KMMS Privacy Notices

KMMS stands for Kent and Medway Medical School – we are a collaboration between Canterbury Christ Church University and the University of Kent. KMMS is also working in partnership with Brighton and Sussex Medical School for support and quality assurance purposes. Because of the nature of these collaborations KMMS sometimes use existing policies and procedures from each university. Where this is the case, we provide a link to the policy below.

As soon as you contact us, including through UCAS, we create a record in your name. We begin to collect other personal information about you such as your contact information (telephone numbers, emails and addresses) and your personal characteristic, including age, gender, ethnicity, health and disabilities.

During your time studying with us, we add information to your record about your study and your contact with us.  We collect information about your participation in learning and assessment activities, attendance and engagement, and your use of our virtual learning environment.

We collect and process a broad range of your personal data to deliver our services and support you. We use this personal data to manage our operations effectively, and to meet our legal requirements.

We have a commitment to the data protection principles of good practice for handling information. We hold personal information securely. We will only transfer data within the University on a ‘need-to-know’ basis. We do this to provide educational, support and other services to you.

We use your data to improve the wider student experience, and the quality of teaching and learning. We may contact you to carry out research to do with the student experience. We may use an external agency to do the research on our behalf.

We use your equal opportunities data (which is called special category data) you provide to us for monitoring purposes. We use this data to ensure we take account of the views of and have representation from students with specific protected characteristics. We may provide specific support to student groups with shared characteristics. We may use this data to identify if you need support and to provide you with relevant opportunities. We use information about any disabilities and special requirements you tell us about. This is to make reasonable adjustments and other provisions for your study.

We sometimes use external service providers to carry out activities for us, for instance to arrange events and carry out surveys. If so, they may process your personal information. They do this processing under contract with us. These contracts contain confidentiality obligations.

We share some information with Canterbury Christ Church Students’ Union (CCSU) and Kent Union. This is because you automatically become a member when you register to study with us. You can ask us not to share this information.

Information is also routinely shared between KMMS and the providers of clinical placements to support allocation processes, teaching and learning, assessment and quality assurance.

We share data with organisations where we have legal or regulatory requirements. We also share your data with the Higher Education Statistics Agency (HESA) and with Health Education England (HEE). We also share your data to invite you to participate in surveys commissioned by the Office for Students (OfS), which contractors may carry out on its behalf.

We only keep data for as long as is necessary. We keep academic transcript data for ever. This is so we can provide references and verify your study with us. You can read about how long we keep your information in the KMMS Student Data Retention Policy (link coming soon).

KMMS is a partnership between two data controllers – Canterbury Christ Church University and the University of Kent.

Contact details of both controllers and DPOs:

Canterbury Christ Church University
Robert Melville
North Holmes Road
Canterbury
CT1 1QU

E-mail: dp.officer@canterbury.ac.uk
Telephone: 01227 767700

University of Kent
Laura Pullin
Registry
University of Kent
Canterbury
Kent CT2 7NZ

Email: datapro@kent.ac.uk

The University of Kent will act as the main point of contact for all queries or requests. For more information please visit the University of Kent Information Compliance Office.

During your programme your personal data will be handled by services located at both Canterbury Christ Church University and the University of Kent. The following list provides details of services processing your personal data and links to their privacy notices.

• KMMS admissions are processed by the university of Kent. For more information please see the Student Recruitment and Admissions Privacy Notice for the University of Kent
• Both Universities process special category data.
  • CCCU Use of Special Category Data of Students Privacy Notice
  • University of Kent Use of Special Category Data of Students Privacy Notice can be found within their General Privacy Notice
• Privacy Notice for Specialist Student Support services provided by the University of Kent.
• Clinical placements are administered by the Practice Learning Unit at CCCU. Privacy information can be accessed in the full Canterbury Christ Church University Student Privacy Notice.