Medicine External User Service

Privacy Policy


The University's Faculty of Medicine engages in the training of doctors and scientists and offers those employed by or contracted to NHS Trusts or other organisation involved in teaching our students access to certain IT systems via registration with the Medicine External User Service. We value your privacy and we recognise the need to process your Data appropriately.

'Data' refers to the personal data that we hold about you from which, either on its own or in combination with other data, you can be identified. A list of what data we collect is set out below.

'Processing' means doing anything with your Data, such as collecting, recording or holding the Data as well as disclosing, destroying or using the Data in any way.

We will be processing your Data under the current Data Protection Act 1998 (DPA) until 24 May 2018 and then under the General Data Protection Regulations (GDPR) from 25 May 2018.

We keep this Privacy Notice under regular review and it may be amended from time to time. You can obtain a current version at


We will collect and process the following Data about you:

  1. Title, forename, and surname
  2. Work e-mail address, telephone number, and mobile phone number
  3. Name of employer, job description, and postal address
  4. Role within the Faculty of Medicine, and name of sponsor
  5. Regulatory registration numbers (GMC, NMC, LAK)


We will obtain your Data directly from you.

We will usually only process your Data where we have your consent or where we need to process it to comply with our legal obligations. However, it may also be necessary for us to process your Data for the protection of your vital interests, for our legitimate interests or the legitimate interests of others.

We will only process sensitive personal Data about your ethnic origin, political opinions, religious or similar beliefs, trade union membership, health, sex life, and Data about criminal proceedings or convictions where you have given your explicit consent or where we are legally required or obliged to do so.

Where you have given your consent to us processing your Data, you have a right to withdraw that consent at any time by emailing us at:

You may also request the deletion or removal of your Data in certain circumstances by emailing us at:


Firstly the data collected is used to ensure suitability of those accessing Southampton University resources. The database acts as a portal allowing Southampton University external undergraduate medical teachers to access our curriculum resources and training to support them in providing our students with high quality teaching and assessments. We match this data with any training undertaken with the university both online (MEDUSA) and or face to face courses, Away Days and workshops and store this data within a separate Staff Development and Training Database. The purpose of the latter database is to ensure that we meet the GMC requirements that all teachers of undergraduate medical students should be trained and that we keep records of this. We use this information to inform individuals via email of any training or development that might be suitable for them to enable them to meet GMC requirements. We also use these email addresses to inform users of FoM changes, job opportunities and news that is relevant to our medical teachers. Users can request that they are not contacted regarding FoM business other than training.

The GMC requires that we keep information about our Southampton undergraduate medical student teachers and assessors. As stated in 'Promoting Excellence: standards for medical education and training' GMC 2015 "medical schools have the responsibility to make sure that educators have the necessary knowledge and skills, support and resources they need for their role." page 28. By signing up to the External Database you understand that this identifies you as a someone that falls within this group therefore we are required to keep a record of your data and any training that you undertake with us to meet our statutory obligation to the General Medical Council.

You can ask us not to process your Data for any direct-marketing purposes or in circumstances where is likely to cause unwarranted substantial damage or distress to you or anyone else by contacting us at:


Cookies may be used by us to collect Data for the purposes of managing and improving the services on the University Network, establishing your browsing actions and patterns and preparing customised pages. You can refuse cookies, however, if you do refuse cookies you may be unable to access certain parts of the University Network. For more information about cookies on our websites, please see:

We also collect Data relating to the demographics and interests of our users by using Google Analytics and cookies set by Google advertising networks. This Data is used in aggregated form to help improve the site and our marketing efforts. Further information and instructions for opting out of Google Analytics tracking are available at:


We will only process your Data for the specific purpose or purposes that we tell you or if specifically permitted under any privacy legislation and will only process your Data to the extent necessary for that specific purpose or purposes.


We will not use the Data that we obtain about you to conduct individual decision making or to build a profile of you.


We will keep the Data we store about you accurate and up to date. Data that is inaccurate or out of date will be destroyed.

Please be aware that you can change any of your personal details by logging in to the system via and selecting "Edit my details" from the left-hand menu. Alternatively, you may let us know if your details change or if you feel that the Data we hold about you is inaccurate or incomplete at:


We create and hold your Data both electronically and on paper. We will only hold your Data as long as is necessary for the purpose or purposes that we have collected it.


Our staff have a legal duty to keep Data about you confidential. There are strict codes of conduct in place to keep your Data safe. Staff abide by the Data Protection Act 1998 and the University Data Protection Policy.

We endeavour to ensure that suitable organisational and technical measures are in place to prevent the unlawful or unauthorised processing of your Data and against the accidental loss of or damage to your Data. This includes:

  1. Storing Data on an appropriately secure system.
  2. Training all our staff in their data protection responsibilities.
  3. Working with reputable companies for data processing services who are data protection compliant and who enter into appropriate data sharing agreements. d. Ensuring that appropriate protection is in place when we work with trusted organisations based outside the European Economic Area (EEA).


We will not share your Data to a third party without your consent unless we are satisfied that the third party is legally entitled to it.

We may be asked by the General Medical Council to give overall percentages and numbers for staff who have undertaken specific training e.g. ACC training. This would be done at an aggregated level and would not identify individuals. To enable us to do this your information will be stored in a FoM Staff Development and Training database which records any training done with us.

We may have to disclose your Data if required to do so by law in order to comply with a legal obligation, to protect our rights, interests or property and those of others, act in urgent circumstances to protect the personal safety of our staff, students and the public or to protect us against any legal liability.


If you would like to access your Data please make a request in writing to:

The Data Protection Officer
Legal Services
University of Southampton


In certain circumstances you can request your Data for reuse for your own purposes across different services by emailing us at:


We will, from time to time, contact you by email, post and telephone. If at any stage you are concerned about the content of these communications e.g. unwanted marketing information or wish to change how we communicate with you please contact us at: to unsubscribe.


We also have additional policies and guidelines concerning particular activities. If you would like further information please see our Publication Scheme at:

If you are unhappy with the way that we have handled your data you can contact us at: or contact the Information Commissioner's Office. See their website at:

The University of Southampton is the Data Controller and our registration number with the Information Commissioner's Office is Z6801020.


Medicine External Users can access the following University systems:

Medicine eLearning
Student choices
PGR Tracker

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