the following organisations (or types of organisation) for the following purposes.
With your consent:
– whilst you are a student and after you have graduated, limited contact information is shared with the Irish Institute Medical Herbalists, which is a membership body relevant to our students so that they can invite you to local “continuing professional development” events, provide details of membership, and offer membership to qualifying students; and
– whilst you are a student, the College will also confirm your status to the IIMH to enable you to obtain student status for membership.
All this information is shared on the basis that the IIMH events and services are directly relevant to the subjects studied by our students on their courses.
We may also share your personal information with third parties who provide services to the College.
The following relevant information will be collected at the student clinics;
– relevant personal and medical information about you, including: name, date of birth, age, address, telephone number, email address, sex, marital status, children, occupation, height, weight, waist circumference, and GP contact details.
– copies of test results, your medical history, and your current state of health as well as any relevant medical letters.
This information is collected to enable our students to conduct a consultation, offer herbal/ nutritional/ lifestyle advice and write a case study for their coursework. This information will only be processed on the basis of your explicit consent.
Personal information will be kept for 7 years from the date of your registration, unless you are under 18 in which case it will be kept for 7 years from the date you reach 18.
Personal information will be shared with students, of the College, and the clinic supervisors.
Lecturers, administrators and other freelance contractors
Contact details, banking information, and copies of your invoices, will be collected, in order to administer and process our contract with you.
For lecturers, your contact details, banking information, CV, association membership, insurance, confidentiality agreement, and criminal record declaration, will be held.
This information is processed on the basis of necessity to perform our contract with you.
Where that information is of a special personal nature (e.g. medical information) we will process it because there is a substantial public interest for us to do so.
We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. For our freelance contractors, it will be 7 years from the date of end of our contract with you.
We do not share the information with any third party.
Users of our website
We may also collect personal information from you when you register on our website, fill out a form, and in connection with other activities, services, features or resources we make available on our website. The information you may be asked for includes your name, email address, mailing address, phone number, nationality, and how you found us. You may, however, visit our website anonymously. We will collect personal information from you only if you voluntarily submit such information to us. Users can always refuse to supply personal information, except that it may prevent them from engaging in certain website related activities.
We may collect non-personal information about you, whenever you interact with our website. Third parties whose services we use on our websites may also collect your information. Non-personal identification information may include the browser name, the type of computer and technical information about you by means of connection to our website, such as the operating system and the internet service providers utilised and other similar information.
We will collect and use the personal information collected to run and operate our website, to improve customer service information we provide, to help us respond to your customer service requests and support needs more efficiently, and to improve our website. We may use feedback you provide to improve our products and services, and to send periodic emails.
You have agreed to us placing cookies by consent – by using our website you agree that we may place cookies on your computer or device (as describe above). Most web browsers allow some control of most cookies through the use of browser settings. If you want to find out more information about cookies including how to control what cookies are put on your computer or device and how to delete them then visit http://www.allaboutcookies.org/.
Other information is processed on the basis of our legitimate interests in operating our website effectively.
We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some cases, such as when a visitor has registered an account on the website or has made an online purchase, we will retain the relevant personal information for longer, and for a maximum of 7 years from the date of the visitor’s last interaction.
We do not share the information with unaffiliated third parties.
We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates and advertisers for the purposes outlined above.
You have a number of rights over your personal information, which are:
— the right to ask us what personal information about you we are holding and to have access to a copy of your personal information;
— the right to ask us to correct any errors in your personal information;
— the right, in certain circumstances such as where our use of your personal information is based on your consent and we have no other legal basis to use your personal information, to ask us to delete your personal information;
— the right, in certain circumstances such as where we no longer need your personal information, to request that we restrict the use that we are making of your personal information;
— the right, in certain circumstances, to ask us to review and explain our legitimate interests to you; and
— the right, where our use of your personal information is carried out for the purposes of an agreement with us and is carried out by automated means, to ask us to provide you with a copy of your personal information in a structured, commonly-used, machine-readable format.