Our contact details
Name: Royal College of Paediatrics and Child Health (RCPCH)
Address: 5-11 Theobalds Road, London, WC1X 8SH
Phone number: +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 contact the relevant team directly.
How will we use the information we collect about you?
Most of the data we use to administer your committee/trustee role will be directly provided by you as part of your application form, or within the course of your business with the College.
Under UKGDPR we need a legal basis for any processing of personal data. Our legal bases for processing your data are:
- "Contractual obligation" - Where we need to process your personal data to enter into a contract with you. In this instance, the contract is for your role as a Trustee
- "Legitimate interest" - Where we need to process your personal data to carry out a specific task and have undertaken a balancing test, balancing the legitimate interest of doing the task against your right to privacy
- "Consent" - Where you have provided informed consent
As part of our contract with you, we will process your personal data for the following purposes:
- We will use your personal data to process your application, which may include gathering references or conflict of interest information
- If successful we will process your personal data for the purposes of administering the committee/ Trustee Board and for contacting you about committee/Trustee business. For example, your personal data may be in minutes, papers, agendas and terms of reference. Minutes and Papers are only circulated internally
- We will use your details to administer your membership of the committee/trustee board, for example to pay any expenses.
- Where necessary, we will also contact you about undertaking any necessary training required by the role
- For some roles, there is a requirement to have your chosen email address made publicly available on the RCPCH website Where this is applicable, this will be detailed in the job description. If the applicant is unable to provide this it may affect the eligibility of the applicant. You can change your contact details at any time by contacting us
- We may occasionally take photographs for our own publicity. We will gain your consent for this
- We may use your contact details to send you surveys or communicate other events/activities of interest that are directly related to your role, where it is in our legitimate interest to do so. You can opt out at any time by contacting Graham.Sleight@rcpch.ac.uk
- If you are unsuccessful, we may contact you about similar opportunities. If you do not want to hear from us, please contact us.
- We are required to publish the names of our trustees so it will be published on the web
- If you are also a member, we will process your personal data in line with our Membership Privacy Policy
Where we are relying on legitimate interests, we will always balance our legitimate interests against your rights as an individual and make sure we only use personal information in a way or for a purpose that you would reasonably expect in accordance with this notice and that does not intrude on your privacy.
We collect equality, diversity and inclusion (EDI) data as it is in the public interest for us to ensure compliance with the Equality Act 2010 and monitor and promote equal opportunities in paediatrics. We ask all those representing the College (such as officers and committee members) to provide EDI data, although it is not a requirement to submit these details. More information is available in the EDI Privacy Notice
Information security
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 and transferred where necessary.
To enable us to provide you with certain services, we may need to transfer your data outside of the EEA (European Economic Area). However, we will only do so where adequate and appropriate safeguards are in place to ensure compliance and to protect your data in line with GDPR. If you have provided us with a contact email or address which is based outside of the EEA or explicitly consent to this.
Who might we share your information with?
We will share information internally between relevant departments where necessary to fulfil our activities or to support our work (contractual obligation).
We will also share information with third parties where there is a statutory requirement or legal obligation to do so.
How long will we keep your information for?
We regularly review what information we hold about you and delete it in line with College Retention Schedules. If successful, we will retain your personal data for the length of your membership of the committee/trustee board plus 6 years. If unsuccessful, we will hold your application for 6 months from the end of the application process, so that we can contact you about any similar opportunities or provide feedback.
Some of the committee/trustee documents will be reviewed after 10 years and retained permanently in the college archives for historical purposes.
Understanding your data rights
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, 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).
To find out more about your rights visit the ICO website or 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 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 policy
We keep our privacy policy under review, and we will place any updates on this web page. This privacy policy was last updated on 1 September 2025