Who we are
We are the Royal College of Paediatrics and Child Health (RCPCH), 5-11 Theobalds Road, London, WC1X 8SH (telephone: +44 (0)20 7092 6000).
The contact details for the Data Protection Officer are the same as above or via email to information.governance@rcpch.ac.uk.
How we collect information
We will usually collect information directly from you, but if your data is included in records we may receive this data from other teams within RCPCH or records donated by a third party such as paediatricians or their family. The material that we collect and retain is stored securely for archiving purposes in the public interest, to be used for future historical research use, in accordance with the Data Protection Act 2018, Schedule 2, Part 6, Paragraph 27 and 28.
Information we collect about you
We selectively collect and retain information about RCPCH’s activities, which may include a wide variety of personal data and special category data, like health/medical data and include things like biographies, oral histories photos and videos.
If you donate records to the archive we will collect your name, address, telephone number and email address. We may also ask about your connection to the records or the individual(s) the records relate to.
If you use the archive for research, we will collect your name, telephone number and email address.
If you make an enquiry, we will usually collect your name and email address. We will only collect your phone number or physical address if we need it to respond to the enquiry.
Why we collect your information
Under UKGDPR (General Data Protection Regulation), we are required to have a legal basis for processing your personal data.
Specifically, we process your data for the following purposes.
| Purpose | Legal grounds |
| To maintain materials of historical significance that reflect the college’s history and the history of paediatrics as a whole and related topics for future study and research | Legitimate interest and where necessary for archiving purposes |
| To identify the provenance of donated records and to contact the donor if there are any queries about access and reproduction of the material | Legitimate interest and to fulfil our legal obligation in relation to copyright law. |
| If you visit the archive to conduct research, we will retain your contact information to enable us to retain full records of ownership and use of permanent collection items as well as to manage your visit to the archive | Legitimate interest: if you provide us with accessibility information, we will use this only where necessary to support your access to the archive, where we are able to make a reasonable adjustment (to provide equality of treatment under the Equality Act 2010) |
| To provide biographical information for obituaries; to support research including publications and promotional material for the College | Legitimate interest |
| If you make an enquiry relating our history or archives we will only use your data to answer your query | Legitimate interest; and Consent where you have chosen to provide information to us for the purpose of supporting the enquiry) |
| To tell you about historical archives outreach events | Consent: you can opt out at any time, see the below section on ‘Your data rights’ for more details |
| To keep you informed about collections or similar events that may be of interest to you, or to communicate with you about the archive where we have an existing relationship with you | Legitimate interest |
What we do with your information
If data about you is held in the historical archives, your name may be included in our cataloguing database called Axiell Collections. The public-facing version of this catalogue may also include these details if the record has been ‘opened’. We minimise inclusion of personal data of living individuals in the online catalogue.
Most of our physical archive records are stored with an off-site storage provider, who do not access records unless they are given express permission to do so by RCPCH.
Records are closed to the public for an appropriate period of time, as per our archive collection policy. After such time, they are available to researchers. Researchers using the archive must adhere to our researcher rules (available on request) and are expected to adhere to UK Data Protection laws.
If you are a paediatrician who has sent biographical information to the archive, it may be shared externally for the writing of an obituary after you are deceased.
If you donate records to the archive, information about you will be kept in our internal database, via Axiell Collections. This area of the online catalogue is not included in the public-facing catalogue.
If you donate records to the archive, use the archive for research or make an enquiry, we may use or share anonymised information for statistical and improvement purposes.
How long we hold your information for
If you donate records to the archive, we will keep details of the donation permanently, to ensure we are able to trace the provenance of the records in future. We will also keep your contact details, in case we need to contact you about the donation.
If your data is held in the archive, it will be kept permanently. This includes if you are a paediatrician who sends biographical information about yourself.
If you visit the archive to conduct research, we will keep a record of your visit permanently to comply with security requirements.
If you make an enquiry to the archive we will usually hold your personal details for two years.
Transferring information outside of the UK
We sometimes send researchers copies of records digitally, which may be to outside the UK, but we would usually redact personal data of living individuals.
Axiell stores data held on the online archive catalogue on their own servers in the Netherlands. To provide some of its products and services Axiell may use data processors that transfer and process information in countries outside of the UK. Some of these countries, such as those in the EEA, will have an officially recognised equivalent level of protection to the UK (adequacy decision). A list of these countries can be found via the ICO website. Where there is no adequacy decision, RCPCH and Axiell Collections will take all reasonable steps necessary to ensure that your information is protected by having in place a recognised safeguard with partners and suppliers, such as regulatory approved UK International Transfer Agreements, Binding Corporate Rules or Codes of Conduct.
To find out more about any specific uses of information in countries outside of the UK, or for further information about the safeguards that we have put in place, please contact the RCPCH Data Protection Officer: information.governance@rcpch.ac.uk or Axiell.
Understanding GDPR and your data rights
Where we are processing your data with consent, such as for marketing purposes, you can withdraw consent at any time by contacting us on information.governance@rcpch.ac.uk.
To help you understand more about this information, please see our page Understanding GDPR and your data rights. This explains common words and phrases used in our privacy notices and details the rights you have in relation to the processing of your personal data under UK General Data Protection Regulation (UK GDPR) and how to make a request.
How to make a complaint
If you are unhappy with how we are using your personal data or how we have dealt with a rights request, you should contact us in the first instance so that we can understand and try to resolve your concern. If you would like to make a complaint, please follow our data protection complaints process. If you remain dissatisfied, you can complain to the Information Commission.
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