The Doctor Mike King Trust

Privacy Notice

This notice explains what personal information the Dr Mike King Trust collects through this website, why, and what your rights are. It is written to be clear for students as well as adults.

Who we are

The Dr Mike King Trust (“the Trust”, “we”) is a charitable trust based in Portsmouth that supports young people who want to become doctors. It is a fund administered by the Hampshire and Isle of Wight Community Foundation, registered charity no. 1100417. We are responsible for the personal information described here. You can contact us about it at info@drmikekingtrust.co.uk.

What we collect

When you use a contact form on this website we receive:

  • your email address (so we can reply);
  • your name, if you choose to give it;
  • your message, and which page of the website you sent it from.

Please only tell us what we need to answer you. You do not need to send us exam results, health information or other sensitive details through the form.

If you email us directly, we receive your email address and whatever you write.

Why we use it

We use your details only to read and reply to your message. The legal basis is our legitimate interest in answering people who contact us. We do not use your details for marketing, and we do not sell them.

Who sees it

Your message is sent by email to the Trust’s inbox and read by the people who run the Trust. We do not pass your details to volunteer doctors, schools or anyone else without asking you first.

Our website and email are hosted by Hostinger, which processes the information on our behalf so that the site and email work.

How long we keep it

Messages from the contact form are not stored on the website: they go straight to our inbox. We keep emails only for as long as we need them to deal with your enquiry, and then delete them.

To stop the forms being misused for spam, the website keeps a scrambled (encrypted, one-way) version of the internet address a form was sent from, for one hour. It cannot be turned back into your address and is then deleted automatically.

If you are under 18

You can contact us yourself, and we will reply to you. If you join the programme as a student, we ask your parent or carer for permission for the activities on our consent form, either by an email link or on a paper form. We use their email address only to ask, and delete it once they have answered.

If you register as a student

Students log in with a username and access code. We do not ask for your email address, phone number or date of birth. We hold:

  • your username, and a scrambled version of your access code (we cannot read the code itself);
  • your school or college;
  • the first half of your postcode (for example PO4), and measures for your area: how deprived it is and how many young people there go on to university. Your full postcode is used once to look these up and is never stored;
  • the year you hope to start university;
  • your answers to three yes/no questions: whether you applied for medicine, got an offer, and took a place;
  • your permissions (taking part, online sessions, photographs at events, photographs used publicly, publishing your work, and evaluation), with your first initial and surname so we know whose permission it is and who may be photographed at events.

If you are under 18, we also ask a parent or carer. If you give us their email address, we use it only to send them a link to answer, and delete it once they have. We keep their name, their relationship to you and their answers as a record of permission. Families can use a paper form instead. A permission is used only if both you and your parent or carer said yes, and either of you can change your mind at any time.

Published articles and posters show only your first initial and surname, never your school. Your name is never included in reports or in the data we use to measure our results.

We use this to find out whether the Trust is helping students from every part of Portsmouth and every school. It is reported only as totals, and any group of fewer than five students is hidden so that nobody can be identified. The legal basis is our legitimate interest in measuring and improving our work.

You can see what we hold, change it, or delete your account at any time from your account page. If you have lost your code, your school can ask us for a new one. We delete student records when we no longer need them to measure our results.

If you write for the Future Doctors Journal

Students who are logged in can send us articles. We keep the article and when you sent it. It is published with your first initial and surname, and only if you have permission to publish (from your parent or carer as well, if you are under 18). Each article is compared with earlier entries on this website to check for copying, and the reviewer may search the web for a few of its sentences. Nothing is sent to an outside checking service. Your article is published only after we have checked it and only if you agreed. We record who liked each article so that nobody can like it twice; likes are never shown against anyone's name. You can ask us to remove your article at any time, and deleting your account removes all your work.

If you enter the poster competition

We keep your poster file, its title and summary, and the type of project. It is shown with your first initial and surname, never your school, and only with permission to publish. The summary is checked for copying in the same way as journal articles. Your poster is shown in the gallery only after we have checked it, and any award from the judging panel is shown with it. You can ask us to remove it at any time.

If you upload a personal statement for a practice interview

This is optional. Students can upload their UCAS personal statement (a PDF or Word file) so the doctor running the personal statement station at a practice interview can read it beforehand. You can upload only after you, and if you are under 18 your parent or carer, have given the Personal statement for interview practice permission, and you tick a box to agree each time.

  • Who can read it: only Trust admins and the examiner the Trust gives your statement to. Examiners can see nothing else on the website. Every time a statement is opened, downloaded or printed is recorded.
  • Where it is kept: in a private folder on our web host that cannot be reached from the internet, under a random file name. The original file name is kept only in our database.
  • How long: it is deleted automatically on the deletion date set for the event, which is at most 7 days after it. You can delete it yourself sooner from your account, and it is deleted at once if you withdraw the permission or delete your account. An examiner may print one copy for the evening, which they must shred afterwards.

The legal basis is your consent (and, for under-18s, your parent or carer’s), which you can withdraw at any time.

Your MMI score card

After a practice interview, students can mark themselves out of 10 for each station and keep notes. These are saved to your account and only you can see them. Trust admins see only how many students have used the score card. They are deleted with your account.

If you volunteer, or register a school’s interest

The volunteer form asks for your name, email address, role and workplace, and optionally a phone number, plus your answers about how you could help. The partner schools form asks for the school or college, your name, role and work email, and whether you could host a session. We use them only to contact you about volunteering or the programme. The legal basis is your consent, and you can ask us to delete your details at any time.

Admins and examiners

Trust admins and examiners log in with their email address and a password, stored only in a scrambled form. We record changes to admin and examiner logins and what is done with personal statements, so we can show who saw what.

If you join the members’ area

Doctors, medical students and school staff who join the members’ area give us their name, email address and a password. We store the password only in a scrambled form that cannot be turned back into the password. We use your email to confirm your account, to reset your password if you ask, and to tell you when your account is approved. The legal basis is your consent. To close your account, contact us and we will delete it.

Event feedback

The event feedback form does not ask who you are and does not record it. Please do not put names in your answers. We use the totals to improve our events and to report our impact.

If you apply to be a medical student ambassador

Medical students who apply give us their name, email address, university, course and year, their link to the Portsmouth area, the roles that interest them and a short bio, and can add a photo and a video (or a YouTube or Vimeo link). We use this to contact you about ambassador roles. The legal basis is your consent, recorded separately for each part, and you can withdraw it at any time.

Your email address, surname and link to the area are never shown on the website. A profile is published only if you ask for one, only after we have checked it, and your photo and video only if you agreed to each. If you agreed to your photo being used, we may use it with your first name, university and a line from your bio in our social media posts about you. Photos are re-saved when uploaded, which removes hidden information such as where they were taken. Videos from YouTube or Vimeo load only when a visitor presses play.

Withdrawing: use the link in your confirmation email, or email us. Your profile comes off the website straight away and your details, photo and video are deleted. We keep only a note that consent was given and withdrawn, with no personal details.

Cookies

If you log in, the website sets one cookie to keep you logged in. It is deleted when you close your browser or log out. Its typeface is loaded from Google Fonts, so your browser connects to Google’s servers to fetch it, which shares your internet address with Google.

Google Analytics, only if you agree. When you first visit, we ask whether we may use Google Analytics. Only if you press Accept does your browser load it and store its cookies (named _ga), which let Google count visits and tell us, as totals, which pages are used and how people found us. We do not use it for advertising and cannot see who you are. If you press Reject, nothing is loaded. You can change your mind at any time with Cookie settings at the bottom of each page, which also deletes the cookies. Google Analytics is never used on the student, consent, members’ or staff pages. Google processes this data as our processor and may store it outside the UK under appropriate safeguards.

Your rights

You can ask us to:

  • tell you what information we hold about you and give you a copy;
  • correct it if it is wrong;
  • delete it;
  • stop using it.

Email info@drmikekingtrust.co.uk. We will reply within one month.

If you are unhappy with how we have used your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this notice

We will update this notice when we change how we use personal information, for example when we add new forms. Last updated: 31 October 2026 (personal statements for practice interviews, MMI score cards, partner schools form and examiner logins added). This version is waiting for sign-off by the trustees.