Privacy Notice — BUCM Autumn School 2026
Data Controller Manchester Academy of Traditional Chinese Medicine (MATCM) 52–54 Washway Road, Sale, Cheshire M33 7QZ Email: info@matcm.co.uk Telephone: 0161 465 1150
What This Notice Covers This notice explains how MATCM collects, uses, stores, and shares your personal data when you enrol on the 2026 Beijing Clinical Immersion Programme in Traditional Chinese Medicine (“the Programme”), delivered in partnership with Beijing University of Chinese Medicine (BUCM).
What Data We Collect
We collect the following categories of personal data through this enrolment form:
- Full name, date of birth, gender, nationality, and contact details
- Passport number, expiry date, and a copy of your passport photo page
- Emergency contact details (name, relationship, telephone number)
- Accommodation and travel preferences, including flight information
- Professional background and qualifications
- Health and dietary information, including allergies, medical conditions, and current medications
- Photographic images taken during the Programme (where consent is given)
Why We Collect It and Our Legal Basis
| Purpose | Legal Basis (UK GDPR) |
|---|---|
| To administer your enrolment, arrange accommodation, airport transfers, and catering | Performance of a contract (Article 6(1)(b)) |
| To share your details with BUCM for programme registration, visa invitation letters, and clinical placement arrangements | Performance of a contract (Article 6(1)(b)) |
| To collect health and dietary information so we can safeguard your welfare and meet any special requirements | Explicit consent (Article 9(2)(a)) — you will be asked to give separate consent for this |
| To contact your emergency contact in the event of an incident | Legitimate interest — protecting your vital interests (Article 6(1)(d)) |
| To use photographs from the Programme in MATCM promotional materials | Consent (Article 6(1)(a)) — you may opt out without affecting your place |
Who We Share Your Data With
Your personal data will be shared with:
- Beijing University of Chinese Medicine (BUCM) — for programme registration, campus accommodation allocation, issuance of visa invitation letters, and clinical observation arrangements. BUCM is located in the People’s Republic of China.
- MATCM programme staff — for administration, communication, and on-the-ground coordination.
We do not share your data with any other third parties for marketing or commercial purposes.
International Data Transfers
To deliver this Programme, we need to transfer certain personal data (your name, date of birth, nationality, passport details, and professional background) to BUCM in Beijing, China. China is not currently recognised by the UK as providing an adequate level of data protection.
To safeguard your data, we take the following steps:
- We share only the minimum data necessary for BUCM to fulfil its role in the Programme.
- We require BUCM to use your data solely for Programme-related purposes.
- Your explicit consent to this transfer is obtained as part of the enrolment process.
How Long We Keep Your Data
We retain your personal data for 12 months after the Programme end date (31 October 2026), after which it will be securely deleted. Exceptions:
- Financial records (payment amounts and dates) may be retained for up to 6 years to comply with UK tax and accounting obligations.
- If you provide consent for promotional photographs, those images will be retained until you withdraw consent.
Your Rights
Under UK GDPR, you have the right to:
- Access — request a copy of the personal data we hold about you.
- Rectification — ask us to correct inaccurate data.
- Erasure — ask us to delete your data (subject to legal obligations).
- Restriction — ask us to limit how we process your data.
- Withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting your place on the Programme (except where the data is essential for programme delivery).
- Complaint — if you are unhappy with how we handle your data, you may contact the Information Commissioner’s Office (ICO) at ico.org.uk or by telephone on 0303 123 1113.
To exercise any of these rights, please contact us at info@matcm.co.uk.
Updates to This Notice
This notice may be updated if there are changes to how we process your data. We will notify you of any material changes by email.
Last updated: 28-Match-2026