RCT Registrants
How we collect your data
We collect data about you in a variety of ways, starting at the point of application where we will collect the data from you directly. You have the opportunity to add to this base data, either using our website portal or contacting the office. We also update this data through your subsequent contact with us, including but not limited to: your annual CPD return and the annual renewal process.
Purposes of the processing
Personal information which you supply will be used to:
• To administer your application to join the RCT.
• To administer the RCT’s CPD scheme.
• To administer the annual renewal of your registrations
• To send you Registrar’s updates.
• To include you on the online Public Register.
• To contact you about and administer complaints.
• To contact you about and administer disciplinary conduct hearings
Legal Basis for processing
We process your application, annual renewals, registrar’s updates and CPD records under the legitimate interest basis for processing.
We process inclusion on the public register, complaints and disciplinary conduct hearings under the vital interest’s basis for processing
We will process your financial information under the legal basis for processing.
Legitimate Interest
Registrants expect this processing to take place so that they can be included on the public register.
Data Retention period
We will keep hard or scanned copies of your application form while you remain an RCT Registrant plus 2 years.
We will keep electronic copies of your CPD summary form (if selected for audit) for the current year and the previous two years.
In addition we will keep a record of your personal details, registration and financial history on our CRM database while you remain an RCT registrant plus two years; or if you have any other relationship with IPEM (e.g. member) until we have no longer a legal basis for processing this data.
We will also keep a record of your financial history on our finance system for 6 years in accordance with our legal obligations.
Categories of Personal Data
We will keep the following categories of personal data:
Personal Details
• Name
• Home Address
• Work Address
• Home Email Address
• Work Email Address
• Home Telephone Number
• Work Telephone Number
• Mobile Telephone Number
• Name of Employer
• Employer address
• Date of Birth
• Gender
• Professional Information (optional)
• Interest Information (optional)
Registration Information
• Registration History.
• Registration Application Form & Supporting Documents
• Registration Invoices and Payment
• CPD summary form. (if selected for audit)
Sharing and disclosure of personal information
We will ask you for some special category personal data when you are registered with the RCT such as your ethnic origin, details of any disabilities, your religion or belief , your sexual orientation and gender identity as well as data which will give us information on social mobility and caring responsibilities.
It is not mandatory that you provide this data and you can choose what personal data you want to share. The legal basis for this collection is your consent and we will use this data for diversity and inclusion monitoring and analysis.
Data Security
Only very few designated named people in the national office will have access to the special category data and they have signed data confidentiality agreements. We will only share completely anonymised reports with other groups (for example workforce reports) and at no point will an individual answer be recognisable.
Who we share your data with
We share some of your data with other organisations and individuals who process data on IPEM’s behalf (Data Processors). The use of the data we share is strictly limited, by contract, to those purposes.
With RCT Assessors (RCT Volunteers)
We share limited personal details to RCT assessors so that they can assess your RCT application and we share your CPD summary form if selected for audit.
With IPEM’s CPD Audit Panel Members (IPEM Volunteers)
We share your CPD summary form with the IPEM CPD Auditors if selected for audit
With our Marketing and Bulk Email Provider
We share your name and preferred email address with our e-mail marketing provider, so that we can send you Registrar’s updates.
With our IT Software & IT Support Service Providers
We share your personal data that we hold with our IT and IT support Service Providers to ensure that you get the best possible service.
With other Registration Councils
We share the outcomes of ant RCT Fitness to Practice hearings that results in sanctions against you with any other Registration Council that you are registered with.