What is this policy?

This is our data protection and privacy policy. It outlines who we are as an organisation, and why and how we use and process personal data. This policy outlines the rights you have, and how to reach us if you wish to get in touch with us.

 

Who are we?

We are Medics&Me, a widening access programme for medicine, set up to enable, support and inspire the next generation of doctors. Our contact details are included within this policy. Medics&Me acts as the controller in relation to the personal data processed in accordance with this policy.

 

What do we do?

Our aim is to improve the inequalities within medicine, by improving the opportunities available to students from a widening participation (WP) backgrounds. We provide mentoring, a student-led curriculum and regular knowledge and ‘Meet the Doctor’ webinars.  

 

How do we process personal data?

How we process personal data depends on the purpose for which we obtain it and the individual to whom it relates. We will normally only process personal data relating to you if:

• You are a mentee (you receive mentoring)

• You are a mentor (you provide mentoring)

• You participate in one of our workshops or events

• You apply for a position with us

We explain our personal data processing in more detail, below, in relation to each of these categories.

 

If you are a mentee (prospective medical school applicant)

Purpose of processing

We use your data to enable us to provide you with mentoring, manage and administer the relevant programmes and webinars to ensure that you benefit from them as expected. We use the personal information that you give us on your ‘Mentee Application Form’ to match you with an appropriate mentor and administer the mentoring while it is taking place.

 

Once a mentor has been selected for you, we share relevant information with the mentor to facilitate the first introduction and administer any further mentoring. The mentor will be under a duty of confidentiality not to disclose your information or anything that you discuss without your consent. This does not include cases where we believe there is a safeguarding issue, or there is a cause for concern about a mentee.

 

Otherwise, no third parties will have access to your personal information other than as set out in this policy.

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Information processed

• Name

• Contact details (school email address)

• Personal details – Age, Year of Study, Previous degrees, A-levels studied

• The universities you are interested in applying to

• Other personal details relevant to the application – Preferences, academic scores (UCAT, BMAT, Predicted Grades, GCSEs)

• Background information related to you such as hobbies, interests, and achievements or things you are proud of

 

Legal Basis

• You have given consent to the processing of your personal data for one or more specific purposes – article 6(1)(a) GDPR

• The processing is necessary for the purpose of legitimate interests pursued by us (in providing a mentoring service) – article 6(1)(f) GDPR

 

How long we keep it

We keep personal information that you give to us throughout the period of your mentoring and curriculum with us and for a reasonable period after the programme ends. After this time, we will anatomise or delete the data.

 

If you are a mentor (medical student)

Purpose of processing

The   purpose of the processing is to enable you to participate in a mentoring programme, and to manage and administer the mentoring and ensure that the individuals  you mentor benefit from it as expected. We will use your personal information to match you with a3-5

 

Once an individual has been selected for you to mentor, we will share the relevant information from the mentee in order to achieve the most beneficial outcomes and service.

 

No third parties will have access to your information without your explicit content.

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Information processed

• Your name

• What university you attend

• Your year of study, A-Level results, GCSE

• You university/trust email and contact details

• Background information relating to you, such as your achievements and things you are proud of; your hobbies and interests; your core values and behaviour.

 

Legal Basis

• You have given consent to the processing of your personal data for one or more specific purposes – article 6(1)(a) GDPR

• The processing is necessary for the purpose of legitimate interests pursued by us (in providing a mentoring service) – article 6(1)(f) GDPR

 

 

How long we keep it

We keep the personal information that you give to us throughout the period of   your mentoring programme and for a reasonable period after the programme ends, after which we will delete it or anonymise it (if we wish to use it for further research purposes). Or until you ask us to erase it.

 

If you participate in a workshop or webinar/event organised us

Purpose of processing

Our purpose in processing your personal data is to enable you and any other relevant individuals to be invited to, and to participate in, the event and to facilitate your attendance. We will use your personal information to inform you of other webinars and events we are running, and to provide you with certificates of attendance.

 

Information processed

• Name

• Contact details (email address)

• The school you attend

• Other details relevant to your involvement in the event

• For in person events only – any specific requirements relating to the hospitality or access requirements for the event

 

Legal basis

• You have given consent to the processing of your personal data for one or more specific purposes – article 6(1)(a) GDPR

• The processing is necessary for the purpose of legitimate interests pursued by us (in providing a mentoring service) – article 6(1)(f) GDPR

 

How long we keep it

As long as reasonably necessary for the purposes of organising the event and then for a reasonable period after the event, after which we will delete it.

 

If you apply for a position with us

Purpose of processing

We may collect personal information in relation to you connection with any application by you for a position with us. In that case, we will explain in more detail at the time how and for what purposes we intend to process the relevant personal information.

 

Information processed

The information processed is dependent of the position you are applying for – this will be communicated to you at the time.

 

Legal basis

• You have given consent to the processing of your personal data for one or more specific purposes – article 6(1)(a) GDPR

• The processing is necessary for the purpose of legitimate interests pursued by us (in providing a mentoring service) – article 6(1)(f) GDPR

 

How long we keep it

If you join the team, for the duration of your work with us and for a further period of 6 years, after which the information will normally be deleted.

 

If you are an unsuccessful applicant, for up to 12 months after your application, after which we will delete it unless we have agreed otherwise with you.

 

Where do we process personal data?

Where personal data is transferred in relation to providing our services we will take all steps reasonably necessary to ensure that it is subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism which may include by entering into EC approved standard contractual clauses relevant to transfers of personal information (see http://ec.europa.eu/justice/dataprotection/internationaltransfers/transfer/index_en.html) and that it is treated securely and in accordance with this privacy policy. 

 

All personal data processed by us is stored securely.  Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

 

Your rights

Under data protection law, you have certain rights.  Your rights depend on our reason for processing your personal information:

• You may request access to the personal data concerned (please see the section on obtaining access to your personal data, below).

• You may request that incorrect personal data that we are processing be rectified.

• In certain circumstances (normally where the personal data has been provided by you and it is no longer necessary for us to continue to process it), you may be entitled to request that we erase the personal data concerned.

• Where we are processing personal data relating to you on the basis of your prior consent to that processing, you may withdraw your consent at any time, after which we shall stop the processing concerned.

If you have a complaint about any processing of your personal data being conducted by us, you can contact us or lodge a formal compliant with the Information Commissioner.