Privacy Notice

 
Who we are

The Radiation Protection Council (‘RPC’ or ‘we’ or ‘us’ or ‘our’) gathers and processes your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.

RPC operates under the Charter of the Society for Radiological Protection (SRP), whose registered office is at DS009, Dartington Hall, Devon TQ9 6EN. The SRP is a charity registered in England and Wales under the number 1122804. They are registered on the Information Commissioner’s Office Register; registration number Z9829296, and act as the data controller when processing your data. The SRP designated Data Protection Appointed Person is Simon Clark who can be contacted via DS009, Dartington Hall, Devon TQ9 6EN admin@ukrpc.org.uk.

Information that we collect

RPC processes your personal information to meet our responsibilities as the Registration Authority for radiation protection professionals. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.

The personal data that we collect from you includes:

• Name/Date of Birth
• Home Address/Personal email (if provided)
• Business Address/Email
• Membership status of your Licensed Body (if relevant)

How we collect data

As Registration Authority we collect personal data about you in connection with your registration as a radiation protection professional. This information is provided to us by the Licensed Body through whom you registered for the purposes of identifying you uniquely and for contacting you on matters directly related to your registration.

As an enquirer, prospective registrant, or general correspondent, we collect personal data about you in connection with your enquiry/correspondence and related RPC benefits and activities (products and services) from your interactions with us whether over the phone, in person, in writing, or through our website or emails.

How we use your personal data (legal basis for processing)

RPC takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice.  The purposes and reasons for processing your personal data are detailed below: –

•  We collect your personal data in order to process and manage your registration as a radiation protection professional;
• We will share your personal data with Harris Associates (our contracted administrator) to manage all aspects of your professional registration; and
• We will share your personal data with Pulse8, our website contractor, to allow you access to the registrants’ area of our website.

Your rights

You have the right to access any personal information that RPC processes about you and to request information about: –

• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.

Sharing and disclosing your personal information

We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. RPC uses a third-party to provide administrative services and to provide a website (see below); however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Harris Associates We use Harris Associates for all administrative services in connection with your membership. They act in the capacity of a processor on our behalf. The only information we provide them with is your name, address, other contact details to meet registration and legal requirements.

Safeguarding measures

RPC takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: –

Encryptions, Restricted access, IT authentication, Firewalls, Anti-virus/malware, Secure Backups

Transfers outside the EU

Personal data in the European Union is protected by the General Data Protection Regulation (GDPR) but some other countries may not necessarily have the same high standard of protection for your personal data.  RPC does not transfer or store any personal data outside the EU.

Legitimate interests

As noted in the ‘How We Use Your Personal Data’ section of this notice, we process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

We use the ‘legitimate interests’ legal basis for processing the personal information provided in your application or correspondence and have identified that our interests are to manage the subscription and payments related to the subscription or event as well as to provide you with information as regards your membership or enquiry and our events and publications.

How long we keep your data

RPC only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. We will remove your personal data from our subscription database within 6 months after your subscription has ceased.

Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.

Marketing (legitimate interests)

RPC may send you newsletters and event details by email that have been identified as being relevant to and in the interests of your professional registration or correspondence with RPC.  Such information will be relevant to you as a registrant or correspondent and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.

If you would prefer not to receive above-mentioned RPC marketing, please either email admin@ukrpc.org.uk  to ask to be removed from the mailing list or click the ‘unsubscribe’ button on one of our emails to you.

Lodging a complaint

RPC only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

The Radiation Protection Council DS009 Dartington Hall Devon TQ9 6EN admin@ukrpc.org.uk

Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF T: 01625 545745  casework@ico.org.uk

V1.0 / May 2019.