Membership privacy notice

The Royal College of Radiologists is a charity that works with our Fellows and members to improve the standard of medical practice across the fields of clinical radiology and clinical oncology. The Royal College of Radiologists is a registered charity (no.211540). The registered address is 63 Lincoln’s Inn Fields, London, WC2A 3JW.

Our nominated representative for the purpose of applicable data protection Legislation is the College Data Protection Officer who can be contacted on [email protected]

The personal and sensitive data we may collect will include your:

• Name
• Contact details
• Gender
• Date of birth
• Training scheme
• Information relating to your education and employment history
• Qualification information
• Place of work
• Job role
• Bank details (including account number, sort code, reference number) or credit/debit card information
• Evidence of income or maternity/parental/adoption leave
• Attendance/participation in RCR organised activities (eg events, exams)
• Information you provide in response to research activity (eg: surveys, focus groups, census collection)
• Information relating to certain characteristics relating to you, including; age, gender reassignment, being married or in a civil partnership, being pregnant or on maternity leave, disability, race (including colour, nationality, ethnic or national origin), religion or belief, sex and sexual orientation (in each case, as provided by you in response to questionnaires, which are voluntary); and/or
• Information relating to socio-economic background (provided by you in response to questionnaires, which are voluntary)

We collect and process your data so that we can:

• Administer your membership (lawful basis: Contract)
• Manage invoicing requests (lawful basis: Contract)
• Support enrolment for specialty training (lawful basis: Contract)
• Record potential conflicts of interests for our volunteers (lawful basis: Legitimate Interests)
• Forecast future workforce numbers and working patterns, by analysing census data and trends together with RCR specialty training data (lawful basis: Legitimate Interests)
• Provide online event booking (lawful basis: Contract)
• Administer continuing professional development processing (lawful basis: Contract)
• Conduct research connected to your membership and/or professional practice, and we may ask you to complete surveys that we can use for research purposes, although you do not have to respond to them (lawful basis: Consent, Legitimate Interests)
• Give members access to update their mailing preferences (lawful basis: Contract)
• Managing single sign on processes for RCR member benefits or services such as iRefer, eLearning for Healthcare, the ePortfolio, RCR Learning, Clinical Radiology, Clinical Oncology and the CPD video library (lawful basis: Contract)
• To administer submissions to scientific and audit poster competitions (lawful basis: Legitimate Interests)
• To capture speaker information for speakers at our events (lawful basis: Contract, Legitimate Interests)
• To provide CPD points to those completing case of the day at our annual conference (lawful basis: Contract, Legitimate Interests)
• To keep Case of the Month and Audit Template submitters updated regarding the progress of their submissions (lawful basis: Contract)
• Recording details of attendance at Admissions Ceremonies (lawful basis: Legitimate Interests)
• Collecting details of members who wish to apply to be members of RCR Boards and Committees (lawful basis: Contract)
• Collecting information from people wishing to use our international teaching resources and guidance implementation tools (lawful basis: Contract)
• Managing requests from people who wish for us to provide certificates and verification of qualifications (lawful basis: Contract)
• Processing of awards and fellowships applications (lawful basis: Legitimate Interests)
• Collecting details of people applying to be mentors and/or mentees. (lawful basis: Legitimate interests)

It also helps us:

• To ensure that content from our site is presented in the most effective manner for you and for your computer (lawful basis: Legitimate Interests).
• To better understand your interests and preferences. We may use this analysis to create more tailored website experience for you. (lawful basis: Consent)
• To provide you with membership services and member benefits (for example to provide you with copies of and electronic access to our journal and other relevant publications) (lawful basis: Contract).
• To provide you with information, details of learning and development opportunities and services that you request from us or which we feel may interest you or, where you have consented to be contacted for such purposes (lawful basis: Consent, legitimate interest)
• To carry out our obligations arising from any contracts entered into between you and us (lawful basis: Contract).
• To allow you to participate in interactive features of our service, when you choose to do so (lawful basis: Contract, Legitimate Interests).
• Where you have applied to a third party for a member benefit (such as, by way of example, an app or membership of the European Society of Radiology) to confirm to them that you are a Fellow or member of the RCR and therefore entitled to the benefit (lawful basis: Contract).
• To organise and facilitate an event which the Royal College of Radiologists is co-sponsoring or organising with another organisation (Legitimate Interests).
• To notify you about changes to our service (lawful basis: Contract, Legitimate Interests).

We will ensure that special category data receives an adequate level of protection by putting in place appropriate measures.  We will only process special category data in limited circumstances with your explicit consent, where we need to carry out our legal obligations or where it is needed in the public interest, such as for equal opportunities monitoring. 

We do not carry out automated decision making in respect of members.  If this changes, we will update this notice and take such other steps as required to comply with applicable law.

Your personal information will be processed by employees of the Royal College of Radiologists and we may also disclose your personal information to third parties:

• If we are under a duty to do so in order to comply with any legal obligation
• To enforce or apply our terms of use or terms and conditions of supply and other agreements
• To protect the rights, property or safety of RCR or others
• To allow you to receive any membership services or member benefits which are provided by a third party (for example, providers of digital systems, marketing and advertising companies);
• To provide any services that you ask us to carry out either through the website or otherwise (including, for example, for equivalence purposes); In order to conduct research (for example, through the use of a third-party research agency or survey website, such as Survey Money, where your personal data may need to be shared in order for the research or survey to be carried out); and/or
• Where we engage a third party to provide us with services relevant to the purposes for which we process your personal information, such as accountants, lawyers, IT providers, the National Health Service, Health Education England, the General Medical Council, event co-sponsors or organisers and the clearing house engaged for the recollection of subscription payments

Your personal data may be transferred to third parties outside of the UK.  We will ensure that your personal data receives an adequate level of protection by putting in place appropriate measures. Please see “Where does information go” below.

Disclosure may include exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

The RCR will not share your information for marketing purposes with any third parties.

Where we need your consent to hold your information we will ask you to confirm your consent in writing and we will inform you why we are collecting the information, how we will use it, how long we keep it for, who else will have access to it and what your rights are. Where we do rely on consent you have the right to change your mind and withdraw that consent at any time by writing to us. If you withdraw your consent we will cease using any personal information obtained and processed under that consent unless we have some other legal obligation to continue to use it. Please note that withdrawing consent will not affect the lawfulness of our processing prior to consent being withdrawn. To withdraw consent, please contact us at [email protected].

Your rights

You have the right to ask us to provide you with access to and rectification or erasure of your personal data. Upon receiving a request for erasure we will confirm whether your personal data has been deleted or a reason why it cannot be deleted (for example because we have a legal obligation to keep the information).   Providing you this information is free of charge, but charges may apply for excessive requests.  To do this please email [email protected] or write to us (FAO: Data Protection Officer, The Royal College of Radiologists, 63 Lincoln’s Inn Fields, London WC2A 3JW).

You have the right to object to processing of your data. You may request that we stop processing information about you. Upon receiving your request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or bring or defend legal claims.

You have the right to request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it

We want to make sure that your personal information is accurate and up to date. We verify and refresh our datasets including through the use of information from publicly available sources, data provided in the annual RCR census and information provided voluntarily by you (e.g. via digital systems, research) . In order to assist us with ensuring your personal information is up to date either update your details online at MyRCR or contact the Membership Team.

If you don't want to receive emails or hard copy mail from us, please amend your preferences in the MyRCR section of the website. You may ask us to correct or remove information if you think it is inaccurate.  

You have the right to ask us to provide you with the personal data you have provided to us in an electronic format or to ask us to provide it to a third party.

Complaints procedure

Any complaints regarding the method in which we handle your data may be logged by sending an e-mail to [email protected]  

You have the right to lodge a complaint with the Information Commissioner’s Office via its website www.ico.org.uk/concerns or you can call them on 0303 123 1113, or write to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Where does information go?

We are situated in the United Kingdom.  If you are located outside the United Kingdom, by becoming a member you will voluntarily be transferring your personal data to the United Kingdom.  Personal data may be sent overseas to other jurisdictions in which our examinations are offered, which may include Hong Kong and India and Singapore Malta, Pakistan and Egypt, in order to administer our examinations. When your personal data is to be transferred to countries or territories outside the UK or the European Economic Area, we will ensure that the level of security is appropriate to the type of data and anticipated risks.

How long do we keep your personal data?

We keep your personal data for at least as long as you remain a member of the Royal College of Radiologists. We are legally required to hold some types of information to fulfil our statutory obligations. You have the right to request the deletion of your personal data, to exercise this right please contact [email protected].

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.

To exercise all relevant rights, or for queries or complaints please contact the  Data Protection Officer, at [email protected].