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College Tutors - Privacy notice

Protecting the privacy and personal data of College Tutors supporting paediatric trainees is of paramount importance to us. The following explains how the RCPCH uses any information you give to us and the way we protect your privacy. This statement covers the use of data provided when you take up a College Tutor role in your Trust.
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Our contact details

We are the Royal College of Paediatrics and Child Health (RCPCH), 5-11 Theobalds Road, London, WC1X 8SH (telephone: +44 (0)20 7092 6000).

What information do we collect?

Each NHS Trust shares the name, contact email address and trust of their College Tutors with us. College Tutors are appointed by and accountable to the Director of Medical Education at their Trust. The term of office for College Tutor is three years with the option of continuing for a further two years, dependent upon agreement from all parties. 

College Tutors are required to notify the RCPCH of any change of details and of new Tutors to whom they are handing over.

Why do we collect this information?

Data protection law requires that we have one or more of the following legal bases to process your information: 

  • "Legitimate interest" - where we have assessed that the benefits of us processing your data are legitimate and not outweighed by your interests or legal rights.

We collect this information in our legitimate interest to:

  • Send new College Tutors information and guidance related to their role
  • Provide College Tutors with information and resources throughout the duration of their role.
  • Ensure that training centres are achieving the key domains within the Trainee Charter

Who might we share your information with? 

Your responses will be stored securely on the RCPCH network and only accessed by RCPCH staff.

We will never publish raw data. If we want to publish data, any data that could be used to identify you will be removed or changed and only anonymised data will be used. 

Transferring information outside of the UK

To provide some products and services we, or our data processors, may 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, we will take all reasonable steps necessary to ensure that your information is protected by having in place a recognised safeguard with our 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 

How long do we keep hold of your information for?

We will keep your data and provide additional access to the ePortfolio platform for the duration of your role as College Tutor.  After your role ends, we will remove the additional access in ePortfolio, but your account will remain open for the duration of your membership at the College.

Understanding your data rights

To help you understand more about the information in this and all our privacy notices, see our page, Understanding GDPR and your data rights. This explains common words and phrases used in our privacy notices, describes our use of artificial intelligence (AI) and details the rights you have in relation to the processing of your personal data under UK General Data Protection Regulation (UK GDPR).

If you want to submit any of these requests, please send them to the RCPCH Data Protection Officer via email: information.governance@rcpch.ac.uk or by writing to 5-11 Theobalds Road, London, WC1X 8SH. 

If you make a request, we have one month to respond to you. 

How to contact us or complain

If you are unhappy with how we are using your personal data, you should contact us in the first instance so that we can understand and try to resolve your concern. If we can't resolve the issue you have the right to complain to the Information Commissioners Office (ICO). The ICO is the UK's independent body set up to uphold information rights.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

If you have any questions about our privacy policy, the information we hold about you or you wish to make a complaint, please send an email to: information.governance@rcpch.ac.uk

Changes to this privacy notice

We keep our privacy notice under review, and we will place any updates on this web page.

Last updated 3 June 2025.