Last updated: 03 July 2026
1. Introduction
More Than Medics Community Interest Company, referred to in this Privacy Policy as “More Than Medics”, “MTM”, “we”, “us” or “our”, respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store and share personal data when you use our website, sign up to our newsletter, contact us, register for events or webinars, apply for MTM roles or programmes, use our resources, or otherwise interact with MTM.
This Privacy Policy applies to our website and related MTM services, including:
- the MTM website
- newsletter sign-ups and email communications
- contact forms
- role and programme application forms
- webinars, events and educational programmes
- downloadable resources
- website accounts or login-protected areas, where available
- future paid products or resources, where applicable
This Privacy Policy should be read alongside any separate privacy notice given to you when you complete a specific form or take part in a specific programme.
2. Who we are
Legal entity: More Than Medics Community Interest Company
Company number: 15951337
Company type: Community Interest Company limited by guarantee
Registered office: 4 Carreg Erw, Birchgrove, Swansea, Wales, SA7 0HJ
Website: morethanmedics.org
Contact and privacy queries: info@morethanmedics.org
We are the controller of personal data collected through our own website, forms, newsletters and MTM-managed activities, unless we clearly state otherwise.
3. Personal data we may collect
We may collect and process the following types of personal data.
3.1 Identity and contact data
This may include:
- name
- email address
- phone number, where provided
- university, medical school, hospital or organisation
- year of study, training grade or career stage
- role title or professional background
3.2 Newsletter and marketing data
This may include:
- newsletter sign-up details
- email preferences
- unsubscribe status
- email open and click activity
- engagement with MTM campaigns
3.3 Application and programme data
If you apply for an MTM role, programme, internship, scholarship or opportunity, we may collect:
- application responses
- CV or portfolio links, where requested
- education or training background
- answers to role-specific questions
- interview notes or selection decisions
- availability and preferences
- feedback or evaluation responses
3.4 Event and webinar data
If you register for or attend an MTM event, webinar or programme, we may collect:
- registration details
- attendance information
- questions submitted
- feedback responses
- webinar platform activity, where available
3.5 Payment and transaction data
If MTM sells paid resources, tickets, courses, eBooks or other products in the future, we may collect:
- billing contact details
- order details
- payment status
- transaction records
We do not intend to store full payment card details ourselves. Payments will be processed by third-party payment providers.
3.6 Technical and usage data
When you use our website, we may collect technical data such as:
- IP address
- browser type and version
- device type
- operating system
- pages visited
- date and time of visit
- referral source
- website interaction data
- cookie preferences, where applicable
The exact data collected depends on the website tools and cookies currently active on the MTM website.
3.7 Communications data
If you contact us, we may keep records of:
- emails
- form submissions
- messages
- enquiries
- complaints
- correspondence relating to partnerships, sponsorships or opportunities
3.8 Images, recordings and testimonials
If you attend or contribute to an MTM webinar, event, podcast, programme or promotional activity, we may process:
- photographs
- video recordings
- audio recordings
- speaker biographies
- testimonials
- social media content
We will only use identifiable images, recordings or testimonials for public promotional purposes where this is appropriate and lawful. Where practical, we will make clear when sessions are being recorded.
3.9 Special category data
We do not intentionally collect special category personal data unless it is clearly necessary for a specific purpose and explained at the point of collection.
Special category data includes information about health, ethnicity, religion, political opinions, trade union membership, sex life, sexual orientation, genetics or biometrics.
If you voluntarily provide such information, for example in an access needs request or an optional equality monitoring form, we will only use it for the purpose explained at the time.
4. How we collect personal data
We may collect personal data:
- directly from you when you fill in a form, sign up to the newsletter, apply for a role, attend an event, contact us or buy something
- automatically when you use our website, through essential cookies, analytics tools and server logs where applicable
- from third-party platforms we use to provide MTM services
- from public sources, for example where someone is listed publicly as a speaker, author, organiser or representative
- from partners or collaborators where you have interacted with a joint MTM activity
5. How we use your personal data
We may use your personal data for the following purposes.
| Purpose | Types of data used | Lawful basis |
|---|---|---|
| To provide the MTM website and resources | Technical, usage, account data | Legitimate interests, contract where applicable |
| To send the MTM newsletter | Contact, newsletter and marketing data | Consent or legitimate interests, depending on sign-up route |
| To manage newsletter preferences and unsubscribes | Contact and marketing data | Legal obligation, legitimate interests |
| To respond to enquiries | Identity, contact and communications data | Legitimate interests |
| To process applications for MTM roles or programmes | Identity, contact, application and programme data | Legitimate interests, contract or steps before contract |
| To run events, webinars and programmes | Identity, contact, event and programme data | Legitimate interests, contract where applicable |
| To manage payments, orders and invoices | Identity, contact, transaction and payment data | Contract, legal obligation |
| To improve our website, resources and services | Technical, usage and feedback data | Legitimate interests |
| To promote MTM activities | Marketing, image, voice or testimonial data | Consent or legitimate interests, depending on context |
| To protect our website and systems | Technical and usage data | Legitimate interests, legal obligation |
| To meet legal, accounting and regulatory obligations | Identity, contact, transaction and communications data | Legal obligation |
6. Marketing and communications
We may send you MTM newsletters, updates, opportunities, event announcements, programme information and relevant career-development content.
You can unsubscribe from marketing emails at any time by using the unsubscribe link in our emails or by contacting us at info@morethanmedics.org.
We may still send non-marketing messages where necessary, for example service updates, event joining information, payment confirmations or changes to our terms.
7. Sharing your personal data
We may share personal data with trusted third parties where necessary to run MTM.
This may include:
- website hosting providers
- WordPress and website plugin providers
- email marketing platforms
- form and survey tools
- cloud storage providers
- payment processors
- webinar and event platforms
- analytics providers
- professional advisers, such as accountants, insurers or legal advisers
- regulators, public authorities or law enforcement where required by law
Providers we currently use or may use, depending on the relevant MTM activity, include:
- Website hosting: Hostinger
- Website platform: WordPress
- Email marketing: MailerLite
- Forms and surveys: Google Forms and Microsoft Forms
- Storage and documents: Google Drive and Microsoft OneDrive, where applicable
- Analytics: Independent Analytics, and any other analytics tools active on the website where clearly stated
- Payments: the payment provider shown at checkout, where paid products or services are offered
- Webinar and event hosting: Zoom, Microsoft Teams, Google Meet or Riverside, depending on the event
- Spam and security tools: Google reCAPTCHA or other security tools, where active
We do not sell personal data.
Sponsors, partners and collaborators
- MTM may work with sponsors, partners and collaborators to support events, programmes, resources or opportunities.
- We do not share your personal data with sponsors or partners for their own marketing purposes.
- If we ever run a joint event, programme or opportunity where another organisation needs access to attendee, applicant or participant data, we will make this clear at the point of sign-up and will only share data where we have a lawful basis to do so.
8. International transfers
Some of the tools we use may process data outside the United Kingdom.
Where personal data is transferred outside the UK, we will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, international data transfer agreements or equivalent safeguards required by data protection law.
The exact providers we use may change over time. We will keep this Privacy Policy under review and update it where there are material changes to how personal data is processed or transferred.
9. Cookies and similar technologies
Our website may use essential cookies or similar technologies that are necessary for website security, login functionality, forms, checkout or basic website operation.
We use Independent Analytics to understand website traffic in a privacy-friendly way. Independent Analytics does not use cookies for website analytics and does not send analytics data to external analytics servers.
If we introduce non-essential cookies or tracking technologies in future, such as advertising pixels, retargeting tools, heatmaps or third-party analytics cookies, we will update this notice and obtain consent where required.
10. Data security
We take reasonable steps to protect personal data from accidental loss, misuse, unauthorised access, disclosure, alteration or destruction.
These steps may include:
- password-protected systems
- restricted access to personal data
- use of secure third-party platforms
- limiting access to people who need the data
- keeping records in appropriate business accounts rather than personal accounts where possible
- removing data when no longer needed
No online system is completely secure, but we aim to use appropriate technical and organisational measures for the type of data we process.
11. Data retention
We will only keep personal data for as long as necessary for the purpose it was collected, including legal, accounting, reporting or safeguarding requirements. Our current retention periods are:
| Data type | Retention period |
|---|---|
| Newsletter subscriber data | Until you unsubscribe or ask us to delete it. We may retain limited suppression data to make sure we do not contact you again. |
| Contact form enquiries | Up to 24 months |
| General collaboration, partnership or sponsorship enquiries | Up to 3 years |
| MTM role applications | Up to 12 months after the recruitment cycle closes, or up to 3 years if successful. |
| Programme applications | Up to 3 years |
| Event or webinar registrations | Up to 24 months |
| Feedback and survey data | Up to 12 months, or anonymised for longer-term analysis. |
| Payment and transaction records | Up to 6 years where required for accounting, tax or legal purposes. |
| Website analytics | Up to 24 months, or according to the retention settings of the analytics tool used. |
| Account data | While the account is active, then up to 12 months after closure. |
| Images, recordings and testimonials | Reviewed every 3 years, or removed earlier where consent is withdrawn and consent is the lawful basis. |
Where possible, we may anonymise data so it can no longer identify individuals.
12. Your rights
Depending on the circumstances, you may have the right to:
- access your personal data
- correct inaccurate personal data
- request deletion of your personal data
- restrict how we use your personal data
- object to certain uses of your personal data
- request transfer of your personal data
- withdraw consent where we rely on consent
- complain to the Information Commissioner’s Office
To exercise your rights, contact us at info@morethanmedics.org.
We may need to verify your identity before responding. We aim to respond to valid requests within one month, unless a longer period is allowed by law.
You can contact the Information Commissioner’s Office at ico.org.uk if you are unhappy with how we handle your data. We would appreciate the opportunity to respond to your concern first.
13. Children
MTM is aimed at medical students, doctors and healthcare professionals.
Our website and services are not directed at children under 16, and we do not knowingly collect personal data from children under 16.
If we become aware that we have collected personal data from a child without appropriate lawful basis, we will take reasonable steps to delete it.
14. Third-party links
Our website, newsletter, articles and resources may contain links to third-party websites, events, applications, forms, products or services.
We are not responsible for the privacy practices, content or accuracy of third-party websites. You should review the privacy policy of any third-party website before providing personal data.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
The latest version will be posted on our website with the updated date. Where changes are material, we may take additional steps to notify users where appropriate.
16. Contact us
For questions about this Privacy Policy or how MTM handles personal data, please contact:
More Than Medics Community Interest Company
Company number: 15951337
Contact and privacy queries: info@morethanmedics.org