GDPR privacy statement – General
Who we are
This is the privacy statement of the Royal College of Physicians and Surgeons of Glasgow and its subsidiary company, Fifteen Ninety Nine Limited. References to "we", "our" and "us" should be construed accordingly.
How we use your personal information
This privacy statement explains how we collect and use personal information about you.
In general terms, we collect and use personal information to:
- deliver our services to you and meet our legal responsibilities
- verify your identity where this is required
- contact you by post, email or telephone
- understand your needs and how they may be met
- maintain our records
- process financial transactions, including subscriptions, VAT, fees etc.
- update you on our activities or events that may interest you, including information about and fundraising for the College's charitable activities, such as our Hope Foundation
- prevent and detect crime, fraud or corruption
More specifically, the table below explains how we use your personal information and the reasons that we rely on in doing so. Where these reasons include legitimate interests, we explain what these legitimate interests are.
What we use your information for | Our reasons | Our legitimate interests |
---|---|---|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
The personal information we hold about you
We will only collect information about you to fulfil the purposes stated above. We will only collect your information where we have a clear purpose for doing so.
The information we may hold in our databases is as follows:
Types of personal information | Description |
---|---|
ID | Name, address, date of birth. |
Contact | Email address, telephone numbers. |
Financial | Bank details and details from credit checks. |
Professional | Details about your place of work, educational history with the College, courses/events you may have attended, examination results for examinations you have sat at the College. |
Contractual | Details about payments to and from and other details about services you purchase from us . |
Consents | Any permissions, consents or preferences that you give us |
Other | Photographic imagery of our events, including images of individuals participants at the events In some circumstances it may be necessary for us to hold the following:
|
Special types of personal information | Some types of personal information are defined as special. We will only collect and use these types of data if you have consented to providing it:
|
Where we collect your personal information from
Information we hold about you will be supplied by you directly, or may be passed to us by another Royal College where there is an intercollegiate agreement to provide examination or membership services, or be passed to us by another organisation with whom we have a data sharing agreement.
Who we share your information with
We will not share your information with third parties unless:
- It is necessary in order to provide our services to you
- It is with a public body for the lawful purpose of performing a public task
- For other purposes we have informed you about
Data Retention
We have a data retention schedule and personal information will not be kept longer than is necessary for its purpose. Different categories of personal information will be retained for different periods of time. Personal information will be destroyed or erased from our systems when it is no longer required.
We have a duty to retain information including personal information relating to data users and data subjects, for a period of time following their departure/cessation of engagement with us, mainly for statutory or legal reasons, but also for other purposes such as being able to provide references, or for financial reasons, for example relating to pensions and taxation.
We may keep personal information stored for longer periods insofar as the data will be processed solely for archiving purposes in the public interest, or scientific, historical, or statistical purposes but such data is subject to the implementation of appropriate safeguards.
Using our website
When someone visits rcpsg.ac.uk we use third party services, Google Analytics, Facebook Pixel and HotJar, to collect standard internet log information and details of visitors' behaviour patterns, monitor the effectiveness of ads for purposes of statistics and tracks conversions that can be attributed to ads on Facebook. This information is only processed in a way which does not identify anyone. We do not make, and do not allow third parties to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Use of cookies by us - you can read more about how we use cookies on our Cookie Policy page.
Search engine
Our website search and decision notice search is powered by SiteSearch360. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either us or any third party.
Security and performance
Activity from IP addresses is logged for security and fault finding purposes. We use a third party security service, however, no data is directly shared with this company.
Automated decisions
Marking of our multiple choice examinations is carried out electronically by scanner. This process is anonymised.
Your rights
Access to your information – You have the right to request a copy of the personal information about you that we hold.
Correcting your information – We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information – You have the right to ask us to delete personal information about you where:
- You consider that we no longer require the information for the purposes for which it was obtained
- We are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
- You have validly objected to our use of your personal information – see Objecting to how we may use your information below
- Our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. In addition, where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue.
Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where this is no longer a basis for using your personal information but you don't want us to delete the data. Where this right to validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Automated processing – if we use your personal information on an automated basis to make decisions which significantly affect you, you have the right to ask that the decision be reviewed by an individual to whom you may make representations and contest the decision. This right only applies where we use your information with your consent or as part of a contractual relationship with you.
Withdrawing consent using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in the Contact information and further advice section if you wish to exercise any of these rights.
Changes to our privacy statement
We keep this privacy statement under regular review and will place any updates on this website. Paper copies of the privacy statement may also be obtained by emailing the College Data Protection Officer at gdpr@rcpsg.ac.uk, or in writing to the address below.
This privacy statement was last updated on 16 November 2021.
Contact information and further advice
Finance Director
232/242 St Vincent Street
Glasgow
G2 5RJ
0141 221 6072
gdpr@rcpsg.ac.uk
Complaints
We seek to resolve directly all complaints about how we handle personal information but you also have the right to lodge a complaint with the Information Commissioner's Office.
Contact details are: