Processing Statement

Processing Statement for RCP Meetings & Events department:

What we do with your data

The Royal College of Physicians Meeting & Events department (RCP M&E) maintain information about you in order to provide you with an events service.  We will also provide you with up to date information about news, offers and promotional activities and may contact you about your future event needs.

Why we need to collect and use your data

The RCP M&E department need to maintain up to date contact information in order to communicate with you regarding your specific event requirements and to deliver the contracted events service.

Who we share your data with outside the RCP.

The RCP M&E department shares your information with sub-contractors who are employed to specifically assist with your event delivery. On occasion we will ask for permission to share your contact details with other venues if we are unable to accommodate an evert request.

How long we keep your data and why

The RCP M&E department keep data in relation to your event service for up to 7 years if you have confirmed an event with us and for up to 2 years if no events go on to take place.

Where we got your data from.

Your information will have been collected upon your initiation of contact with the RCP M&E department in relation to our events services.

Your rights to:  

• restrict the use of your data (Article 18) 

If requested the RCP M&E department will be able to anonymise any personal data related to any confirmed event bookings or enquiries made. In doing so restricting the use of your data

• stop your data being used (Article 21) 

If requested the RCP M&E department will be able to anonymise any personal date related to any confirmed event bookings or enquiries made. In doing so stopping the use of you data.

• have data deleted (Article 17)

The RCP M&E department does not have the ability to ‘delete’ personal data, as this is linked to bookings history. However personal data linked to any booking can be anonymised thereby removing your information from our booking system.

You have the right to access information which identifies you as a living person, held on RCP systems (Article 15). You also have the right to a copy of your data in a standard format, where technically possible (Article 20). For more information please contact the data protection officer.

Who to contact at the RCP and how to complain

Contact the data protection officer if you have queries or concerns about the above. 

If you are not satisfied with the service provided by the RCP, you have the right to complain to us (provide a local contact? Or data protection officer email again?) or the UK regulator, the Information Commissioner. See their website for further information on GDPR and your rights.

If the use of your data changes, we will update this statement to reflect that. Regularly reviewing this information ensures you remain aware of what data we hold and use.