Privacy Policy
Privacy Notice
Contents
- Who Are We?
- Our Applicants & Students
- Our Clients in Student Clinics
- Our Employees
- Our Suppliers
- Users Of Our Website
- General
- Your Legal Rights
- Making a Complaint
- Information Commissioner's Office
- Review Of This Policy & Procedure
1. Who Are We?
1.1 "We", "our" or "us" means The College of Naturopathic Medicine Limited of Unit 1, Bulrushes Farm, Coombe Hill Road, East Grinstead, West Sussex RH19 4LZ.
1.2 If you have any questions about this policy or the ways in which we use your personal information, please contact the Data Protection Lead:
The College of Naturopathic MedicineUnit 1 Bulrushes Farm, Coombe Hill Road, East Grinstead RH19 4LZ
Tel: 01342 410505
Email: info@naturopathy-uk.com
1.3 This privacy notice will be updated from time to time to ensure that its contents remain accurate.
1.4 To enable you to understand how we are processing your data, we have split this notice into sections, based on who you are.
2. Our Applicants & Students
2.1 The information we collect about you and why we collect it
(i) If you make enquiries about the College, or our courses, we may collect your name and contact details in order to register your interest and promote the College. We will use your information to answer your queries, send out prospectuses and send out our newsletter.
(ii) As part of your admission to the College we will collect certain enrolment details from you, such as your name, address, nationality, contact telephone number, date of birth, email address, profession, criminal record declaration and health declaration. We will use your information to enrol you on to the course and to deliver the course to you. We also keep records of your course fee payment history.
(iii) For HE students we may request, collect and process sensitive special category data about you, including your ethnicity, religion, sexual orientation, gender identity, and details regarding any disabilities or health conditions. Providing this information is always voluntary and you will always have an option not to provide this data. Choosing not to provide your sensitive personal data will not affect your application in any way. Where we collect these data we use it to:
- Monitor Equality & Diversity to ensure CNM is inclusive to identify under-represented groups and to identify and remove barriers to entry.
- Provide support to students who may require additional measures or reasonable adjustments to enable them to be successful.
- Meet our statutory reporting obligations to organisations like the Office for Students (OfS) and the Higher Education Statistical Agency (HESA).
(iv) From time to time we may ask you to participate in online or in-class surveys which are aimed at improving the quality of the academic course or general student experience. All surveys are voluntary. Choosing not to take part will not affect your relationship with the College or its staff. Depending on the survey, data may be collected anonymously or pseudonymously. In all cases, your information is processed in accordance with UK GDPR.
(v) Once you have graduated from the College, we will continue to retain your contact information (updated from time to time) to keep in touch with you and provide you with news about the College and information about the courses we offer.
2.2 The legal basis on which we collect and use your personal information
(i) Generally, personal information is processed in order to enable us to deliver our contract with you.
(ii) We will also 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.
(iii) Where the information is special category personal information (e.g. ethnicity, religion, sexual orientation, gender identity, and details regarding any disabilities or health conditions) we collect this data to ensure we fulfil our duty of care to such students and in support of the public and sector interest in eliminating discrimination in accordance with the Equality Act 2010 and to fulfil our core obligations to the OfS, HESA and other sector regulators.
2.3 How long we keep your personal information
(i) Your information on our contact database will be kept until you exercise your right to refuse our marketing (as described above).
(ii) With respect to our students and graduates, we will keep your information 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.
2.4 How we share your personal information
(i) We may share, with your consent, the personal information that you give us with the following organisations (or types of organisation) for the following purposes.
(ii) Whilst you are a student and after you have graduated, limited contact information is shared with the Association of Naturopathic Practitioners (ANP), 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 free membership to qualifying students.
(iii) Whilst you are a student, the College will also confirm your status to the ANP to enable you to obtain student status for membership.
(iv) All this information is shared on the basis that the ANP's events and services are directly relevant to the subjects studied by our students on their courses.
(v) For Higher Education students, we share sensitive personal data only to fulfil our legal and statutory duties as a provider of Higher Education. This will include our University partners, OfS and HESA and may include other government and non-government organisations from time to time. We will never share sensitive personal data with third parties for profit or for the benefit of CNM.
3. Our Clients in Student Clinics
3.1 The information we collect about you and why we collect it
(i) We will collect 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.
(ii) Whilst we will request to review copies of test results, your medical history, and your current state of health as well as any relevant medical letters at any clinic appointment, this is to inform any treatments we offer. We do not routinely collect or store this data.
(iii) We collect this information to enable our students to conduct a consultation, offer naturopathic advice (nutrition, acupuncture, herbal medicine, homeopathy) and write a case study for their coursework.
3.2 The legal basis on which we collect and use your personal information
(i) We will process this information on the basis of your explicit consent, provided as part of the appointment confirmation process.
3.3 How long we keep your personal information
(i) Your information will be kept for 7 years from the date of your clinic appointment, unless you are under 16, in which case it will be kept for 7 years from the date you reach 16.
3.4 How we share your personal information
(i) Your information will be shared with our students, and the clinic supervisors, during the clinic and after the clinic via email.
(ii) We may also share your personal information with relevant third-party suppliers (for example those who provide technical support to the online clinic booking system).
4. Our Employees
4.1 The information we collect about you and why we collect it
(i) We will collect relevant personal information about you, including your name and contact details, your nationality, date of birth, profession, bank details, NI details, a copy of your passport, and a copy of your CV (if applicable). Further information about how we deal with data protection issues is set out in our employee handbook.
4.2 The legal basis on which we collect and use your personal information
(i) Generally, we will process this information on the basis that it is necessary to perform our contract with you.
4.3 How long we keep your personal information
(i) Your information will be kept for 7 years from the date your employment finishes.
4.4 How we share your personal information
(i) We will also share your personal information with our third-party suppliers (for example, our payroll processor).
(ii) We may also share your personal information with our suppliers (including but not limited to lecturers, Directors of Studies, Course Consultants, Course Directors and other freelance contractors).
5. Our Suppliers
5.1 The information we collect about you and why we collect it
(i) We will collect and process your contact details, banking information and copies of your invoices in order to administer our contract with you.
(ii) If you are one of our lecturers we will hold your contact details and banking information, together with any photo id., details of your CV, association membership, insurance, confidentiality agreement, criminal record declaration and official right to work documentation.
5.2 The legal basis on which we collect and use your personal information
(i) This information is processed on the basis of necessity to perform our contract with you.
(ii) Where that information is special category personal information (e.g. medical information) we will process it because there is a substantial public interest for us to do so.
5.3 How long we keep your personal information
(i) 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.
5.4 How we share your personal information
(i) With your consent, via the service agreement, whilst you are a lecturer at the College, limited contact information is shared with the Association of Naturopathic Practitioners (ANP), which is a membership body relevant to you so that they can invite you to local "continuing professional development" events and provide details of membership. This information is shared on the basis that the ANP's events and services are directly relevant to you.
5.5 Sharing your personal information
(i) We may also share your personal information with third parties who provide services to the College. This may include The Office for Students (our Regulating Body), The University of Buckingham (our Awarding Body), and the Organisation and Course accrediting bodies.
6. Users Of Our Website
6.1 The information we collect about you and why we collect it
(i) Our websites may use "cookies" to enhance your experience of it. These cookies may be set by our own websites, or by third parties whose services we use on our websites (such as Google or YouTube). Your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about you. You may choose to set your web browser to refuse cookies, or to alert you when cookies are being sent. If you do so, note that some parts of our website may not function properly.
(ii) 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.
(iii) We may collect non-personal information about you whenever you interact with our website. Non-personal identification information may include the browser name, the type of computer and technical information about your connection to our website, such as the operating system and the internet service providers utilised and other similar information.
(iv) We will collect and use the personal information collected to run and operate our website, to improve customer service, 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.
6.2 The legal basis on which we collect and use your personal information
(i) 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 described 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 www.allaboutcookies.org.
(ii) Other information is processed on the basis of our legitimate interests in operating our website effectively.
6.3 How long we keep your personal information
(i) We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for. 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.
6.4 Sharing your personal information
(i) We do not share the information with unaffiliated third parties.
(ii) 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.
7. General
7.1 How we transfer your personal information outside Europe
(i) We do not store or transfer your personal data outside Europe.
7.2 Automated decisions we take about you
(i) We do not make automated decisions using this personal data.
8. Your Legal Rights
8.1 Under data protection law, you have a number of rights over your personal information, including:
- →Your right of access: You have the right to ask us for copies of your personal information.
- →Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- →Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
- →Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- →Your right to object to processing: You have the right to object to the processing of your personal information in certain circumstances.
- →Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
8.2 You are not required to pay any charge for exercising your rights. If you make a request we will respond to you within 30 days. Send your request to:
Data Protection LeadThe College of Naturopathic Medicine
Unit 1 Bulrushes Farm, Coombe Hill Road, East Grinstead RH19 4LZ
Tel: 01342 410505
Email: info@naturopathy-uk.com
9. Making a Complaint
9.1 If you have any concerns about our use of your personal information, you can make a complaint to:
Data Protection LeadThe College of Naturopathic Medicine
Unit 1 Bulrushes Farm, Coombe Hill Road, East Grinstead RH19 4LZ
Tel: 01342 410505
Email: info@naturopathy-uk.com
9.2 We will acknowledge your complaint no later than 30 days from when it is received and investigate and attempt to resolve your complaint without undue delay. If you remain dissatisfied with our response, or if we fail to acknowledge your complaint within 30 days, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).
10. Information Commissioner's Office
10.1 If you are unhappy with how we have used your data, you can complain to the Information Commissioner's Office (ICO):
Information Commissioner's OfficeWycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: www.ico.org.uk
11. Review Of This Policy & Procedure
11.1 The Executive Board formally reviews this policy at least every three years as part of CNM's quality assurance procedures. However, it is updated more frequently if required by changes in legislation or internal needs. A designated principal reviewer is responsible for monitoring and identifying any issues that may require an earlier update.
Privacy Policy v1.4 · The College of Naturopathic Medicine Limited · Page last reviewed 31 March 2026