The Royal College of Psychiatrists’ (the College) provides a number of tools to support clinicians and other professionals to collect and log the feedback they need for their professional development, appraisals or revalidation.
The College is the data controller for the information you provide to us either during enrolment to use the system or whilst registered on the system.
If you have any queries about the process or how we handle your information, please contact us at firstname.lastname@example.org
Sources of information used by Multi-source Assessment Systems
The Multi-source Assessment Systems use information collected from a number of sources; the clinician/professional we are collecting feedback for, their employer organisation, colleagues, other professionals and patients.
The information collected is submitted via a secure web-based tool or anonymous paper questionnaires returned directly to the team here at the College.
Security and confidentiality is maintained through the use of passwords.
Feedback is aggregated prior to being made available to the clinician/professional we are collecting feedback for.
What will we do with the information you provide to us?
All of the information you provide will only be used for the purpose of providing the clinician/professional with feedback and reports during the period while they are registered to use the system.
The College will not share any of the information provided to us with any third parties for marketing purposes.
Information is held in secure data centres in the EU and US which comply with ISO 27001 security standards.
The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
All of the data is accessible only to staff members working on the system and data processors by approval.
All data is held within restricted areas, is password protected and encrypted.
Individual clinicians/professionals registered with the system will receive a report summarising their feedback. The individuals who submit feedback will not be identified in the report.
We may share the personalised report with the clinician’s/professional's appraiser if they request this.
The College will use data submitted in its contributions to reports and research papers from time to time and aggregated data from multiple clinician's/professional's may be used in reports for their employer organisation, providing they remain anonymous - the identities of the clinicians/professionals or individuals who provided the data will not be disclosed.
We will use contact details you provide to us at registration to contact you in connection with any ongoing relationship with the programme.
What information do we ask for, and why?
The multi-source assessment systems do not collect more information than needed to fulfil our stated purposes and will not retain it for longer than is necessary.
The information we ask for is used to either maintain a record of you and to contact you, or for the purpose of gathering feedback about the clinician/professional.
Use of data processors
Data processors are third parties who process data for us. We have contracts in place with our data processors.
This means that they cannot do anything with the information unless we have instructed them to do it.
They will hold it securely and retain it for the period we instruct.
The data processor we use is Weblogik Ltd.
How long is the information retained for?
The individual data are retained for a period of five years after the end of the contract with the clinician/professional.
After five years, data is anonymised and retained for the purposes of longitudinal analysis.
Legal basis for processing
The multi-source assessment systems processes data submitted from the clinician/professional or their employer organisation to fulfil our contract with them.
We process data from the clinician’s/professional's colleagues and patients by consent.
All information received and managed by the multi-source assessment system teams is treated as confidential.
The multi-source assessment system will not publish information that can enable individual patients, colleagues, professionals or clinicians to be identified, nor allow third parties to access the data.
Under the Data Protection Act 1998, and incoming General Data Protection Regulation (GDPR) you have rights as an individual which you can exercise in relation to the information we hold about you.
What if I do not want my information used by the audit?
You can choose not to submit feedback on the clinician/professional if you wish to. The multi-source assessment system will not use your information for any reason other than to request feedback.
Complaints or queries
The College takes any complaints we receive about the way in which we use personal data very seriously.
We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint about the way we have processed your personal information you can contact us using the details at the bottom of this notice.
You can also complain to the Information Commissioner’s Office directly:
Tel: 0303 123 1113
Changes to this privacy notice
We keep our privacy notice under regular review. This Privacy Notice was last updated in March 2023.
How to contact us
Data Protection Officer
Royal College of Psychiatrists
21 Prescot Street