Privacy notice - RCPCH &Us

Please note this privacy notice is for RCPCH &Us only. To find out about the other ways RCPCH processes your data for the RCPCH website, go to the RCPCH website privacy policy. 

If you would like someone to talk you through this please get in touch by emailing and_us@rcpch.ac.uk.

Our contact details

Name: Royal College of Paediatrics and Child Health (RCPCH)

Address: 5-11 Theobalds Road, London, WC1X 8SH

Phone: +44 (0)20 7092 6000

Email: Data Protection Officer (for privacy/data protection enquiries only) information.governance@rcpch.ac.uk 

General enquiries can be sent via our contact form or by contacting and_us@rcpch.ac.uk.

About

The current law says that young people age 13+ can give their own consent to share information with RCPCH online. Children aged 12 and under will need to get their parents or carers to consent.

When you give your personal information to RCPCH, there is a law called the “General Data Protection Regulation” (GDPR) that helps us to keep it safe. It also tells you how we use it properly by:

• collecting the information fairly
• letting you know how we will use it
• keeping the information secure.

Whenever you give us your personal information, we will follow this privacy statement, and data protection law in how we use it.

How we collect information

We get information from you when you get in touch about our activities, apply to volunteer with us, contact us or share your information with us, e.g. contact information or your ideas or views.

Information we may collect from you

When you get in touch with us and register for RCPCH &Us online or join one of our events or projects, we may collect both personal information and sensitive information.

Personal information (data) includes:

• name
• age or date of birth
• email address
• postal address
• telephone number
• gender.

Sensitive information (special category data) includes:

• racial and ethnic origin
• religion
• your sexuality or gender identity
• disabilities / health needs you may have.

There may be other example of personal or sensitive information – these lists are an example.

When you visit our website, we also sometimes use cookies to collect information about your visit.

How we use your information

We may use your information to:

• give you information about RCPCH and the RCPCH &Us network
• send you volunteer opportunities we feel may be of interest to you
• reply to any messages, emails or letters you have sent to us
• administrative support.

We might also use your comments, views or ideas in reports. We will only use your name or any other information that will identify you where you have given us consent to do this. 

We may look at the information to understand you and your interests, so that we can contact you in the way you want and about the things that matter to you. We will only send this to you if you agree to receive them.

We will only use your personal data where you or your parent/carer have given consent. The consent form will have more information about how your information will be used. 

Who will see your information?

We will keep your information confidential and it will only be seen by authorised staff.

We may sometimes use other organisations (third party suppliers or data processors) to help us to provide a service, such as Evolve to store your information, WhatsApp to communicate with your or Dotdigital to send our newsletter. If we do, we may need to share some of your information with them, but we will keep this to only what is necessary for them to provide that service. We will not share your information with anyone else unless we check with you first, unless we have to do so by law.

Our website may contain links to third party websites (run by somebody else). This policy applies to the RCPCH website, so if you follow a link to a third party site, please make sure you read the privacy policy on that site. We do not accept any responsibility for third party sites.  

Transferring information outside of the UK

We will keep your information safe and keep it in Europe although to provide some products and services we, or our data processors (like WhatsApp), may transfer and process information in countries outside of the UK. Some of these countries, such as those in the European Economic Area (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 equivalent level of protection, we will take all reasonable steps necessary to ensure that your information is protected by having a recognised agreement with our partners and suppliers, such as regulatory approved Standard Contractual Clauses, Binding Corporate Rules or Codes of Conduct, explicit consent, or an adequacy decision except where an exception from article 49 of the GDPR applies. We will only use suppliers that have the right rules in place to protect your information and will check these to make sure they are safe and have the right rules in place to be trusted with your information. 

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 will we keep your information for?

When you join RCPCH &Us as a child or young person, or if you are a parent or carer and register with RCPCH &Us, you will stay registered with us until you ask us to remove you from the list. You can unsubscribe at any time using the link at the bottom of the RCPCH &Us newsletter or by emailing and_us@rcpch.ac.uk.

If you are taking part in a project or attend an event, we will sometimes need to keep information longer under certain laws, for example for Health and Safety or safeguarding purposes. 

If you have given consent and work with us regularly, we will contact you every year to make sure your information is still correct and you are still happy for us to use your information in the same way. We will work with you to gain appropriate consent, which may be from you or from your parent or carer.

Your rights

Please tell us if any of your details change – this will help us to keep our records up to date. You can update your details, including updating how we contact you, or to be taken off of the RCPCH &Us list by contacting us on and_us@rcpch.ac.uk. 

Under data protection law you have certain rights about the information (data) we hold about you. You can ask us to delete your personal information (called the right to be forgotten). You can also tell us to change things if they are not right, or ask us to stop using your information or just restrict how we use it. To get in touch email and_us@rcpch.ac.uk.

You can also ask that the information we have about you is given back to you or given to another organisation that you choose (data portability). You can ask for a copy of the information we hold about you as well. There are some reasons why we might not be able to delete, change, stop or restrict how we use your data or give it back to you depending on the law – but we will explain this to you when you get in touch.

Please contact the RCPCH Data Protection Officer if you wish to make a request (information.governance@rcpch.ac.uk , +44(0)20 7092 6000, 5-11 Theobalds Road, London, WC1X 8SH). You can put in a request at any time and if you make a request, we have one month to respond to you.

If you are located in the EU/EEA, wish to make a request, you can contact our EEA Representative, contact details are at the bottom of this privacy policy.

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 

Our EEA representative

If you are located in the EEA (European Economic Area) or EU (European Union), you can contact DataRep if you wish to make a request under EU GDPR.

As we sometimes process personal data of individuals in the EU and EEA area, in either the role of ‘data controller’ or ‘data processor’, we have appointed DataRep as our Data Protection Representative in the European Union for the purposes of EU GDPR (General Data Protection Regulation) so that you can contact them directly in your home country.

If we have processed or are processing your personal data and you are located outside of the UK, you may be entitled to exercise your rights under EU GDPR in respect of that personal data. For more details on your rights in the EU, please refer to the European Commission or the national Data Protection Authority in your country.

If you want to raise a question to RCPCH, or otherwise exercise your rights in respect of your personal data, you may do so by:

• Sending an email to DataRep at datarequest@datarep.com quoting, RCPCH in the subject line
• Contacting DataRep on their online webform
• Mailing your enquiry to DataRep in your country - download list of addresses below.
• For general enquiries about RCPCH and its data processing, please contact: information.governance@rcpch.ac.uk

When mailing inquiries, it is essential that you mark your letters for ‘DataRep’ and not ‘RCPCH’, or your inquiry will not reach them. Please refer clearly to RCPCH in your correspondence. On receiving your correspondent, RCPCH is likely to request evidence of your identity, to ensure your personal data and information connected with it is not provided to anyone other than you.

Please note this is for GDPR/privacy queries only. If you have a general enquiry, please use the contact details above.

If you have any concerns over how DataRep will handle the personal data they will require to undertake for their services, please refer to their privacy notice.

Changes to this privacy notice

We keep our privacy noitice under review, and we will place any updates on this web page. This privacy policy was last updated on 18 January 2021.