These terms and conditions govern your access to and use of the Joint Royal College of Physicians Training Board website (the "Website"). By accessing and using the Website you agree that you have read and accept these terms and conditions and that they shall apply to your use. If you do not wish to be bound by these terms and conditions, please leave the Website.
This Website is operated by the Joint Royal College of Physicians Training Board (JRCPTB). Its registered office is at 5 St Andrews Place, Regent's Park, London. NW1 4LB.
Data protection and privacy
View our fair processing of data notice below.
Fair processing notice
In order to comply with General Data Protection Regulation (GDPR), it is essential that we make you aware of how your personal data is used. The Joint Royal Colleges of Physicians Training Board (JRCPTB) will carry out any reasonable activity for the efficient administration of its statutory obligations with regard to specialist registration and certification.
This processing statement will explain what data Joint Royal Colleges of Physicians Training Board holds about you, why we hold it, how we protect it and how you can access your rights.
What we do with your data
The Joint Royal Colleges of Physicians Training Board (JRCPTB) maintains information about you in order to provide you with all the services relating to your training. This involves sharing information across the Federation of the Royal Colleges of Physicians of the UK and College departments.
Why we need to collect and use your data
The Joint Royal Colleges of Physicians Training Board must maintain up to date and accurate user contact details in order for us to communicate with service users. It is essential that we keep your data as it is required for the administration of specialist registration and certification in line with our statutory obligations.
It is used for:
- Compliance with regulatory and legal, including monitoring under the Equality Act 2010.
- Managing the provision of training programmes including certification (i.e. CCT)
- Quality assurance of training programmes
- Workforce planning
- Maintaining patient safety
- Research and metrics
Who we share your data with outside the Federation
The data managed by the Joint Royal Colleges of Physicians Training Board will only be disclosed, as part of the process of administering your training programme or application for registration and Certificate of Eligibility for Specialist Registration (CESR) with (as appropriate):
The General Medical Council
- Departments within the Royal College of Physicians; officers, representatives and staff
- Other Royal Colleges
- The relevant regional and national training bodies
- Postgraduate medical deans and their staff (Deaneries/LETBs/)
- Training Programme Directors and Educational supervisors
- Specialist and trainee societies and organisations
- Employing authorities
- Potential employers seeking verifications of training and qualifications
- Third parties identified as appropriate by the organisations listed in this statement
All data held on the Joint Royal Colleges of Physicians Training Board database and ePortfolio will be kept confidential and disclosed with other organisations (as stated above) which will be processed fairly.
How we protect your data outside the territories covered by the GDPR
All information managed by Joint Royal Colleges of Physicians Training Board is held and used within the UK. Our international partner’s data is covered by service agreements.
How long we keep your data and why
Your data is kept for the duration of your training. Our retention policy states that your data will be archived after 7 years on the ePortfolio before data is then held in-house indefinitely. All training related data must be kept for audit purposes and for any legal requests made by the GMC.
Where we got your data from, if not you
We receive data from external organisations notifying us of information relating to recruitment, registration, exams, training and certification.
- General Medical Council
- Other Royal Colleges
- Specialist societies
- Regional Deanery/LETBs
In these instances Joint Royal Colleges of Physicians Training Board acts as data processor and will manage the data in compliance with the data controller’s policies. Data will only be used in order to provide you with the services and undertake activities on behalf of these organisations.
Your rights to:
- Access your data (Article 15)
You have the right to access your information which identifies you as a living person, held on the Royal College of Physicians London and Federation systems. You also have the right to rectify factual errors in current systems and processes.
- Have a copy in a standard format (Article 20)
You also have the right to a copy of your data in as standard format, where technically possible.
- Restrict the use of your data (Article 18)
Your data can be restricted by deactivating your account on our systems if you are no longer in training or after you have completed training with us on request. However if you are in training we cannot restrict this.
- Stop your data from being used (Article 21)
You can request that we stop using data that is not necessary for fulfilling our regulatory obligations ahead of the 7 year deletion period. However this will not be permissible if you are still in training.
- Have your data deleted (Article 17)
We are required to keep some trainee data permanently in order to evidence requirements for completion of training. For this reason we cannot delete all personal data for regulatory purpose and as this is a legal requirement to ensure we can verify training and certification. We can delete non-essential contact information not relating to training on request.
Who makes the decisions about using your data, if not the Federation?
All data that is shared by Joint Royal Colleges of Physicians Training Board with other organisations will be subject to an agreement confirming what that data can be used for.
Where we use automated decision making and how this affects you
We do not use any automated decision making processes in providing our services.
Who to contact at the Joint Royal Colleges of Physicians Training Board and how to complain
Contact the Data Protection Officer here if you have queries or concerns about the above.
If you are not satisfied with the service provided by the Joint Royal Colleges of Physicians Training Board, you have the right to complain to us 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 this. Regularly reviewing this information ensures you remain aware of what data we hold and use.
All intellectual property rights in the design and layout of the Website and the material and information published on the pages of the Website, including, but not limited to, copyright and rights in registered and unregistered trade marks, are owned by or licensed to JRCPTB.
Save as may be incidental to you obtaining authorised access to the content on the Website, you must not reproduce, download, transmit or retransmit, manipulate or store on paper, electronic (including, but not limited to any database or any part of the Internet), CD Rom or other offline product on any other format in whole or in part the design and layout of the Website or the information or material published on the pages of it, without the prior written consent of JRCPTB, such permission to be given or withheld at JRCPTB's absolute discretion.
The material and information contained on the Website is for general information only and does not constitute any form of offer for sale, advice or recommendation by JRCPTB. You should not rely on the material or information on the Website as a basis for making any business, legal or other decisions. You should seek appropriate independent advice before making any such decisions.
JRCPTB does not warrant or represent and excludes all warranties or representations that the material and information, including advertising material, on the Website is accurate, true or complete or that it is free of viruses or that it does not contain any material which is defamatory, obscene or illegal in any way.
In no circumstances will JRCPTB be liable to you or any other third parties for any loss or damage (whether direct or indirect, including loss of profits, loss of opportunity or any consequential loss) resulting from or in any way connected with your use of the Website or its content, whether caused by negligence, misrepresentation, breach of any statutory duty, or breach of contract or otherwise. JRCPTB does not limit or exclude its liability for death or personal injury resulting from its negligence.
You may access other websites via hypertext links from the Website. You use such links and other websites entirely at your own risk. Such websites are provided by independent third parties and JRCPTB accepts no responsibility for the availability, content or use of such websites or information contained on them.
You agree to indemnify and to keep JRCPTB indemnified from and against any costs, claims, demands, expenses and liabilities suffered or incurred by JRCPTB arising from or which is directly or indirectly related to your access to and/or use of the Website and/or any other person or entity's use of the Website where such person or entity was able to access the Website using your password.
JRCPTB reserves the right to assign or transfer all or any of its rights and obligations under these terms and conditions to any of its group companies or to any other third party. In the event of assignment or transfer, notification will be given to you by messages posted on the Website.
Failure by JRCPTB to exercise or enforce any right conferred upon it shall not be deemed to be a waiver of any such right nor operate so as to bar the exercise or enforcement of that or any other right on any later occasion..
JRCPTB reserves the right to vary these terms and conditions from time to time. Such changes will be notified to you by messages on the Website. Changes in this manner shall be deemed to have been accepted if you continue to use the Website after a period of 2 (two) weeks from the date of transmission of the e-mail or of posting on the Website, whichever occurs later.
These terms are governed by and will be interpreted in accordance with English law. The English courts shall have exclusive jurisdiction to settle any claim or dispute which may arise out of or in connection with these terms and conditions.