Awards Privacy Notice

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 for privacy/data protection enquiries are the same as above or via email to: information.governance@rcpch.ac.uk.

What information do we collect from you?

Honorary Fellowship

To enable us to consider the nomination, we process the following information about the nominator, seconder, and nominee as part of the nomination application form:

• name, position, address, contact number and email address of the nominee
• category of Honorary Fellowship
• statement in answer to how the nominee meets each criterion for nomination

 

Members' Award

To enable us to consider the nomination, we process the following information about the nominator, seconder, and nominee as part of the nomination application form:

• name, position, address, contact number and email address of the nominee
• statement in answer to how the nominee meets each criterion for nomination

 

James Spence Medal

To enable us to consider the nomination, we process the following information about the nominator, seconder, and nominee as part of the nomination application form:

• name, position, address, contact number and email address of the nominee
• statement supporting the nomination

 

Paediatric Awards for Training Achievements (PAFTA)

Head of School / RCPCH Trainees Committee Regional Representative

We ask the Heads of Schools and Trainees Committee regional representative to provide their name and contact details, as well as to confirm whether they are a Head of School or a Trainees Committee regional representative so that we can verify the submission of the regional winner, but also so that we can contact the Head of School or the Trainees Committee regional representative if we have any questions or issues with the submission. 

Regional Winner
We ask to those who make submissions to provide the following information about their regional winners’:

• Name and contact details so that we can administer the submission and contact successful individuals.
• Information about the individual’s career in response to review criteria. 
• Successful individuals will be asked to provide a photo for publishing on our promotional materials including our website, social media and Milestones. This will be based on consent, which you can withdraw at any time by contacting awards@rcpch.ac.uk
• We ask Regional Winners to provide Equality, Diversity and Inclusion information on the College website, although this is voluntary. 

 

Where we process special category data, such as EDI data, this is done under the condition of "Substantial Public Interest" in ensuring equality of opportunity or treatment.

Why do we collect this information?

UKGDPR requires a legal basis for any processing of personal data. Our legal basis for processing your data is:

"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

Nomination for these awards is voluntary. We will process your application for the following purposes: 

• To process the nomination for the award (James Spence Medal, Honorary Fellowship, Members Award)
• To process the submission for the award (PAFTA)
• To contact nominators and nominees during the award consideration process (James Spence Medal, Honorary Fellowship, Members Award)
• To contact heads of schools, TC regional reps, and regional winners (PAFTA)
• To present the award at the RCPCH annual conference

Who might we share your information with?

James Spence Medal

We will only share nomination applications internally with Council and the relevant award committee to enable them to conduct the review and award process. The name of the successful nominee will appear in the Council minutes which occasionally may be made available publicly once any other confidential information has been removed.

If you are nominated, you will not be informed of this unless you are successful.

If you are awarded and accept the James Spence Medal, your name and citation will appear in the RCPCH Conference programme for that year. Your citation will also appear on our website on the James Spence Medal roll as it is within our legitimate interest to publish this. If you do not want your citation to appear on the roll, please contact the College Archivist: information.governance@rcpch.ac.uk.

We will only ever use the nominator’s personal data internally for the purpose of processing the application, we will not publish this information externally.

Honorary Fellowship

We will only share nomination applications internally with Council and the relevant award committee to enable them to conduct the review and award process. The name of the successful nominee will appear in the Council minutes which occasionally may be made available publicly once any other confidential information has been removed.

If you are nominated, you will not be informed of this unless you are successful.

If you are awarded and accept an Honorary Fellowship, we will pass on the nomination application form to our membership team to enable them to administer Honorary Fellowship Membership. Your name and citation will appear on the RCPCH Conference programme and related materials. Your name will also be included in the AGM (Annual General Meeting) agenda for that year, and in a list of Honorary Fellowship recipients on this website (coming soon). If you do not want your name to appear on our website, please contact the College Archivist: information.governance@rcpch.ac.uk.

We will only ever use the nominator’s personal data internally for the purpose of processing the application, we will not publish this information externally.

Members Award

We will only share nomination applications internally with Council and the relevant award committee to enable them to conduct the review and award process. The name of the successful nominee will appear in the Council minutes which occasionally may be made available publicly once any other confidential information has been removed.

If you are nominated, you will not be informed of this unless you are successful.

If you are awarded and accept the Members' Award, your name and citation will appear in the RCPCH Conference programme and related materials. Your name will also be included in the AGM (Annual General Meeting) agenda for that year, and in a list of Members' Award recipients on this website. If you do not want your name to appear on our website, please contact the College Archivist: information.governance@rcpch.ac.uk.

We will only ever use the nominator’s personal data internally for the purpose of processing the application, we will not publish this information externally.

PAFTA

We will share anonymised information with the PAFTA scoring panels which are made up of Vice President for Training and Assessment, Chair of the Trainees Committee, nominated College members and children and young people from the RCPCH’s &Us Network.

The names of the successful individuals will also be published on our website, social media and Member Magazine (Milestones). We will also publish a photo of successful individuals, if they have provided consent for us to do so. 

We will only ever use the nominator’s personal data internally for the purpose of processing the application, we will not publish this information externally.

We reserve the right to remove names from our website.

Your personal data will not be transferred outside of the EEA.

Understanding GDPR and 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).

There are some restrictions which apply to these rights, such as if we have an overriding legal obligation to keep the data.

The nomination process is voluntary and either the nominee or nominator can withdraw the application at any time. If you no longer want to be considered for the award, please contact: awards@rcpch.ac.uk.

To make a request contact the Data Protection Officer Information.Governance@rcpch.ac.uk or write to Information Governance Manager, RCPCH, 5-11 Theobalds Road, London WC1X 8SH.

In accordance with Data Protection Legislation, we have a legal duty to protect any information we collect from you and we have measures in place to ensure your data is securely and safely stored. You do have the right to complain to the ICO if you have concerns about the way your personal data is being handled: casework@ico.org.uk.

How long do we keep hold of your information for?

James Spence Medal, Honorary Fellowship, Members Award

We will retain applications for five years from the year of nomination in line with the College Retention Policy. We will then destroy unsuccessful applications and transfer successful nominations to our College’s historical archive for long term preservation as an important representation of our College history. We also retain Council minutes permanently in our historical archive.

PAFTA

Submission forms will be kept for 6 months after the end of the PAFTA process. We will then retain key information relating to successful individuals permanently where there is historical or archival value.

Cookies and analytics

We use these on the RCPCH website to help us improve our services. For more details please visit the website terms and conditions.

Changes to this privacy notice

We review our privacy notices regularly and any updates to this notice will be made here.

Last updated 27 November 2025